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HomeMy WebLinkAboutMinutes 1986EVANSTON RECREATION BOARD MEETING MINUTES January 16, 1986 Mrs. DeStefano tailed the meeting to order at 7:40 p.m. The meeting was held at the Fleetwood-Jourdain Community Center, 1655 Foster, Evanston, Illinois. BOARD MEMBERS PRESENT: Mrs. Judith DeStefano, President Ms. Julie Harris, First Vice President Mr. David Williams, Second Vice President Mr. Henry Krasnow, Treasurer Ms. Janet Webb, Secretary (arriving at 8:30 p.m.) STAFF MEVr ERS PRESENT: Mr. Donald J. Wirth, Director, Parks, Recreation and Forestry Ms. Jean Ann Shulse, Superintendent of Recreation Mr. Martin Lash, Business Manager Ms. Shellea Swan, Public Information Specialist Ms. Athena Ames, Director, Levy Senior Center Mr. Kevin Wallin, Acting Director, Chandler Center Ms. Mamie Lee Smith, Director, Fleetwood-Jourdain Center Mr. Jerry Williams, Lakefront Director Ms. Lyn Wildes, Recreation Staff, Chandler Center Ms. Darlene Nilges, Executive Secretary OTHERS PRESENT: Mr. Gene Schneider, Ms. Florence Weber, Ms. Mary Wood, Ms. Margaret Hallen, Mr. Chuck Cohn, Ms. Norene Perrone, Ms. Kathy Nevel. APPROVAL OF MINUTES Mr. Williams moved and Ms. Harris seconded the motion that the Minutes of the previous meeting, December 19, 1985, be approved as submitted. Motion passed. COMMENTS FROM Mr. Chuck Cohn, Chute PTA representative, spoke of a presentation OBSERVERS at the PTA Council meeting concerning the Arts 8 Recreation magazine concept. He said the impression was that the magazine was to be financed totally through the Recreation Dept., and the PTA presidents questioned the financing through Department funds. Mrs. DeStefano thanked Mr. Cohn for bringing the issue to the Board's attention and promised that the situation would be investigated. Ms. Shulse noted that no Recreation staff person had been scheduled to give such a presentation. Mrs. DeStefano asked Ms. Perrone and Ms. Nevel of the PTA for clarification of the presentation, and said a letter would be sent to PTA presidents correcting the misinformation received. Mr. Krasnow noted that it is essential to meet projected revenues through increased enrollments, which the new magazine format is expected to do. Mrs. DeStefano mentioned the involvement of the Arts Council in the magazine's funding and noted the grant from American Hospital Supply, which is also for production of the new magazine format whic#- replaces the newspaper brochures. -2- Mr. Gene Schneider, of the Power Boaters' Association, spoke on the proposed fee increase for non-resident non -note holders at the Church Street Ramp. He noted the increase would be from $115 to $200 for a season permit. He asked if the Association could assist the Board to hold the fee down, commenting on the ways the Association has benefitted the ramp area in the past. Mr. Williams asked for infor- mation on how the Association paid for the costs of the improvements it effected for the ramp area. Mrs. DeStefano offered to give Mr. Schneider a breakdown of expenses the City incurs for the facility, and said the Board planned to hold rates at a fairly constant level after this year's increase. Mr. Williams explained his theory that non-residents should not be subsidized by taxpaying Evanston residents LEVY CENTER ADVISORY Mrs. Florence Weber of the Advisory Board reported that Levy had been COMMITTEE REPORT closed for seven working days for remodeling, repairing, and cleaning, and invited the Board to come view the results. Estimates are being sought on refurbishing the library with Life Enrichment Funds, she stated. The Research Park development was discussed, Mrs. Weber noting that there was some concern about making changes to the Center when the possibility of the Center being demolished existed. She noted Levy has received a $25,000 5-year grant from American Hospital and said all forms needed for applying for tax exempt status have beer turned in as of this week. She invited the Board to attend the President's Reception on January 24 at 1.30. ROBERT CROWN CENTER Mrs. Hallen thanked the two Board members who attended the Advisory ADVISORY BOARD REPORT Board's last meeting. and said there was no formal report at this time. Mrs. DeStefano asked for more information on the volunteer pot -luck supper, and suggested giving the volunteers a tangible gift of thanks for their efforts. She also noted that the Recreation Board members were attempting to attend all advisory board meetings. Mrs. DeStefano shared copies of a letter going to four families in the area to invite people onto the Robert Crown Center Advisory Board, and said a note from the Board could be sent to any candidates the Advisory Board wished to approach. TREASURER'S REPORT Mr. Krasnow said that he was advised by the Business Manager that disbursements as of December 31, 1985 total $214,975.59. Mr. Williams moved to accept the Treasurer's Report, Ms. Harris seconded the motion. Motion passed. BUSINESS MANAGER'S Mr. Lash reported that revenues for the fiscal year, through December REPORT 31, 1985, total $1,241,715, or 84.8% of the projected annual budget. Expenditures for the fiscal year through the same period total $2,343,383, or 83.7" of the projected annual budget. CHANDLER ALARMS Mr. Lash reported that three firms were asked to examine Chandler's alarm system and make bids to upgrade or change same to eliminate the recurring false alarms. He noted that although national Guardian had the lowest bid, Security Alliance had 6 good references, including the Evanston Police Dept., while National has been unable to provide good service at Fleetwood-Jourdain. He noted that funds could be transferred from 1717.355, which is underexpensed in the current year. Mr. Krasnow asked if we are charged for the false alarms. Mr. Lash answered that we no longer are charged, and the Police Dept. has issued a refund for false charges. Mr. Krasnow -3- suggested using funds for capital purchases, to which Ms. Shulse noted that these monies revert back to the General fund. Mr. Krasnow moved to accept the Security Alliance bid. Ms. Harris seconded. Motion passed. - PRINTING BID Mr. Lash reviewed five bids received for printing the Department's summer camp brochure, and recommended approval of the low bid from Mumm Print Shop. Mr. Krasnow moved to accept the Mumm Print Shop bid of $3,090. Mr. Williams seconded. Motion passed. TIME CLOCK PURCHASE Mr. Lash requested Board approval to use $1500 budgeted for a poster making machine for the purchase of time clocks. He noted that a poster making machine has been donated to the Department by Carson Pirie, Scott b Co. 'He said that one clock each could be purchased for Chandler, Levy and Fleetwood Jourdain. He further noted that the City Manager has put a freeze or capital equipment expenditures, but requested Board approval to purchase if the freeze is lifted prior to year-end. Mr. Krasnow asked what other items we did not have funds for in the' next fiscal year, for comparison with the need for time clocks. Ms. Shulse said that approximately $40,000 is budgeted for capital equipment, but noted that because of the Fair Labor Standards Act, and the need to generate accurate time sheets, etc., the time clock purchase was top priority. Discussion of the procedurE that would ensue if capital equipment expenditures remain frozen followed. Mr. Krasnow then moved to approve the $1500 to purchase time clocks, if the City Manager lifts his ban on capital equipment expenditures. Mr. Williams seconding, the motion passed. Mr. Williams asked about controls for unauthorized overtime. Ms. Shulse stated that daily sign -in sheets, including time in and out for lunch, are reviewed by supervisors and the payroll clerk. She noted that 40 hours is the maximum allowable number of hours worked per week unless there are provis'luns for overtime. In response to a question from Mr. Williams, Ms. Shulse further noted that employees are asked not to come to work areas more than 7 minutes before the beginning of the work day. COMMUNICATIONS UPDATE Ms. Swan stated that all aspects of the new magazine were going smoothly. Considerable advertising has been reserved to date, spread out over 6 issues. Weekly design meetings are being held. Being pursued is the idea of using an Evanston photographer to shoot the cover photograph for expenses only, with a biographical insert as payment. The first photographer asked to participate agreed. The first issue, Ms. Swan noted, is due out March 7. The new camps brochure will be in the schools mid -February. She informed the Board that the Department had received a letter, from an inquirer in Nevada, which stated that our brochure was listed in a newsletter- as one of the top three in the nation. SUPERINTENDENT'S Ms. Shulse reported that the Department Clerk 111, Joy Doby Langford, REPORT resigned as of 12/27. We are in the process of hiring, with Mr. Lash interviewing internal candidates beginning tomorrow. Selection date probably will be next Wednesday. ARTISTIC GYMNASTICS, Ms. Shulse introduced Kevin Wallin, Acting Director of Chandler, and CHANDLER CENTER Lyn Wildes, administrator of the Artistic Gymnastics program and in- structor. Mr. Wallin reported that the recent survey of program participants showed it was felt we had a good program, good price, -4- a good location and safety conscious instructors. He noted that the survey coincided with the resignation of the head coach. In spite of her departure, the survey was quite positive. He noted that two Romanian coaches have been hired, and they were proving to be enthusiastic and outstanding in their new jobs. Mrs. DeStefano noted that a 45 percent return on the survey was very good. Mr. Williams said the results are self-evident: people in the program don't want to move to another site, unless it's in Northeast Evanston. Mrs. DeStefano said she liked the comment about using the high school, and was excited about the two coaches who have been hired. At this point, Ms. Webb joined the meeting at 8:30 p.m. Mrs. DeStefano invited people who have comments to copy the Superin- 1W tendent of Recreation and/or the Recreation Board. Mr. -Wallin noted - we utilize the high school a total of 4 hours each session. Ms. Shulse requested time to go over the survey in detail to obtain more specific guidance from the Board. She said that apparently, the sur- vey indicated that 40 percent of the respondents were not willing to go to the YWCA, even if fees remained the same. 53% did not want to go to Evanston Township High School. Mrs. DeStefano noted we may need more space if the Romanians are excellent instructors and attract more participants, and felt space should be identified. Ms. Webb disagreed, suggesting that advance - level children could go to a separate facility if necessary, and notes parents overwhelmingly wanted to remain at Chandler, or at least in N.E. Evanston. Discussion ensued. The Board suggested not spending time at present exploring alternate space. Ms. Shulse asked, if theif are more beginning students, should staff look into space at schools or at other Recreation Dept. centers? The Board agreed that space at our centers should be explored, using monies for the purchase of equipment instead of rental. Ms. Shulse clarified for the Board that attendance figures in the winter sports reports were gathered at 11:00, 2:00, 4:00 & 6:30 p.m. Mrs. DeStefano said the Lagoon ice is terrific, but felt Ackerman Paris needed better flooding. Ms. Shulse explaineri there had been hydrant problems at Ackerman. FLEETWOOD-JOURDAIN/ Ms. Shulse reported that the Fleetwood-Jourdain/Foster Auditorium FOSTER REHAB rehabilitation is completed. Contractor and architect specifica- tions have been complied with. She noted the process had been a long one. Ms. Shulse spoke about the dedication program being planned. BISHOP FREEMAN Ms. Shulse outlined the history of the Bishop Freeman agreement with PARKING LOT the City, in which parking for Fleetwood-Jourdain is provided at the Bishop Freeman lot. She noted we have had this agreement for the last three years, and have now entered into an agreement with options to extend additional years which will be before City Council in two weeks for approval. DIRECTOR'S REPORT Mr. Wirth and Mr. Merry Williams prosent(,d two plan-, and rnndel s of proposed sailboard racks, one permanent and one moveable. Ways of securing the beards were demcrtistrated. flan 1 was felt to be the most desirable for our ne-ds. Discussion ensued. -5- Mr. Wirth noted that permanency might be a problem in view of the Human Services Committee's preference to limit new activities at the Beach. Construction and anchoring details were shared by Mr. Wirth. He said that 25 to 26 boards probably would be stored. A letter to the 86 current permit holders is ready to be mailed explaining the program and to assess interest of the boaters. He noted, as Mrs. DeStefano pointed out, that this construction would probably bring more people to the beach, but would lessen the number of cars using the area. Per unit cost of construction would be approximately $90; Mr. Wirth said that if a $50 storage fee were charged, costs could be recovered within two years. He suggested giving exclusive rights to the facility to renters for three years, then opening the racks to other interested renters. Mr. Wirth felt obtaining information on whether people were interested in the racks was the first step. He felt Human Services should be asked to consider the issue mid -March at the earliest, with possible approval by mid -April. Building the unit would take a minimum of one to one and a half months, i.e. to mid -May. Ms. Harris asked if the racks presently used for boats could also be used to secure boards. Mr. Williams explained that boards could be secured only at the racks' ends, or at the locker units. Mr. Wirth added if new racks were built at the north end of the beach, there would be no challenge from the concerned property owner. Mr. Krasnow moved to propose to the Human Services Committee that the}, approve the concept of building sailboard racks, the total number of spaces plus carry -in permits not to exceed the total number of carry -in permits from the year before, to be paid totally from monies generated from citizens, and that in exchange for users paying for the total cost of the racks, the citizens would be allowed to use the racks for three years. Mr. Williams seconding, the motion passed. Mr. Krasnow commented that details could be decided upon after approva of the concept. He asked that it be attempted to get this item on the Human Services agenda as soon as possible, and requested the memo to Human Services be prepared. Mr. Wirth noted that Aldermen of the Ward and citizen5 will be included in a meeting to work out the de- tails of this proposal, along with other issues, and that such a meeting would be scheduled after Human Services has been approached. ROBERT CROWN CENTER Mr. Wirth reported.that no capital monies would be used for correctinc UTILITY COST SHARING the dehumidifying problems and energy inefficiency at Robert Crown. _ He outlined a concept involving the Illinois Dept. of Energy, in which, firms would submit proposals on energy management issues, and the Cit; would, at no initial capital cost, contract for such work. The com- panies would be paid when improvements were completed, with payment indexed to the guaranteed minimum energy savings resulting from the work done. Mr.Wirth said RFPs will be received and evaluated, and the Board will be kept informed of progress made. City Council will be requested to review the proposal after RFPs are received. MLL REPORT RECOMMENDA- Mr. Lash stated that certain recommendations had been made concerning TION--COMPUTER UPGRADE the business operations in the Department by Management Learning Laboratories in their report. One of those concerned the need to upgrade our computer system. He shared a three to five year concept -6- for the Board's consideration. Explaining we now possessed a discrete, system from Radio Shack which was five years old and limited in its abilities to process invoices, revenues, payroll, etc., Mr. Lash outlined a proposal to upgrade to a multi -terminal system, as recommended by the consultants. This system would tie the centers into the Civic Center, as well as Parks and Forestry. More than one person could enter data at the same time for increased efficiency. Better software would enable the Department to track invoices and payroll more effectively, and allow us to gather historical informa- tion on costs. Mr. Lash said the present system is extremely limited in its capability to process such information. Additional capabilities would include cost accounting, a specific recommendation of MLL regarding program costs. It would be possible to do breakdowns of the success of programs. Budget worksheets. now done in a lengthy process by hand, could be computerized, saving much staff time. Mr. Lash also reported that evaluations of participants could be analyzed, utility costs evaluated, inventories generated, mailing lists segmented by market, and work orders processed more efficiently. Mr. Lash outlined why, in view of monies from City support shrinking and fees and charges by necessity growing, it is critical to be able to do the types of analysis outlined above. He said that a project that took the Department's accountant an hour to do rianually could be done in a matter of minutes on an upgraded system. He stressed that cost accounting could factor in such elements as labor, parks and facility maintenance, utilities, depreciation, equipment, adver- tising, etc. He asked the Board's approval of this concept. Mr. Williams asked the price of the proposed concept. Mr. Lash esti- mated approximately $15,000--$25,000 per year. Ms. Webb noted the cost savings that would offset the cost of the upgrade. Ms. Shulse said that the upgrade could possibly be achieved in three years, but most likely five years would be needed. She noted this increase will be considered during budget preparations. Ms. Harris asked if the concept was compatible with the City's computer system, and was told this issue is under discussion presently. Mr. Williams asked if Department transactions could be reported more quickly to the City Collector with the new system. Ms. Shulse said that if staff daily report preparations could be made more efficient through terminal support, that could happen. Discussion of the concept followed. Mr. Williams moved to accept the concept of the computer upgrade as outlined. Ms. Webb seconded. Discussion ensued. Ms. Shulse noted that, because we inter -relate with City Departments, some modifica- tions may be necessary. She reported the Assistant finance Director notified us that final resolution of this issue may not take place until April. Discussion followed, and the motion passed. SCHEDULED Ai>3NUAL Mrs. DeStefano asked Board members to discuss proposed tours. Ms. TOUR, RECREATION Shulse suggested April 29 or 30, from 6:00 p.m. until 9:00 or 10:00 FACILITIES p.m. Ms. Shulse noted the Triennial Review mentioned these trips as the way the Board stays current with improvements, maintenance, staff and programs. firs. DeStefano said that advisory board partici- pation by Board members also provided such information. his. 'Webb moved to schedule the tour April 30 at 6:00. Ms. Harris seconded. Motion passed. -7- Ms. Shulse noted that the annual Volunteer Recognition Day must be scheduled and suggested April 23 or 25. Staff will be consulted and the Board updated further. BOARD TRAINING AND Ms. Shulse went over a number of items under this heading. She ex - ORIENTATION SCHEDULE plained that Human Services is considering the Board and Commission budget, and suggested Recreation Board members try to be present to HUMAN SERVICES MEETING answer possible questions. Topics for discussion may include the magazine concept, need for the consultant -recommended middle manage- ment positions and perhaps a proposed change in the free beach token program. Ms. Shulse outlined the history of the free beach token issue, and referred to the growing numbers of people who request and receive same without documenting financial need. Possibly the progran could be changed, she felt, to increase revenues in this challenging budget year. Discussion ensued. Ms. Williams said he would attend tF Human Services meeting. Mr. Krasnow would try to attend. RETREAT Ms. Shulse reminded the Board that, as it gets closer to summer and to scheduling budget meetings, there is usually no time to meet to- gether to discuss philosophical and conceptual ideas. She suggested a retreat for Board training, and offered to give the Board informa- tion on excellent people who could conduct a retreat. She asked the Board to consider the idea, which would be paid for through Department funds. Mrs. DeStefano pointed out that late April was filled with various Recreation Board activities. Discussion ensued. Mr, Krasnow felt the concept unnecessary. Ms. Webb felt better training for budget preparation would be worth the time in the long run. The date of Saturday, May was suggested. The Board decided to discuss more fully at the February Board meeting. COOPERATIVE COMPRE- Discussion was held about the consultants' recommendation for coopera- HENSIVE PLANNING tive comprehensive planning. Mrs. DeStefano outlined the concep, by which the presidents of Evanston boards, among them Liqhthouse Park District, Dist. #202 Board of Education, YMCA & YN CA Boards of Directors, Dist. =65 Board of Education, Arts Council and Ridgeville Park District, would work together to insure non -duplication of ser- vices, etc. She asked the Board to look at the proposed list and a proposed letter. Ms. Shulse noted Mr. Wirth's idea to videotape a presentation for the groups, which could be used to answer questions concerning Management Learning Laboratories' recommendations, etc. Mr. Williams felt the effort was a worthy one, but agreed with Mr. Krasnow that the idea had been tried and proved unsuccessful. He said a letter could be sent to find out the response. Mr. Krasnow suggested the Board be clear as to its own agenda and what needed to be accomplished. He suggested that Alderman Collens might be the correct person to call such a meeting. Ms. Shulse noted that the reason the MLL study was funded was to assess the recreational needs in the community. Discussion followed. The Board agreed that we should coordinate with other agencies. ` Mrs. DeStefano requested PTA Presidents receive copies when letter is mailed. Ms. Webb suggested inviting Ald. Collens and Ald. Wald to become actively involved. Mr. Krasnow said the Board Presidents should participate, not representatives of the Boards. Mrs. DeStefano asked if there was interest in the Board preparing a detailed report on Management Learning Laboratories and their recoirmiendatiaris. 10 Discussion ensued. Ms. Webb noted that the issue was one of providinc quality services, not competition for the same dollars. Ms. Shulse said that each year high school space available to the Department is more foreclosed, and asked if such cooperative planning might not demonstrate the need for more space and times? Mrs. DeStefano suggested discussing further at February's meeting after thoroughly reading the MLL report. Mr. Krasnow asked that the specific planning needs of various agencies be identified, and suggested using the MLL report to address these issues and then work an solutions. Ms. Harris noted we are directed by the Human Services Committee to meet with these Boards. Mr. Williams made a motion to hold a Lteeting on February 15 at 10:00. Motion failed. Mr. Krasnow moved �.o table until next month. Ms. Webb seconded. With one vote against, the motion passed. RECREATION BOARD Mr. Williams noted that all Recreation Board members were members of COMMITTEE PROJECTS, the various committees, even though one person might be designated 1986 the chair. Mr. Williams further noted that the Board committee struc- ture was set up so that emergency issues could be referred to the Board member chairing the committee under which the incident could be classed. The four committees presently in existence are Program (Harris), Finance (Krasnow), Personnel (Webb) and Facilities (Williams). It has evolved that issues concerning Marketing Promo- tions and Public Relations, as well as Community Relations, fall under the aegis of the Board President (DeStefano). Ms. Shulse asked whethE the Board agreed with the committee outline, so that staff could be assigned to the various committees. The Board agreed without formal vote. REVIEW OF CITY COUNCIL Ms. Webb and Ms. Harris volunteered to be at the Council meeting of BUDGET HEARING February 3. Ms. DeStefano volunteered for Jan. 18, and Mrs. DeStefanc SCHEDULE and Ms. Harris volunteered for Jan. 25. TRANSFER OF FUNDS Mr. Williams moved to approve transfer of $575.00 from salary or contracted service salary accounts to materials and/or equipment accounts for the Nichols Lighted School Community Center budget. Funds would cover ropes. lap countirs, stop watches, buzzers and uniforms for double dutch participants, plus a partial scholarship to defray costs for 25 people to join the team at the BuII's game on 2/14/86, where the performance will be held. Ms. Webb seconded the motion, which passed. LEVY ADVISORY Mr. Williams moved and Ms. Webb seconded the motion to appoint Hary H. BOARD Roberts to the Levy Advisory Board. Notion passed. STUDY DOCKET The Study Docket was reviewed. To be placed on the Docket for February: what is the significance if the Treasurer's Report is not signed. Mr. Lash and Mr. Krasnow will discuss this matter. To be an Agenda item: the problem with a portable floor for, Levy Center. Ms. Shulse will report in February. COMMENTS FROM Ms. Harris said she was glad to see the ice rinks in operation, with BOARD MEMBERS good conditions, supervision, etc. Mr. Krasnow noted that the Administration & Public Works Committee is being asked to approve the printing order for the magazine, and that there may i}e some questiorss that someone from the Board should be present to answer. Ms. Shulse stated that Tuesday night's meeting 10 of the Human Services Committee was the place to answer such ques- tions and defend our position. Discussion followed. The Board felt that being personally available to people on the A&PW Committee might prove helpful. Mr. Williams commended the new Board President on her first meeting. He requested he be replaced on the Nichols Ad Hoc Committee. Mrs. DeStefano said that if we no longer have a tie with the Committee, there is no need to have a Board member assigned as representative. Ms. Webb invited everyone to the Martin Luther King, Jr. celebration next Monday, for which Ms. Webb is cooking dinner (for 200). She said the play, "Dream," at Fleetwood-Jourdain is excellent, and noted FRAM bought 180 tickets for the Sunday matinee as a fundraiser and also to help with the Theatre. EXECUTIVE SESSION At Mrs. DeStefaro's request, Mr. Williams moved to adjourn to Executive Session to discuss a personnel matter. The motion passed, and the Board so'adjourned at 10:56 p.m. ADJOURNMENT The Board adjourned Executive Session at 10:59 p.m. The Board meeting_ reconvened and was adjourned at 11:00 p.m. The next regularly scheduled meeting of the Recreation Board will be on Thursday, February 20, 1986 at the Civic Center, Room 2404, 2100 Ridge Avenue, Evanston, I1. 6 • EVANSTON RECREATION BOARD MEETING MINUTES February 20, 1986 Mrs. DeStefano called the meeting to order at 7:36 p.m. The meeting was held at the Evanston Civic Center, 2100 Riage Avenue, Evanston, Illinois. BOARD MEMBERS PRESENT: Mrs. Judith DeStefano, President Mr. David Williams, Second Vice President Mr. Henry Krasnow, Treasurer Ms. Janet Webb, Secretary BOARD MEMBERS ABSENT: Ms. Julie Harris, First Vice President STAFF MEMBERS PRESENT: OTHERS PRESENT: Mr. Donald J. Wirth, Director, Parks, Recreation and Forestry Mr. Martin Lash, Business Manager Ms. Shellea Swan, Public Information Specialist Ms. Mamie Smith, Director, Fleetwood-Jourdain Center Ms. Deborah Austin, Supervisor of Community Services Ms. Darlene rlilges, Executive Secretary Mr. Scott Benton, Mr. Gene Schneider, Ms. Diane Beliard, Mr. Chuck Cohn, Ms. N. Burhop, Mr. Ed Hunter, Ms. Kathy Nevel, Mr. Jeff Lamb, Ms. Susan Stanton, Ms. Jeanne M. Fox. APPROVAL OF MINUTES Mr. Williams moved that the Minutes of the previous meeting, January 1 1986, be approved as submitted. Ms. Webb seconding, the motion passed COMMENTS FROM Gene Schneider of the Power Boat Ramp Association inquired if alternat OBSERVERS plans existed to reduce the $200 fee for non-resident non -note holder season passes. Mr. Wirth explained, as his letter to Mr. Schneider outlined, his feeling that non-residents should necessarily pay a high er.fee than Evanston tax -paying residents, and suggested holding the �= $200 amount steady for two years with no increase. Ms. Webb then moved and Mr. Williams seconded the motion to hold non-resident non -note holder fees at $200 for two years. Mr. Williams expressed concern that other organizations would want a freeze on other fees, and asked if the freeze being proposed only applied to the $200 fee for non-resident non -note holder passes. Mr. Wirth sug- gested that the amount this particular fee had been increased warrante this particular fee being a special case, and the freeze only would apply to this case. The motion was voted on: with Mr. Williams voting no, the motion passed. -2- Ms. Diane Beliard addressed the Board concerning her objections to a lottery system which was proposed as one alternative for assigning boat racks. Mrs. DeStefano noted her objections, but stated that there would be no discussion until later in the year on this issue by the Board. ROBERT CROWN CENTER No formal report was scheduled, although the Board expressed its feei- ADVISORY BOARD REPORT ing that Ms. Mathis' report to the Board was very thorough and the plans presented were fine ones. Mr. Williams noted the percentage of non-residents who skated in the winter ice skating program was 56%. TREASURER'S REPORT Mr. Krasnow stated that the Business Manager had advised him that disbursements as of January 31, 1986 total 5203,368.51. Mr. Williams moved to accept the Treasurer's Report. Ms. Webb seconded. Motion passed. BUSINESS MANAGER'S Mr. Lash reported that revenues for the fiscal year, through January REPORT 31, 1986, total $1,349,998, or 92.2" of the projected annual budget. Expenditures for the fiscal year through the same period total $2,590,786, or 92.5% of the projected annual budget. Mr. Wirth noted departmental projections showed a net balance through the end of the fiscal year, possibly upwards of $20,000. LEVY ADVISORY BOARD It was moved, seconded and unanimously passed that William A. Hoyer NOMINATION be appointed to the Levy Senior Center Lay Advisory Board. FAMILY FOCUS LEASE Mr. Wirth outlined the Feb. 11 letter and second amendment from Family TERMS Focus, explaining that a final document was not prepared due to the dockets of the 3oard of Family Focus and the City's Legal Department. He explained that $4.00 per square foot amounted to no increase over last year, and explained the way base rent is computed in the docu- ments. He went over the installment schedule, totals for which again broke down to $4.00 per sguar-? foot. Mr. Krasnow asked about renewal terms. Mr. Wirth said Family Focus will provide custodial service, maintain utilities, etc., which will be unchanged under a renewal opti. Mr. Krasnow suggested renewal might be accomplished with a letter in- stead of a legal document. Mr. Wirth noted the attorneys had some language issues which warranted discussion, and outlined the hacVgrour of the lease document. Mr. Wirth explained that City Council will be asked to approve the lease, and the City Manager would then sign it Mr. Krasnow moved to recommend the City Manager sign the lease at the rate of $23,548 for the Family Focus space, subject to Council's approval and our staff's approval of all other terms. Mr. Williams seconded. Motion passed unanimously. Mr. Wirth noted Family Focus is being encouraged to approve a 3 to 5 year lease. DIRECTOR'S REPORT Mr. Wirth shared some informational items with the Hoard. He outlined the potential of a ,very serious problem at the lakefront this summer due to erosion, noting last month's water level was higher than the previous record. Using the Corps of Engineers' findings, he said the effect of these water levels could be devastating, depending on the amount of storms we have this spring. Mr. Wirth spoke about the implementation of a shared savings project at Crown Center. Mrs. DeStefano asked if other City staff had any input about this project. Mr. Wirth said that Safety,and Legal have been involved in the discussions. lie outlined hoer proposals will be generated, noting three or four had been received. -3- Mr. Wirth also shared a memo to the Human Services Committee regard- ing the Department's sailboard rack proposal, indicating the Board's request to approve the concept. The March 24 meeting of Human Service will probably be the date this item is scheduled. Mr. Wirth stated that the suggestion of a lottery for assigning boat racks was presented as only one alternative among several others that would be considered. He asked awareness that a large number of resi- dents cannot be accommodated this year, and further suggested that the issue could be addressed this fall or winter. Ms. DeStefano re- quested that citizen letters be held for Board discussion before a response is mailed. For the upcoming season, Mr. Wirth noted that the schedule is: first, residents who have previously had racks; second, residents who have not previously had racks; third, non- residents who had racks last year, and fourth, non-residnets who did not have racks last year. He felt, however, that all available slots would be filled by the first two categories this year. Mr. Wirth made a presentation on the current lakefront development proposal. He noted participants in the decision -making process includ citizens, aldermen of the involved Wards, City Council, the Planning and Preservation Commissions and the Recreation Board. He cited pre- vious studies/plans and authorizations concerning lakefront develop- ment. He outlined funding sources for previous work, both Federal and State, as well as citizen donations and park enrichment funds. Mr. Schneider noted the Boat Ramp Association's good relationship with the IL Dept. of Conservation, and Mr. Wirth and Mrs. DeStefano noted the value of the Ramp Association's past efforts. Mr. Wirth outlined recent improvements, including 400 new trees along the lakefront, Lighthouse complex improvements, etc. He went over the proposed remaining projects, including rehabbing of the two lakefront buildings, the lakefront office needing structural work: restroom rehabbing, office space reorganization for citizen and staff use, etc. the Lagoon building requiring extensive internal improvements. He noted the State Historical agency would be involved in deciding how the in -fill panels would be re -done. Mr. Wirth offered to share the preliminary floor plans and elevation plans that were ;utilized in the grant application. Mrs. DeStefano requested copies. RIDGEVIEW CARE Mr. Wirth outlined the letter of January 29 from the Quality Health CENTER REQUEST Care Centers, Inc. which discussed the program proposed for Ridgeview. He said the City's Mental Health Dept. staff wished to discuss the issue of mainstreaming mentally ill in the City of Evanston, beyond the Ridgeview's population. He noted the issue would not be easy to resolve and would require substantial discussion. He asked that detail work be done between Recreation Board members and Mental Health Board representatives. Issues such as fees and procedures could then be addressed in detail. Jeanne Fox, Executive Director, Mental Health Board, introduced Sue Stanton and Jeff Lamb who spoke of developing a pilot project to inte- grate the mentally ill into recreation programs in the City. Ms. Fox said there are over 1000 chronically mentally ill, not all utiliz- ing recreational program. She felt she could not give a percentage of which would utilize programs, but felt many would who now cannot. Ms. Webb suage�ted u:ina the fee assistance prograr: in effect now. fS,. Fox noted these people received $25 per month for all expenses, which -4- necessitated a 100 percent subsidy since they had no disposable income Ms. Webb noted the desirability of changing the term "fee assistance" to "underwriting the program." Mr. Krasnow asked what else was being requested beyond the subsidy. Ms. Fox said that education of staff to the specific problems involved, plus volunteers from the community were necessary. Mr. Wirth noted the Board had no idea of the dollar amount. Ms. Fox said at this point she could only "guesstimate." Mrs. DeStefano noted no one should be turned away from our programs, but pointed out our facilities already are understaffed. She noted toc that Ridgeview is not a not -for -profit organization. Mr. Krasnow said that we would be dealing with the people living there, instead of the organization. Ms. Fox noted Ridgeview has contributed staff and money for recreational programs in the past, but it cannot be responsible for structuring the leisure time of its participants. Ms. Webb reaffirmed the policy of implementing no new programs without backup work by staff and the Board, as suggested in the MLL study. Mrc DeStefano volunteered to discuss the issue further with Ms. Webb and Ms. Shulse, and Ms. Webb welcomed the opportunity to discuss further. Ms. Stanton outlined how one program was structured by herself and George Dotson, Rec. Leader at the Crown Center. She said changes in her people were tremendous: improved physical endurance, self-esteem, etc. Mrs. DeStefano asked what interaction with regular participants was like. Ms. Stanton felt the mentally ill were less aggressive at first. Mrs. DeStefano was told there were at least a couple of forfeit in the pilot basketball league. Mr. Krasnow noted the mentally disad- vantaged should be treated no differently than other disadvantaged who use our programs. Ms. Webb suggested that we do not have the right to limit our facilities. It was agreed to place the issue of mainstream- ing of mentally ill on the Study Docket, and Ms. Shulse will be asked to schedule a meeting. Mr. Krasnow asked if the 10% minimum fee is waived for fee assistance for people who have no disposable income. I- was noted the developmentally disabled in Special Recreation do pay the 10%. Mr. Wirth noted the pilot program was exemplary, but we have not dealt with adult mentally disabled previously, and do not have the resources to continue this particular service without a large number of volunteers. He suggested financial assistance from the Mental Heal - Board considering the budget constraints being faced by the Recreation Board in providing its existing services. NEEDS ASSESSMENT Mr. Wirth said Ms. Shulse recommended endorsement by the Board of PLAN RECOMMENDATIONS periodic job satisfaction surveys of staff members. Mr. Krasnow moved endorsement. Mr. Williams seconded. Motion carried. The Needs Assessment also recommended periodic paid leaves for recrea- tion staff members for training and development purposes. Mr. Wirth said that this was being recommended for referral to the Personnel Department for consideration. The Recreation Department staff cannot be considered separate from the other City staff in respect to this recommendation. Mr. Williams moved to recommend endorsement of periodic paid leaves, to be referred to the Personnel Department. Mr. Krasnow seconded. Motion passed. NEIGHBORS AT WORK Mr. Wirth explained that the Recreation Department was requesting appri NUTRITION PROGRAM val for Neighbors at Work to be charged a very small amount of money to offset program support costs to Fleetwood-Jourdain. fie explained that utility costs, janitorial costs and supply costs allocable to this program is approximately $24,000 per year, and loss of rental fee averages between $3,341 and $4,950/yr. for the auditorium. For the 52 combined auditorium, kitchen and office space the fee would be $34,500 This program has been at the Center for a number of years, and the Recreation Dept. has continued to absorb all operating costs. The program was very beneficial to the community, especially the west side, Mr. Wirth stated, and the Fleetwood Jourdain Center's contributir to the program is significant. Staff is requesting a rental fee of $100 per month until October, $275 after that, to help offset costs. Mr. Wirth noted staff had not been able to discuss this proposal in detail with Mr. Powell. Ms. Austin stated that the program attracts between 60-65 people daily for lunch. She further noted that in the future staff would be requesting that all affiliated groups submit thei grant applications to be reviewed by the Recreation Board. This will permit the Board to assess value of in -kind contribution of facilities provided and paid for by Recreation Department's budget. Ms. Webb felt $275 was reasonable in view of the program's use of the Center's resources. Mr. Williams felt the figure was more than fair. Ms. Webb suggested agreeing on the $275 figure, though felt it might be a negotiable item. Ms. Austin noted that keeping the figure at $100 per month until October allowed Neighbors at Work to write the increasE amount into their new fiscal year, and to adjust their grant applicatic accordingly. She pointed out that $275 was considerably less than our regular rental policy. Ms. Smith, Center Director, noted the organiza- tion offered no support for additional staffing which was required by the Recreation Dept. to accommodate this program. Mr. Krasnow asked where Neighbors at Work obtains funding. Mr. Wirth explained the nutrition program was Federally funded. Mrs. DeStefano noted the organization obtains the grant, though the Center under- writes a major portion. Ms. Webb said she had no problem with a figure higher than $275, especially since Fleetwood-Jourdain is under-revenuec several months of the year due to this type of free service to organize tions. ter. Krasnow asked the amount of the grant Neighbors at Work receives, but the figure was not known. Mr. Wirth noted the organiza- tion can line item the amount of the proposed monthly fee into the grant. He outlined what some possible objections might be to the pro- posed monthly fee. Mr. Williams moved and Mr. Krasnow seconded the motion to ask $275 per month of Neighbors at Work. The motion passed, with Mrs. DeStefano requesting a figure of $200. Mrs. DeStefano requested a review of the grant application for purposes of determining the amoung of "in -kind" support being provided by the Recreation Dept. budget. Ms. Webb suggested not tying into the $275 figure until the grant application and an analysis is. reviewed. She then moved to reconsider the previous motion. Mr. Williams seconded. Motion passed. Ms. Webb requested a review of the funding available. She moved that a fee of $100 per month be assigned until October 1, after which an acceptable amount would be decided upon after review. Mr. Krasnow seconded. Motion passed unanimously. COMPREHENSIVE COOPERA- Mrs. DeStefano felt it important to comply with the request of the TIVE PLANNING Human Services Committee to share planning with other organizations in Evanston, and discussed the letter she had written. It was noted a slide presentation could be prepared with the assistance of Its. Swan and Ms. Shulse. It was felt sharincl the results of the MLL report -6- would uphold our commitment. Mr. Krasnow felt the concept a good one, but suggested inviting a decision -making person, i.e. the President of each organization, would be more effective than speaking to a represen- tative of the boards. He suggested changing "would lfke to invite you" to a stronger statement, including specific examples of ways joint com- prehensive cooperative planning could be beneficial. He suggested in- forming the board presidents that this approach was suggested by MLL. It was agreed that Mrs. DeStefano would re -write the letter with Ms. Shulse and Ms. Nilges, incorporating the above mentioned changes. USE OF PARK LAND Mrs. DeStefano stated that the Administration and Public Works Committee FOR FIRE STATION had requested the opinion of the Recreation Board on building a fire station on park land. Mr. Williams took the gavel, and Mrs. DeStefano moved that the Board issue the statement that no park lands should be sold or taken away from the City of Evanston, or used for any but park or recreational activities. Ms. Webb seconded. Motion passed unanim- ously. Mrs. DeStefano resumed the gavel at this point. STUDY DOCKET Mr. Wirth noted that two issues on the Docket have been dealt with: cooperative planning and cost sharing, and suggested placing mainstream- ing of the mentally ill on the Docket for April. Mr. Krasnow requested that Mr. Lash enclose the Business Manager's Report in the packets, as is now done, but suggested there was no need to read it aloud. It was agreed to do this. Ar. Krasnow asked if information on ongoing pro- grams could be furnished for assistance in making policy decisions. Mr. Lash said the monthly Business Manager's Report could be helpful to show if we are on target as to revenues and expenses. Mr. Krasnow, asked if other information about programs not meeting budgeted income or expenditures could be obtained. Mr. Williams suggested that the Board could target which programs were not on base through the Business Manager's Report, and could question the Department further concerning the reasons for this. This information could then be used to make policy decisions. Mrs. DeStefano felt the overview being presented was helpful. Mr. Wirth said our report gives general information, though detailed information could be shared as a matter of procedure. Mrs. DeStefano said she would call the Department for more information about certain programs, and felt Board members could do .,t on the information in the Business Manager's Report, but that there was not adequate time during Board meetings to go over each program mentioned in a detailed way. Mr. Williams noted that 11 months have passed since the introduction of the Procedure for the Monthly Treasurer's Report on the Docket. COMMENTS FROM Mr. Krasnow asked if the Department's budget had been formally approved BOARD MEMBERS Mr. Wirth said that technically it had not, but should be next Monday night. Mrs. DeStefano suggested Mr. Krasnow represent the Board that night to answer any questions. Mr. Krasnow will try to attend. Mrs. DeStefano felt the Martin Luther King, Jr. dinner and play were spectacular. Fleetwood-Jourdain looked beautiful and the speakers were excellent. She encouraged people to attend next year. She noted the plaque for Mssrs. Fleetwood and Jourdain was dedicated. She stated she had attended the Chandler Advisory Board meeting and noted Board members try to attend meetings of all the Centers. Mrs. DeStefano accompanif�J 1.1­. to phi, Nichol, Lighted School ad hoc rn; tir�n, and noted Ms. Shulse offered our support in any way we are able. Mrs. DeStefano liked the Centers' reports. -7- Mr. Williams complimented Janet Webb and Mamie Smith on the Martin Luther King, Jr. dinner. He also thought Fleetwood-Jourdain's pancake Day was very nice. Ms. Webb reiterated that the Martin Luther King, Jr. celebration went very well. District 202 and 65 staff is scheduled to see the produc- tion of "Dream" tomorrow. She encouraged anyone not able to come to see a future play. EXECUTIVE SESSION Mr. Williams moved to adjourn to Executive Session to discuss personne matters at 9:43 p.m. The motion passed. ADJOURNMENT Executive Session was adjourned at 10:14 p.m.. The Board Meeting was reconvened at 10:15 and adjourned at 10:16 p.m. The next regularly scheduled meeting of the Recreation Board will be on Thursday, March 20, 1986 at the Evanston Civic Center, 2100 Ridge Avenue, Room 2404, at 7:30 p.m. EVANSTON RECREATION BOARD MEETING MINUTES March 20, 1986 Mrs. DeStefano called the meeting to order at 7:35 p.m. The meeting was held at the Evanston Civic Center, 2100 Ridge Avenue, Evanston, Illinois. BOARD MEMBERS PRESENT: Mrs. Judith DeStefano, President Ms. Julie Harris, First Vice President Mr. David Williams, Second Vice President Mr. Henry Krasnow, Treasurer Ms. Janet Webb, Secretary STAFF MEMBERS PRESENT: Mr. Donald J. Wirth, Director, Parks, Recreation & Forestry Ms. Jean Ann Shulse, Superintendent of Recreation Mr. Martin Lash, Business Manager Ms. Mildred Bredberg, Special Recreation Supervisor Mr. Gary Silkaitis, Supervisor of Sports and Fitness Ms. Teri Yerly, Supervisor of Arts & Special Services Ms. Darlene Nilges, Executive Secretary OTHERS PRESENT: Jane Baugher, Florence Weber, David A. Week, Karl W. Bernie, Chuck Cohn, Edmund Moran, Paul Schoenwetter, Margaret Hallen, Mary Wood, Betty Utterbach. APPROVAL OF MINUTES Mr. Williams moved that the Minutes of the previous meeting, February 20, 1986, be approved as submitted. Ms. Harris seconded. Motion passed, with Mrs. DeStefano noting a few typographical errors. LEVY CENTER ADVISORY Florence Weber reported on the March 3 Levy Advisory Committee meeting, COMMITTEE noting two new members are Mary Roberts and William Hoyer. Issues discussed were the continuance of the Newsletter, refurbishing the library in respect to the Research Park situation. the sound system in Auditorium, and the annual Fashion Show and luncheon March 21, to which she invited the Board. Mrs. Weber also announced two new classes and a shuffleboard tournament April 25. Trips and clubs are going well, she added, and mentioned the upcoming Volunteer Recognition Tea in Apri- TREASURER'S REPORT The Treasurer's Report was read by Mr. Krasnow, who stated he was advised by the Business Manager that disbursements as of February 28, 1986 totaled $209,552,87. After asking clarification of a correction entry, Mr. Williams moved adoption of the Treasurer's Report. Ms. Webb seconded and the motion passed. BUSINESS MANAGER'S The Board read the Business Manager's Report, which showed revenues for REPORT the fiscal year, through February 28, 1986, total $1,477,881, or 100.9% of the pro jec f-od aniiii.3 1 E g)orid i tures for the fiscal year through the same period total $2,800,132, or 99.9% of the projected annual budget. Mr. Williams noted that approximately $16,000 would -2- be returned the City's General Fund. Ms. Shulse stated that the Dept. was proud of this accomplishment. In response to a question on revenue projections for next year, Ms. Shulse said that increases in program fees, staff changes and new marketing should keep projections on target. Mrs. DeStefano commended Mr. Lash on the fine job of monitoring the budget during the fiscal year. EVANSTON HOCKEY Mr. Edmund Moran addressed the Board on the potential merger between ASSOCIATION Evanston and Wilmette Youth Hockey Associations. Mrs. DeStefano asked to review the final document. Ms. Shulse suggested the Board be appraised of this issue in some detail. Mr. Williams noted the Board had had no prior information on this subject. Mr. Moran outlined the history of Evanston's Youth Hockey and explained the House League (intramural) and All Star (competitive) teams. He noted that the League in Northern Illinois requires 4 teams in the All Star category, and if declining enrollments continue Evanston will not be able to skate in competition. Joining forces with Wilmette would insure participation. He also noted the second problem being faced by the EYHA was a deficit over the last few years. He said the reserve that had been set aside was now depleted. Approaching Wilmette would give the Association a larger pirental base, as well, Mr. Moran added, which would be good for participation purposes. Mr. Moran reported Evanston and Wilmette have engaged in numerous dis- cussions. There is a high emphasis on retaining the good spirit in the Evanston Association, as well as being open to all, retaining the scholarship programs, etc. He expected to know within two weeks if the merger would occur. Mr. Moran also reported that the agreement with Wilmette would insure that the house leagues and development of tnese leagues would continue, and felt the level of parity between Centennial and Crown would be maintained, with a possible increase of ice time at Robert Crown Center Mr. Krasnow felt Mr. Moran's report was a courtesy report, and Mr. Williams noted that we subsidize the program. Mr. Wirth agreed that the Association is an autonomous organization, but noted historic3l-ly the Board has been interested in and has been kept knowledgeable about the Association. Mr. Wirth also spoke of the need for a healthy hockey program at the Robert Crown Center, because continued operations and financial stability of EYHA is a key to the rink's overall success. Mr. Schoenwetter, President of the Evanston Hockey Assoc4at4,on, excana- ed on the above by noting Evanston would not be absoroeo by 'Wilmette: we would continue the high school program and help nurture the 'douse League. If nothing is changed, he said, the Association will fold, to the detriment of the kids, the Board and Robert Crown Center. Mr. Moran noted that part of Wilmette's motivation is to obtain more ice time (i.e. at Crown Center) for its program. Mrs. DeStefano observed that Steve Whittier's capabilities were very impressive. To Mr. Williams' question, it was noted there are 52 participants in the All Stars, 34 in the high school program, and 30-•35 in House League in Evanston (with over 70 in the spring). The fees are $400/year for All Stars above Mite level; $325 for Mites, $550 for high school fees. This amounts to half the skating costs, with several fundrais- ing events La 11,1ke UJJ the other half. Mrs. DeStefano rioted these fees were the lowest on the North Shore. -3- Mr. Moran noted the principle is to be as inclusive as possible, not exclusive, of kids wanting to attain All Star rank. Mrs. DeStefano asked if a Robert Crown Advisory Board member could sit on the Hockey Association's Board meeting ex-officio. Mr. Moran said this suggestion had been discussed without disagreement, and stated Tuesday, March 25 was the date of the large Board meeting. Discussion on the Advisory Board concept ensued. ROBERT CROWN CENTER Margaret Hallen reported Mrs. Olive Matthews and Jackie Goldberg are ADVISORY REPORT two new Boa-d members. She also discussed a complaint received from three Evanston residents regarding practice ice sign up opportunities at Crown. The residents felt Evanston people should have first choice about ice times, an,i not be in competition with non-residents. It had been suggested that .sidents have the first day to enroll so that premium time would not , already taken up by non-residents. Ms. Webb felt the complaint was a lej."imate one, since residents pay taxes to support the program while ir!a-residents do not. Ms. Hallen noted the reason why we fill prograr.r; might be due to the policy of equal access to all, and was concerned that programs might not fill if the policy changes. Discussion on ice time ensued. Ms. Shulse said that 56 percent of the skating school were non-residents and noted staff concern that any change in policy might send a message to non-residents that we no longer subscribe to the philosophy of welcoming non-residents. This could effect the self-sustaining operat- ing budget achieved in recent years at the rink. Ms. Hallen noted that when the Ice Center opened, residents paid a lower rate. Discussion. Mrs. Baugher suggested trying a system where residents have some advan- tage for only one of the four sessions each year, to see how such a change would impact on enrollment. She also noted that 7 to 9 a.m. on Saturdays is the time when practice ice is still available. Mr. Krasnow said it is Board policy to maintain the revenues we project and to balance the budget. He asked how much revenue per person might be lost if we change. Noting that there are not enough Evanston residents to support the program, he suggested changing the cost of ice time for prime time periods. Ms. Hallen theorized that if a preference is given Evanston residents, it is possible residents who skate els& here may come back to the Crowr Center. Noting this was a complex issue, Ms. Hallen said the Advisory Board had no recommendation for the Recreation Board, though most members were against giving preferential treatment to residents. After more discussion, Ms. Shulse said staff will put together more information by the April 17 Board meeting. It was noted that the Advisory Board had received only three complaints out of over 60 people in the program. SUPERINTENDENT'S Ms. Shulse reported that there are two Recreation Leader openings, one REPORT at Crown and one at Chandler, the latter because of Kevin WalIin's pro- motion this week. Clerk II interviews for the Business Office position will be held next week, she continued. Ms. Shulse reported that the two new supervisory middle management positions have been filled; Teri Yerly is Supervisor of Arts and Special Services, and Gary Silkaitis is Supervisor of Sports and Fitness. Ms. Shulse reported on C.D. projects at Fleetwood-Jourdain. She said the air conditioning is almost complete, and hopefully will be function- ing before the next production in late April. Money probably would be available for aisle lighting and a ramp for safety purposes (approx. $5,000). In the Fleetwood-Jourdain Center, $7,000 is available for r.er'�irt !)uildirio modificatinr.7, nrim3rily nnergv related. -4- Mr. Wirth estimated that $30,000 would be used to repair the gable portion of the roof above the gym and some areas that are leaking. He noted money was allocated to re -do the parking area in front of the building as well as some landscaping work. SAILBOARD STORAGE Mr. Wirth reported approval is being sought from the Human Services Committee for the proposal studied by the Recreation Board that sail- board storage racks be built at Greenwood Beach. He asked a Board member to attend the March 24 Human Services meeting to advocate the proposed plan. Responses to a poll indicate that 31 people would be interested in participating, Mr. Wirth continued, and he recommended that 30 would be a good pilot number to start with. Mr. Wirth also recommended that Mr. Williams, staff from Building Maintenance and Mr. Wirth form a committee to decide on placement and type of racks. This issue, he said, had to be looked at in the face of loss of racks because of erosion at Greenwood Beach. He recommended a $50 fee to use the racks. Betty Utterbach of the Sailing Club asked where the racks may be con- structed. Mr. Wirth noted three options were available. Ms. Utterbach felt there was insufficient storage for sailboats this year. Mr. Wirth noted that some non-residents were able to get boat racks this year. Discussion followed, with Mr. Wirth stating that because of erosion problems, a decision on location will be made later this spring. Ms. Utterbach asked to be on the Committee being formed. Mrs. DeStefano noted racks would reduce car traffic in the area. Mr. Krasnow asked if the 31 people who expressed interest would be willing to pay the costs. Mr. Wirth noted they were willing to do so. Mr. Williams agreed to attend the Human Services Committee meeting 3/24. SCOOTERS TO GO, INC. Mr. Lash referred the Board to a request in their packets from Scooters to Go for approval to operate a motor scooter rental business at the lakefront. He introduced David Week and Karl Remien of that organization, who noted 10 percent of the net profits would go to the Department. Mr. Krasnow noted the growing concern that the lakefront was already too crowded. Mr. Week also mentioned the possibility of renting bicycles. Ms. Shulse noted the Department had never solicited bicycle shops to rent bikes at the lakefront. In answer to Mr. Williams, Mr. Week said 15 scooters and 15 bicycles were being proposed for rental. Discussion followed. Mr. Krasnow moved not to approve the request from Scooters to Go. Mr. Williams seconded. Motion passed. MLL RECOMMENDATIONS-- Ms. Shulse noted two recommendations had been implemented: creating NEEDS ASSESSMENT the Supervisor of Arts and Special Services and Supervisor of Sports ACTION PLAN and Fitness positions, and changing the Department's brochure to a non -newsprint magazine. Concerning the recommendation to make employee evaluations more specific, Ms. Shulse reported that this recommendation would be tried over the next six months, as supervisory personnel are evaluated with professional employee forms. She felt that behaviorally anchored criteria is very time consuming to develop, and was hesitant to take staff time from program development. Ms. Shulse outlined how employee goals and objectives are being developed and said she will update the board next year as to the forms which will be used. Mr. Williams noted MLL recommended a total of 11 forms be filled out per employee. Ms. Shulse felt the forms used now were adequate, al- though the present evaluations put the same weight on major task duties as they did on minor task duties. - 5- The second recommendation, the adoption of a comprehensive program of training and development, Ms. Shulse felt was important, but noted it was unfortunate that the Department had only about $100 per employee for such training. A request was being written to the ESA Board to assist in staff training. Discussion on the amount the Board approved in the budget for training ensued. Ms. Shulse clarified that the Department budget was reduced to about $100 per person. In-service training was a way for staff to obtain training, Ms. Shulse noted, but MLL had specifically recommended a more sophisticated approach to training with much staff time required to assess skill levels of each employee. It was felt such an approach could be done on a limited basis. Ms. Shulse asked the Board to be aware of these two issues. STUDY DOCKET- Ms. Shulse informed the Board that Mr. Hecky Powell, Evanston Neighbors NUTRITION PROGRAM at Work, would be requesting time to address the Board concerning last month's discussion. As soon as Mr. Powell is available, the issue will be placed on the agenda. RECREATION BOARD Mr. Williams and Ms. Webb felt a retreat would be beneficial t❑ the RETREAT Board; Mr. Krasnow had possible reservations concerning a full week- end retreat. Ms. Webb felt that, as a new member, she would benefit from the opportunity to go over procedures that are not specifically addressed at Board meetings. Mr. Williams noted all five Board mem- bers were required for the retreat to be effective. It was decided that Saturday, May 10 was a possible date for all. 14s. Shulse offered to contact retreat leaders, reserve a place, etc. The Board will decide the issues to be covered, it was agreed. Mrs. DeStefano offered her home or north East Park. Mr. Wirth suggested the Arts Center. INTER -AGENCY The final draft of the letter to Board presidents was felt to be COOPERATIVE PLANNING very good. Discussion of the importance of inter -agency cooperative planning followed. A tentative date of a Tuesday in May was suggested. Attendance by Ms. Swan, Mr. _Wirth, and Ms. Shulse was suggested, as well as Mr. Silkaitis and Ms. Yerly, and perhaps the Center directors. COMMENTS FROM BOARD Ms. Webb felt the new magazine was very nice in format and style, MEMBERS but pointed out that not one picture in the magazine showed Fleetwood- Jourdain and its participants. She hoped this omission would not occur again, and, although Black people were shown at other Centers, felt that all Centers should be represented. Ms. Shulse agreed, noting that while trying to build our photo catalogs, attention was paid to balancing the photos by age, race, etc., though not specifically by Center. Ms. Webb felt not only racial balance, but facility balance should be strived for. Mr. Williams noted that when the Board voted to freeze the non-resident non -note holder power boat fees at $200 for two years, the freeze would not allow lowering the fee, either. He also noted that, at the request of an Alderman, the Board issued a statement that no park lands should be sold or taken away from the City of Evanston, but that at no time during last Monday night's Council meeting did the Board's resolution become a matter of record. Finally, he congratulated Ms. Harris on her fine piano playing at the Junior Auxilliary of the Women's Club. ft -6- M arris s ated she was pleased with the new magazine, and said s�e Pad hear good comments from the Evanston community on the rising star logo. Mr. Krasnow spoke concerning the letter from the Nichols PTA President, and felt a response needed to be sent, although not in the same tone as the PTA President's letter, to explain the Board's position. Ms. Shulse asked if a response should be drafted for Mrs. DeStefano's review and signature and received an affirmative reply. Mr. Krasnow suggested outlining the Human Services Committee's decision, which was not the same as the Recreation Board's. Discussion on the background of the issue followed. Ms. Shulse noted the lengthy letter of explanation Mr. Wirth sent Dr. Campbell, which was copied to the Human Services Committee. Discussion of the Nichols program followed. Mrs. DeStefano said she attended the Conference on the Great Lakes, which she found very interesting, and said she has checked the beaches, and notes we are in danger of losing Lee Street Beach and called for a major decision to be made. She reported that Alderman Collens and Ms. Shulse also attended, and though there are no answers, people are trying very hard to come up with solutions. She noted the high school auction coming up this weekend. EXECUTIVE SESSION Mr. Williams moved to adjourn to Executive Session to discuss personnel matters at 9:43 p.m. The motion passed. ADJOURNMENT Executive Session was adjourned at 10:30 p.m. The Board Meeting was reconvened at 10:31 and adjourned at 10:32 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be on Thursday, April 17, 1986 at the Evanston Civic Center, 2100 Ridge Avenue, Room 2404 at 7:30 p.m. EVANSTON RECREATION BOARD MEETING MINUTES April 17, 1986 Mrs. DeStefano called the meeting to order at 7:38 p.m. The meeting was held at the Evanston Civic Center, 2100 Ridge Avenue, Evanston, Illinois BOARD MEMBERS PRESENT: Mrs. Judith DeStefano, President Ms. Julie Barris, First Vice President Mr. David Williams, Second Vice President Ms. Janet Webb, Secretary BOARD MEMBERS ABSENT: Mr. Henry Krasnow, Treasurer STAFF MEMBERS PRESENT: Mr. Donald J. Wirth, Director, Parks, Recreation and Forestry Ms. Jean Ann Shulse, Superintendent of Recreation Mr. Martin lash, Business Manager Ms. Teri Yerly, Supervisor of Arts b Special Services Ms. Mamie Smith, Director, Fleetwood-Jourdain Center Ms. Diane Mathis, Director, Robert Crown Complex Ms. Shellea Swan, Public Information Specialist Ms. Nancee Miller, Special Recreation Program Supervisor Ms. Darlene Nilges, Executive Secretary OTHERS PRESENT: Pamela Frazier, Margaret Hallen, Mary Wood, Chuck Cohn, Debbie Kaufman Adam Rogoff APPROVAL OF MINUTES Mr. Williams moved and Ms. Harris seconded the motion that the Minutes of the previous meeting, March 20, 1986, be approved as submitted. The motion passed unanimously. ROBERT CROWN ADVISORY Ms. Hallen reported that the Board is organizing a volunteer recognizi BOARD REPORT dinner for all Robert Crown volunteers, to be held June 1. She also informed the Recreation Board that a new display board will be set up centrally in the Center to recognize achievements of individuals or groups at Robert Crown, including hockey members. People to be honore will be from both the Community Center and the Ice Rink, she stated, and a committee is being set up to oversee this new display. TREASURER'S REPORT In the absence of Mr. Krasnow, Mr. Williams gave the Treasurer's Repor Disbursements as of March 31, 1986 totaled $210,551.80. Mr. Williams moved adoption of the Report. Ms. Webb seconded. Motion passed. -2- BUSINESS MANAGER'S Mrs. DeStefano requested that the Business Manager's Report be read REPORT aloud for the benefit of the audience. Mr. Lash read the report, which showed revenues for the fiscal year, through March 31, 1986, total $215,913, or 13.3% of the annual budget. Expenditures for the same period total $207,959, or 7.2% of the annual budget. Mr. Williams asked why revenues are up almost 50% over the same period last year. Mr. Lash explained that this report reflects the first month of the new fiscal year. He explained that he did not indicate those program elements not within budget revenue and expense goals because the figure;. are not meaningful until the first three-month period. He noted also that figures for ad sales for the magazine are new for this year, and would skew the revenue comparison over last year. Mr. Williams said the Board would closely monitor the revenues this fiscal year. SUMMER CONTRACT Mr. Lash presented three contracts for the Board's approval. Fountain APPROVAL Fair Concessions, who acted as the lakefront concessionaire last year, was considered by the Board for this year as well; Above Board, last year's vendor for boardsailing instruction was considered; and Robinson Bus Co., the Potawatomi and Robert Crown Camp bus service last year, was considered. Discussion ensued. It was noted Robinson Bus Co. is a minority set -aside contract. Discussion of the service provided by Above Board, plus regulation of the number of board sailors in the water at one time, followed. Mr. Williams asked last year's revenue figures for the concessionaire and boardsailing instruction. Mr. Lash estimated the figure at approximately $8,000, and will provide exact figures in a memorandum to the Board. Ms. Webb moved to approve the contracts with Fountain Fair Concessions, Above Board and Robinson Bus Co. Ms. Harris seconded the motion. Motion passed. SOFTBALL PURCHASE The Recreation Board considered approval of the softball purchase from Ned Singer Sports for summer baseball leagues. It was noted that Ned Singer Sports was the lowest bid. Mr. Williams moved approval of the softball purchase for $5,200 from Ned Singer. Ms. Webb seconded. Motion passed. COMMUNICATIONS UPDATE Ms. Swan reported that the second issue of arts & Recreation magazine will go to the printer next week. It will contain $1500 worth of additional advertising than the first issue, she stated. Ms. Swan outlined a preliminary plan for PTA Presidents, the Recreation Board and Department to meet this fail, with a questionnaire being prepared for May mailing to identify and prioritize possible gaps in our pro- grams. Discussion with Mrs. Perrone on the combined meeting followed. The spring ice show promotion and Crown brochure are being worked on at this time, Ms. Swan stated. Mr. Cohn asked if the Department noticed a difference in participation levels in programs since the magazine was introduced. Ms. Shulse answered that it was still too early to tell definitively, but that overall response had been positive. Ms. Perrone noted that six PTA presidents did not receive the magazine in the general mailing. Ms. Swan explained that she and Mr. Zendell were scheduled to meet next week with Earn & Learn to discuss possible problems in the distribution process. Mr. Williams suggested doublechecking Earn & Learn's distrib- ution and said he had heard nothing but favorable comments about the magazine and complimented Ms. Swan on her efforts. -3- NEIGHBORS AT WORK -- Mrs. DeStefano asked if representatives from Neighbors at Work were in USE OF FLEETWOOD- attendance. No one responded. Ms. Shulse noted the group had been JOURDAIN SPACE notified that they would be placed on tonight's Agenda. Mrs. DeStefano said the Board would move to the next item, but discuss this item if representatives appeared later this evening. SUPERINTENDENT'S Nancee Miller, Special Recreation Program Supervisor, was introduced REPORT by Ms. Shulse. A slide presentation was shown to the Board concerning the extensive swimming program in Special Recreation. After the presentation, discussion ensued about the program. Ms. Shulse updated the Board on the CDBG projects at Fleetwood-Jourdain. Commonwealth Edison should install electricity for the air conditioning this week, she said, and then freon and testing of the unit could be accomplished (with an extended period of 800 of outside temperature required to do so). Estimates of the aisle lighting are also due shortly for the Theatre, with the Purchasing Department working with Recreation to generate same. At Fleetwood-Jourdain, Ms. Shulse noted it was being attempted to fit most of the approved capital projects into the $7,050 allocation re- maining. She reported on the motorized and non -motorized dampers, and said Ms. Yerly had met with Max Rubin, Director of Building Maintenance. to see if that Department could work on dampers and the east hallway, which would be a cost savings. Also, if that Department can assist by replacing faucets in sinks in the Center's bathrooms, another cost savings would result. Auditorium ceiling fans are being explored to be adapted to reverse usage in the winter, to pull warm air down. The Theatre aisle lights will be expensive, Ms. Shulse noted, which will reduce the allocated, available CD money for some other identified projects in the Theatre. Mrs. DeStefano and Ms. Mamie Smith, Director of Fleetwood-Jourdain, discussed staffing and the exercise program. Mrs. DeStefano suggested not requiring an eight -session commitment for exercise, and Ms. Smith noted a one -day session can be purchased for $2.00, or free passes could also be obtained to try out the program. Trio Body Gallery could open as early as 6:00 a.m., she said, if there was participant need for that. It was noted a summer tennis program will be offered. Mrs. DeStefano said the Center looked fantastic and felt Ms. Smith was doing a very good job. Ms. Shulse reported that Diane Mathis will be leaving for Springfield, where her husband has accepted a job, on May 2. Work plans are being set up at this time. Ms. Shulse said that Sandra Cole, Recreation Leader II, will be Interim Manager of Robert Crown, with hiring possibly in early June for Diane's replacement. Ms. Shulse also reported that a new Clerk II, Vera Johnson, has been hired at the Registration Desk, and a temporary accountant has also been put in place. Recreation Leaders at Crown and Chandler may be hired by next month's meeting. The accountant position will be advertised if no one on the eligibility list generated last year is interested in the position. Ms. Shulse reported on the changes in office space which will be effected to create an additional office for the Supervisor of Arts and Special Programs. Many options were explored, she stated. By adding_ only one wall, a new small room for the computer was added and some staff were relocated, this option being the least expensive anti dis- ruptive. -4- Mrs. DeStefano noted that, while Ms. Mathis had to move to Springfield, it was a great loss to the Department, though she felt it was wonder- ful for Ms. Mathis. COMPUTER SYSTEM UPDATE Ms. Shulse reported that Mr. Wirth, Mr. Lash, Ms. Booth and she had met, and the consensus was that a new, upgraded system is needed. Mr. Lash is researching programs and packages that will best fit our needs, and then hardware itself will be researched. Mr. Williams expressed disappointment that, although money was budgeted, and the need had been identified for two years, it is only now that a new system will be put in place. Ms. Shulse promised that research into the new system will proceed as quickly as possible, taking into consideration staff's other duties and the budget. Mr. Williams suggested using an outside consultant. Ms. Shulse explained there are other major demands that the Department must address at this time. She felt the new system would be on-line by next winter. Discussion on the need for proper financial information by the Board ensued. Mr. Wirth noted that we can generate that information utilizing our present system plus staff time, and stated that the general issues are the fact that the computer system is tied into the City's priorities and needs, and that the con- cern was to choose a system that would meet our needs, be cost- effective, compatible with the City mainframe, etc. He noted that a completely new system has been explored as being less expensive than adapting the existing system. He felt it takes time to do it right. Discussion on timeframes ensued. Mr. Williams noted Management Learn- ing Laboratories recommended the Department have detailed information on allocated program costs. Mr. Wirth noted labor costs can be extrapolated manually from data generated by Parks Dept. labor distri- bution, but that the new computer would be able to do this more quickly DIRECTOR'S REPORT Mr. Wirth said that dredging at the power boat ramp was expected to begin next week, contingent on weather conditions. Quotations are being sought for board sailing storage racks, and will be brought before the Human Services Committee, Mr. Wirth stated. He reported on three Parks Dept. items that are recreational: the Mason Park basketball court resurfacing, construction of a basketball court at James Park, and the Burnham Shores tennis court resurfacing. Mr. Wirth said that we were extremely fortunate that no major spring storms occurred to cause severe erosion, though this is still a concern He told the Board that they would be kept updated on capital projects concerning two lakefront buildings. Requests for proposals from archi- tects are being sought now for the rehab work, he stated. Mrs. DeStefano commented that Bill DiCanio and she had attended a conference featuring Gov. Thompson on liability insurance which was interesting. Mr. Wirth noted the City, if sued, would be required to sell bonds to cover any liability, and that there was more and more concern with high risk recreation programs. The City is extremely sensitive about safety to reduce risk, but Mr. Wirth noted there was always the risk of serious claims in spite of that sensitivity. Mrs. DeStefano noted the Wilmette Director had many interesting comments about the issue, and told of her discussion with Mr. DiCanio concerning_ other recreational activities in the parks. Mr. Williams noted that by July there could be an 8 inch increase in the water level at Greenwood Beach. Discussion of the Burnham Shores resurfacing ensued with Ms. Harris. -5- LAKEFRONT RULES-- Ms. Shulse noted staff recommended the Recreation Board approve the SAILBOARD PERMITS ability for the staff to administratively and incrementally increase the number of season sailboard permits sold to residents from 85 to 100. She noted that small incremental increases might be made, depend- ing on the status of Greenwood Beach. Discussion ensued. Mr. Williams moved to accept the suggestion to increase from 85 to 100 the number of sailboard permits sold to residents. Ms. Webb seconded. Voting in favor were Mrs. DeStefano and Mr. Williams. Opposed were Ms. Webb and Ms. Harris. Motion failed, with Ms. Harris commenting that such a move might cause future problems. Ms. Shulse noted that the request was simply an administrative one, to be acted upon, with the potential of additional beach space, when the need might arise in futur years. ROBERT CROWN CENTER The Board studied a summary of resident and non-resident participation PRACTICE ICE POLICY in Robert Crown's practice ice program, ice skating instructional program, and ice skating school revenues. Based on conservative estimates by staff of the impact of not allowing non-residents to register at the same time residents register, it was felt that the loss of revenues generated by non-residents would increase the tax subsidy allotted for the Ice Center, costing Evanston residents more. Staff recommended therefore to continue accepting registrations on a first come, first served basis. Ms. Webb moved and Mr. Williams seconded the motion to accept the staff recommendation on registration. Motion passed. NEEDS ASSESSMENT Ms. Shulse noted Management Learning Laboratories listed fourcriteria REPORT: for the elimination of programs at budget deliberations. She suggestea CRITERIA FOR £LIMINA- discussing ways to make the criteria more specific. The four are: TION OF PROGRAMS if the program is no longer consistent with the Department's mission; if the Oept. can no longer afford the program's operation; if the program's Strategic Evaluation demonstrates the program isn't perform- ing consistently with other operations; and if, in staff's judgement, resources used for the program could be put to better use in another program. Ms. Shulse answered a question by stating that supervisors, advisory boards, the Recreation Board, Mr. Wirth, special interest groups and Ms. Shulse all are involved in strategic evaluations at the present time. She noted that without a full-time staff analyst, Strategic Evaluations as outlined by MLL would need to be modified. She also stated that the fourth suggestion, utilizing staff judgement as to better use of resources, is presently done. She suggested the first two suggestions might be made more specific through the Board's deliberations. Ms. Shulse offered to develop for the Board a survey within the next month or so to tentatively work on formulating more specific criteria in a formalized way, for program eliminations. Mr. Williams agreed such a formulation would be important, and Ms. Harris suggested discussing this issue at the May retreat. Mr. Williams noted the issue requires in-depth study. Ms. Webb agreed with Ms. Harris. NEEDS ASSESSMENT: Ms. Shulse noted that adjusting time periods on the recommendations of SHIFT TIME PERIODS, high-school age participants does not always insure success of the NIGH SCHOOL AGE adjusted programs, and explained that any changes displace other pro - ACTIVITIES grams. Discussion on the concept and possible displaced programs followed. It was suggested that the question be placed on the Agenda for the Cooperative Comprehensive Planning meeting. It was noted that utilizing space at the high school may be integral to accomplishing such time shifts. Mrs. DeStefano agreed to place issue on the meeting', Agenda. SPORTS LEAGUES FOR Ms. Shulse reported a task force has met for three months for better HIGH SCHOOL AGE utilization of space and time. The issue will be included in budget deliberations this summer. Mrs. DeStefano asked for an update on the 3-on-3 leagues, to which Ms. Shulse said that staff has been working on the project. Mrs. DeStefano noted the leagues were to be coordina- ted with the Fourth of July celebrations when first discussed by the Board. Ms. Yerly stated that staff were already committed to their Fourth of July duties, and from the standpoint of available time, it made more sense to accomplish the league after the Fourth. Ms. Shulse felt there would be better participation after the Fourth as well, but agreed that Mrs. DeStefano's points on a family -oriented Fourth in Evanston were excellent. She reiterated, however, that with staff commitments leagues on the Fourth could not be accomplished. Mrs. DeStefano suggested postponement until next year. Ms. Shulse noted that, in view of a shortage of two recreation leaders in the Department. the suggestion might be the best one. Mrs. DeStefano expressed dis- appointment, but did not want the 3-on-3 leagues to fail or be done half way. Ms. Webb moved and Mr. Williams seconded to hold of the 3- on-3 leagues until next year, to be held on July 2 and 3, with the culminating play on the Fourth, the winner participating in the parade. Motion passed. LAKEFRONT CONCERT Ms. Shulse noted a Lakefront Concert Series was a favorite with the SERIES Evanstonians responding to the Needs Assessment survey. Funding would come from contributions from American Hospital Supply, savings in certain personnel, and the Musicians Trust Fund. Mrs. DeStefano though, the program was really exciting, featuring the Evanston String Quartet, Friedlander and Hall, Buck's Stove 8 Range Co., Samhradh Music, Asbury Brass Quintet, and the Chicagoland Jazz All -Stars. The series will be in Dawes Park, 7:00-8:30 p.m. July 8 - August 12. Mrs. DeStefano complimented Ms. Yerly on the Series. NEIGHBORS AT WORK At this point, Mrs. DeStefano asked if representatives from Neighbors at Work were present. She was sorry no one was attending, she stated. Mr. Williams felt they had an obligation to come if they are requesting use of our facilities. It was agreed to place the item on next month's Agenda. Ms. Webb suggested that billing the organization should com- mence if there are no representatives at May's meeting. STUDY DOCKET Mr. Williams and Mrs. DeStefano recommended leaving this item on the CHANDLER CENTER Study Docket, and options were discussed. The next report will be in EXPANSION October, allowing time to generate more information. Advisory Board participation was felt by Mrs. DeStefano to be very important, as was participation by other Advisory Boards of the other Centers. STUDY DOCKET It was noted that a memo from Mr. Wirth emphasized Legal Counsel's main MONTHLY TREASURER'S points: The Recreation Board is to direct expenditures and "has the REPORT authority and responsibility to review and approve all expenditures", and the review and approval should be done "prior to submission and authorization of payment by the City Council." Mrs. DeStefano and Ms. Webb agreed to alternate weekly review of the expenditures if work commitments made it impossible for Mr. Krasnow to do so. The procedure will be: Treasurer should review; if unavailable, the Board President will do so; if unavailable, the Board Secretary will do so. It was agreed that the Board is being asked to look through each voucher and question the Business Manager to thoroughly understand and review all expenditures. The cover sheet would go to Finance by noon on Tuesday. EVANSTON RECREATION BOARD MEETING MINUTES May 15, 1986 Mrs. DeStefano called the meeting to order at 7:38 p.m. The meeting was held at the Robert Crown Center, 1701 Main Street, Evanston, Illinois. BOARD MEMBERS PRESENT: Mrs. Judith DeStefano, President Mr. Henry Krasnow, Treasurer Ms. Julie Harris, First Vice President Mr. David Williams, Second Vice President Ms. Janet Webb, Secretary STAFF MEMBERS PRESENT: Mr. Donald J. Wirth, Director, Parks, Recreation and Forestry Ms. Jean Ann Shulse, Superintendent of Recreation Ms. Shellea Swan, Public Information Specialist Ms. Mamie Smith, Director, Fleetwood Jourdain Center Ms. Athena Ames, Director, Levy Center Hs. Teresa Yerly, Supervisor of Arts & Special Services Mr. Gary Silkaitis, Supervisor of Sports and Fitness OTHERS PRESENT: Florence Sieber, Noreen Perrone, Elizabeth Tindahl, Mary Wood, Ann deBrauw, Margaret Hallen, Leila Raab, George and Faith Block, Gail Curry, Lyn Wildes, Bob Dawkins, Georgette LePage, Laura Guilfoyle, Jeanne M. Fox, Nancy Burhop, Olive Matthews, Janice Blackburn, Pam Frazier, Bob Seidenberg. APPROVAL OF MINUTES Mr. Williams moved and Ms. Harris seconded the motion that the Minutes of the previous meeting, April 17, 1986, be approved as read. The motion passed. COMMENTS FROM A letter was given to the Board which outlined a request from the OBSERVERS Figure Skater's Booster Club to sell T-shirts during the spring show at the Robert Crown Center. The request had been denied, and a citi- zen wished to learn why. To Mrs. DeStefano's question, the resident explained that the issue was not brought before the Crown Advisory Board because the meeting was held at the beginning of the month, before the request was prepared. The Board read the request and the letter responding to it. Ms. Shulse said a meeting was held with two members of the Figure Skating Club explaining the rationale of the decision, based on an administrative decision formulated previously when similar requests to sell at ice shows were made. Mr. Williams asked if T-shirts had been sold at Crown before. Mrs. Block stated that they had for the Nutcracker, but had no information on revenues or cost of the shirts. Discussion ensued. Mrs. DeStefano said the Recreation Board would discuss the issue of such sales and take it under advisement. It was noted the Figure -2- Skater's Club would use any profits for scholarships, ice time subsi- dies, etc. Mr. Williams suggested checking the contract with the Pro Shop concerning exclusive sale rights, etc. LEVY CENTER ADVISORY Mrs. Weber gave the report for the Levy Center, inviting all to attend. COMMITTEE REPORT She said there have been many art exhibits --eight members of Levy art classes exhibited and two won prizes. The Levy Senior Center Advisory Committee is working on the library and also plan to update the P.A. system in the auditorium. Volunteer service hours for April alone totalled 13,126, she said. Mrs. DeStefano recommended members of the Levy Center visit the newly dedicated Marjorie Carlson greenhouse. Mrs. Weber stated that more volunteers are being sought to sell more ads in the newsletter. It was noted Steve Frazier would perform at the May Gala. Mr. Williams said that each of the many times he visits the Levy Center he finds himself amazed by the number of people who use the Center and the volunteers, and asked Mrs. Weber to convey the Board's thanks to members and volunteers. ROBERT CROWN CENTER Margaret Hallen gave the report. She noted that the Board, made up ADVISORY BOARD REPORT of many different factions, was working well together. She mentioned the show at Crown this weekend and the volunteer recognition being held June 1. At this point fds. Webb arrived. TREASURER'S REPORT Mr. Krasnow invited the Board to read the Treasurer's Report, which showed total disbursements as of April 30, 1986 to be $169,071.41. Ms. Webb moved to approve the Treasurer's Report, Mrs. DeStefano seconded, and the motion passed unanimously. COt4MUNICATIONS UPDATE Ms. Swan reported that the June/July issue of ARTS AND RECREATION is being delivered this week. Staff is working with Earn and Learn to insure there are no delivery problems, and the Department's clerical staff has a map to show what day each section of Evanston should receive the magazine. The clerks also will log any phone calls from those not receiving the magazine. Distribution will be done by Sunday. Staff is already working on the thirJ issue of ARTS AND RECREATION. BUSINESS MANAGER'S Ms. Shulse gave the Business Manager's Report. Discussion concerning REPORT the need to enter the Report into the Minutes by a reading now, or by appending the Report to the Minutes followed. Ms. Shulse read the Report, which showed revenues for the fiscal year, through April 30, 1986 total $321,358, or 19.80 of the annual budget. Expenditures for the same period total $404,888, or 14% of the annual budget. COMPUTER UPDATE Ms. Shulse reported that the Business Manager, Mr. Wirth, several othe, and herself visited the Wilmette Park District for a presentation on their computer system. Similar presentations are being scheduled for Elmhurst and Arlington Heights. Also met with were two software representatives, she continued, stating progress is proceeding quickly. Mr. Williams stated that two years ago $15,000 had been set aside by the Recreation Board for upgrading the Department's computer. which was unable to process the amount of information necessary for the Department's functioning. -a - Mr. Williams felt any delay would have a deleterious effect on the Board's decision -making ability and the Department. He outlined how important proper supporting information is to Department employees to conduct and schedule classes advantageously. Mr. Williams then moved to request the City Manager's office to hire a qualified outside consultant to update the Department's computer system as early as possible. He further stipulated that the consulting firm should not be charged against the Department's budget. Ms. Webb seconded the motion and discussion ensued. Ms. Shulse outlined the history of the Department's computer upgrade, noting that the original $15,000 was a stopgap measure to serve the Department for approximately two years by adding some software and switching the function of the word processor and the present computer, to take advantage of the word processor's superior storage capacity. It was anticipated that after that time the Department would be inte- grated into the Wang system of the City. The Finance Department had communicated that we need a new system, and the Department would be assisted financially if the cost of such a system is more than $15,000. The Recreation Department is currently researching software packages. Discussion ensued, with Mr. Krasnow outlining the points r,ade above and stating there was no need for the motion made by Mr. Williams. Mr. Williams stated his concern was with the 18 month wait for implementa- tion. It was explained that the transition in systems could not be done during summer months due to high volume of transactions. Mr. Williams noted the scheduled budget dates and the Board's diffi- culty in making decisions without the proper tools. 1•1s. `pulse agreed that an outside consultant perhaps could move more quickly; however, the Cit�r usually does not hire outside when qualified staff exist in- ternally. She suggested the option of the Recreation Board requesting by letter to the City !Manager that a consultant be considered. Ms. Shulse also noted that the information needed on the upgrade could be obtained now, by staff, though it takes staff time from the word: plan in order to generate the research. She agreed that an upgrade for mailing lists would help increase particiration. A vote on Mr. William's motion was taken. Voting for: Mr. Williams. Voting against: Mr. Krasnow, Mrs. DeStefano, Ms. Harris. Abstaining: Ms. Webb. A motion was made to send the City Manager a letter, as'King for a re- sponse within a reasonable time, concerning the fesihility of hiring an outside consultant. Ms. Harris seconded. The motion sassed with Mr. Williams voting no. NEIGHBORS AT WORK Ms. Shulse relayed to the Board Mr. Powell's communications regarding the Board's previous proposals. He stated he will write Neighbors at Work's Nutrition Program's grant application to include the $275.00 per month fee requested by the Board for using the space at Fleetwood Jourdain. He also stated that the $100.00 per month fee in effect now until October, when the new grant money would be received, was not acceptable and he requested a waivor of that$100.00 per month fee. Ms. Webb stated that the $100.00 fee should remain, tJ_,ei on the ]arge number of hours that N.A.W. uses the space. It was reiterated that Mr. -4- Powell should send the Board a copy of the grant proposal. She strongly recommended Mr. Powell be billed for the summer at $100 per month, based on the use of custodial staff, lighting, facility space, water, etc. Ms. Harris agreed. Mr. Krasnow said the Board had made its decision. Ms. Webb suggested sending a copy of the bill to head- quarters in Chicago. It was agreed to mail N.A.W. a bill. At this point, Mrs. DeStefano asked if Item L on the Agenda could be addressed out of sequence. It was agreed to do so. MAINSTREAMING CLIENTS Ms. Jeanne Fox, Exec. Director, 'rental Health, was invited to give a WITH MENTAL ILLNESS presentation. Ms. Fox stated that she and others were here to share an overview of what is needed by clients with mental illness, and it is very important to the Mental Health Board that such people have access to recreation programs in the community. Ms. Fox introduced Laura Guilfoyle, Alliance for the Mentally Ill Director, and Georgette LePage, Director of Access for Sustaining Care at Evanston Hospital. She said a needs assessment her Board commissioned showed that the need for recreational and socialization programs was one of the three top needs in the community. She spoke of the necessity of support groups as mentally ill people moved out into the community. Recreatior programs could be an important part of that support network. Ms. Fox noted a primary aim was to place clients in regular programs, not just special programs for the mentally ill. Sixty people, Ms. Fox said, had been earmarked for a pilot recreation program. Costs would be hard to asses; she continued, since it was no' known what particular activities these 60 would want to do. She noted this group had approximately $25 per month disposable income. Ms. Fox hoped that Special Recreation could be expanded to include some of the scholarship money necessary to put these people in Recreation pro- grams. To Mr. Williams' question, it was noted all 60 people were Evanston residents for a year or more. Ms. Guilfoyle spoke of the 13 people she supervises who live in an apartment complex, but have a neat for recreational services. A goal of her program is to have structurec time for the residents' activities. Ms. Fox noted that other recrea- tion boards have begun integrating mentally ill into programs in the north suburbs. Mr. Krasnow asked Ms. Fox to clarify if she was suggesting special recreational programs be set up, or if she was recommending fee waiver - to mainstream the mentally ill into regular programs. The initial request, Ms. Fox said, was to do something about a fee waiver. She mentioned her group would begin fundraising activities, but was re- questing some fee waiver for the sixty people previously identified. In the future she would like to explore with the Recreation Board expanding the Special Recreation program. Mr. Krasnow asked Ms. Shulse to restate the Department's fee assist- ance policy. Ms. Shulse explained the policy supports 90), 60%, or 30% of the costs of individual programs. She felt most of those peoplt with mental illness being discussed would qualify for the 90N subsidy. There is no fee assistance for teams. Ms. Webb expressed concern that placing a mentally ill person in a sports league, fearing injury to that person and the fact that such leagues expect a certain level of play. She saw few problems with individual activities, but felt team sports would require working out detailed criteria concerning proper supervision, etc. Ms. Fox agreed, saying she was advocating staff -5- training and volunteers, as well as adequate supervision. Mr. Krasnot•, felt citizens have the right to join in what they wish, and felt the issue was one of financing. Ms. Webb felt that if we restricted dis- cussion at this point to individual classes, etc., we would not have to deal with the $300 necessary to subsidize a team. She suggested dividing the issue so that a subsidy of approximately $2.50 for indi- vidual memberships could be addressed. Discussion on the restricted funds available to subsidize classes followed. Mr. Williams said the Board needed to obtain some idea of the cost involved, in view of upcoming budget deliberations. Ms. Fox said $300 would provide 60 people with one opportunity to participate in one structured socialization event. Ms. Shulse offered the option than the Mental Health Board work with the Special Recreation Association to conduct a telephone fundraiser, which she has found to be a success- ful event. Ms. Fox felt it was a great idea, but asked the Recreation Board to join hands with the Mental Health Board and other organiza- tions doing some human services planning. Discussion of future pro- grams ensued. Mr. Krasnow noted that the special request to waive fees troubled him because there were several populations besides the mentally ill who had reduced finances, or needed advocates for their needs. In response to a question, Mr. Krasnow stated that the Dept. has a fee assistance policy, based on level of income, regardless of handicap, and that the policy does not subsidize team fees. Mr. Williams suggested the Mental Health Board and Recreation Board approach the Human Services Committee for their assistance. Ms. Fox agreed. Mr. Williams requested any report or summary on programs im- plemented in the other communities. Ms. Fox said these are successful if the incremental change is done slowly and carefully, with education of staff. Pis. Fox agreed to provide reports. The Recreation Board will discuss the reports in June. PTA COUNCIL STATEMENT Mrs. Perrone noted that she and Mrs. Nevel would no longer be Recrea- TO RECREATION BOARD tion Chairmen for the Council, and introduced Leila Raat, the PTA Council's new Recreation Chairman. Referring to a letter sent the Board by Ms. Curry, President of the PTA Council, Mrs. Perrone stated that due to time constraints she would like to focus on three of the ten issues. Discussion ensued on the Tommy Airth Scholarship Fund. Mr. Williams outlined the history of the fund and stated it is administered by the Evanston Sports Association. He noted the fund ►was set up by Mr. Airt and included donations after his death, to provide college money for people entering the field of Recreation. In recent years, Mr. Williar- continued, no Evanston students could be found to receive the scholar- ship. Mr. Williams offered to bring the PTA's request to award a college scholarship to an Evanston resident before the Board, of which. he is a member. He suggested the PTA also might write a letter to the President of the Evanston Sports Association, Mr. Dan Phillips. Dis- cussion of the $400 figure awarded in the past ensued. Mr. Wirth outlined how the need for students to enter the field of parks and recreation has dwindled recently because of the large number of students electing that major in college. He said that, as a result the ESA Board agreed with the staff recommendation several years ago that the Fund might be put to better use by upgrading existing staff -6- members' skills in the field, than to fund students who, due to sheer numbers, may not be able to find work in parks and recreation. Detail of the training being provided this year were shared by Mr. Wirth, in- cluding a program for hockey coaches. Ms. Shulse noted, in answer to a question, that the Department had been allocated much less money for staff training in this budget. Ms. Perrone noted a serious need for coaches and volunteers, indicatinc a loss in the delivery of services. She felt the Airth fund should be used for the education of young people, and that resources of the high school should be used to locate sty -dents going into the recreation fief On the issue of coaches for school -based teams, the PTA proposed a matching program whereby a school would provide a volunteer at games and practices, and the Recreation Dept. would provide a qualified paid person to coach. To Mr. Williams' question, Ms. Perrone said the number of coaches proposed for the program was not known. Mr. Krasnow wondered if paid coaches were available, if there would be a reduction in the number of volunteer parents. Ms. Perrone explained that a paid +' coach would not be provided unless matched by volunteers. Mrs. DeStefano noted Winnetka has such a program, and that the coaches are paid by each team, which generates the coaches' fee from members' contributions. Mr. Krasnow stated that the Board needed to know how much money was being suggested and asked how many teams were not being fielded because of lack of coaches. He outlined the need to know the cost, the time this will take, the population being served by the proposal. The Board needs to consider these items, as well as whether any programs would have to be cut to budget for such a program. The idea of having more teams, Mr. Krasnow added, was a good one. He suggested a letter to Ms. Shulse noting the teams that could not obtain coaches. Ms. Perrone said that there are 80 teams for nine schools. She sug- gested some credit program be established, perhaps as a work/study type of program for student coaches. Mrs. DeStefano felt the sugges- tion was worth taking to Ms. Stevens. Discussion of issues and options of this suggestion followed. Mrs. Perrone discussed the Middle School Program. The PTA's asked the Board to make funding for middle schools equitable across the city, with each middle school being offered the same opportunities. Mrs. DeStefano noted that consideration of the Middle School Program would be given high priority in the Recreation Board's budget deliberations. Ms. Webb explained that the Recreation Board, when facing necessary budget cuts, had eliminated funding for the Nichols Middle School pro- gram after Dr. Marcy stated, on three separate occasions at Recreation Board meetings and a Human Services Committee meeting, that the Recrea- tion Board could drop the program. Ms. Webb explained that while the Nichols Ad Hoc Committee was deliberating with the Human Services Com- mittee for the initial $33,000 that Dr. Marcy assured the Recreation Board that she would fund the after school Middle School activities from her principal's fund. It was or. Marcy's assurances that helped the Recreation Board reach a final decision to eliminate the funds. Ms. Webb continued that this budget reduction was not malicious and, in fact, was a decision made on the recommendation of Dr. Marcy and much thought and consideration. W Mr. Krasnow said that it was now clear that Nichols Lighted School does not serve the student population. His feeling is that the students there have been slighted in that respect, and as a Nichols parent, he stated his concern. He explained that the City Council approved the Recreation budget, and that the Recreation Board did not have the power to take money from an approved program to fund one not approved. Mrs. DeStefano stated that the Board was in the process of reviewing the Middle School programs and that there will be presentations with the new District #65 Superintendent. She said every effort will be made to accommodate Nichols students as well as all the griddle school population. Mrs. Perrone asked that the Recreation Board continue its commitment and understanding that children are not the best payors for recreational services, and asked that the Board be sensitive to offer- ing services to those who cannot purchase them in the private market. Mrs. DeStefano thanked Mrs. Perrone for her participation and good world Mr. Williams asked, regarding one item in the PTA letter about programs presently bussing children to recreation activities from schools. Ms. Schulse outlined the several programs that provide bussing. Mrs. Perrone noted that was one issue the PTA's were appreciative of, and simply wanted to point out the item is one of interest to the PTA's. Ms. Shulse requested a sursrarization for staff purposes of what the Board is planning to do in terms of the middle school issue. Mrs. DeStefano said the middle school program would be re-evaluated through- out the surrrner, and that all middle schools would be served equally in the fall of 1936. 11r. Williams noted that "the pie will be the same, but the slices would be thinner" to include Nichols. Mrs. Perrone pointed out that a decision would have to be made as to whether the budget would be based on a per child or per school basis, as each schoc had a different enrollment of children. SUPERINTENDENT'S Ms. Shulse reported the accountant position is being advertised. The REPORT Chandler Recreation Leader II position will be offered to the top can- didate tomorrow; the Crown Recreation Leader II position has been filled and the new person began yesterday; the Crown ranace-ent posi- tion has generated 15 applications to date. Mrs. DeStefano asked if the Board could obtain the final three applica- tions for the Robert Crown management position, and it was explained that only those involved in hiring personnel had access to such resumes and applications. DIRECTOR'S REPORT Mr. Wirth updated the Board on the Shared Savings proposal for the Robert Crown Center. It is anticipated that City Council will approve a recommendation to negotiate a contract with a vendor to provide a number of capital improvements to the building that are energy related and to participate in the savings resulting from the improvements. It is anticipated that the project will reduce the amount of energy - related costs to this building, and will therefore reduce that item in the Department's budget. Mr. Wirth reported that plans are going forward for the rehab and upgrading of the two lakefront buildings (Dempster St. and the Lagoon buildings). He asked that one or two Board members t,ecor e involved, with the Preservation Cerrmissior; and Technical Assistance Committee, etc., in the plan development process. Mrs. DeStefano asked to receiv+ !0 copies of the information when ready, which Mr. Wirth agreed to do. Mr. Williams, as Chair of the Subcommittee on Facilities, offered his assistance. Mr. Wirth said that the preparations were almost complete concerning the board sailing racks. He noted that the power boat ramp opened today after pumping approximately 20,000 cu. ft. of sand to Greenwood Beach. Fortunately, he added, no major storms at that Beach means that there was no devastating loss of sand this spring. Mrs. DeStefano noted the beautiful tulips along the beach parks and in other parks. Mr. Mirth explained that several years ago these tulips were planted by a local volunteer. RULES AND REGULATIONS The proposed rules and regulations the Board considered were: Hittin GOVERNING HITTING OF GOLF golf balls in public park areas be prohibited, and Boat launching off BALLS IN PARKS AND BOAT the Church Street Ramp be prohibited when posted officially closed. LAUNCH REGULATIONS WHEN Janet Webb moved and Dave Williams seconded accepting the above POWER BOAT RA14P IS OFFIC- rules and regulations, and the motion passed. To a citizen's questic IALLY CLOSED Mr. Krasnow explained that the Recreation Board is empowered to promulgate rules and regulations to the status of Ordinances by transmitting them to City Council, which after a period of time will be adopted as Ordinances that carry more weight than rules and regulations. Such rules and regulations pertain to the safety and welfare on property under the jurisdiction of the Board. MLL RECOMMENDATIONS Ms. Shulse requested the Board to look through the Needs Assessment Action Plan on a regular basis. Mr. Krasnow moved to defer the items slated for consideration this month until June. Ms. Webb seconded and the motion passed. TI:•!E OUT TO ENJOY -- The Board considered a rental waiver for Tirre Out to Enjoy, Inc. The POLICY WAIVER REQUEST group would be willing to meet Mondays or Thursdays, or another night if those were not available, and approximately half the a_roup are residents. The organization is not -for -profit and helps learning disabled adults. tIs. Shulse noted that there is not space identified for this group at the present time, since most rooms are being used for classes, etc. Discussion ensued concerning waivers granted in the past and any ongoing groups presently at the centers. Ms. Webb moved and Mr. Williams seconded the motion not to approve the rental waiver request from Time Out to Enjoy, Inc. Passed unanimously. PROPOSED BUDGET SCHEDULE Ms. Shulse noted that each year a proposed schedule is eiven the Board although some dates are tentative, since at this date the City's schedule has not been received. Discussion concerning changing cer- tain proposed dates ensued. Ms. Shulse said she ►,,ould work with the budget officer and others and develop another proposed schedule which she would share with the Board in June. Mrs. DzStefano requested tha- the Board drop Ms. Shulse a note with the dates they are not available STUDY DOCKET Mr. Williams suggested removing the subject "Levy Center• Floor" from the docket. It was agreed to do so. Ms. Shulse stated that the Board needed a very short work session this evening to discuss the agenda for the Board retreat. COMMENTS FROM BOARD Ms. Harris said she is excited to see the activity at the lakefront. MEMBERS She is looking forward to a safe summer and good revenues from the beach. Ms. Webb thanked Mrs. Perrone for her representation, and welcomed the new PTA Recreation Chairman, Mrs. Raab. She noted that the pro- duction of "Purlie" ended last weekend at Fleetwood, but that "Zooman and the Sign" was opening June 14 with "a lady named Janet Webb in it and she invited all to come see the play. Mrs. DeStefano said the production of "Furlie" was fabulous and that the air conditioning worked well. She noted how beautiful the flower i in the parks looked, and thanked Noreen Perrone and Kathy Revel for all their services. MOVEMENT TO ADJOURN Ms. Webb moved to adjourn to a work session to discuss the Recreation TO WORK SESSION Board retreat. Mr. Williams seconding, the motion passed, and the Board so adjourned at 10:14 p.m. ADJOURNMENT The Board adjourned from the work session at 10:30 p.m, The meeting was reconvened at 10:31 p.m. and adjourned at 10:32 p.m. The next regularly scheduled meeting of the Evanston Recreation Board' will be on Thursday, June 19, 1986 at the Leisure Learning Center, 1700 Maple Avenue, Evanston at 7:30 p.m. r EVANSTON RECREATION BOARD MEETING MINUTES June 19, 1986 Mrs. DeStefano called the meeting to order at 7:36 p.m. The meeting was held at the Leisure Learning Center, 1700 Maple, Evanston, IL. BOARD MEMBERS PRESENT: Mrs. Judith DeStefano, President Mr. Henry Krasnow, Treasurer Ms. Julie Harris, First Vice President Mr. David Williams, Second Vice President BOARD MEMBERS ABSENT: Ms. Janet Webb, Secretary STAFF MEMBERS PRESENT: Mr. Donald J. Wirth, Director, Parks, Recreation S Forestry Ms. Jean Ann Shulse, Superintendent of Recreation Ms. Mamie Smith, Director, Fleetwood-Jourdain Center Ms. Athena Aires, Director, Levy Center Ms. Shellea Swan, Public Information Specialist Mr. Martin Lash, Business Manager Ms. Teresa Yerly, Supervisor of Arts and Special Services Mr. Gary Silkaitis, Supervisor of Sports and Fitness Ms. Sandra Cole, Acting Director, Robert Crown Center Mr. Steve Whittier, Recreation leader II, Robert Crown Center OTHERS PRESENT: Mary Wood, Gordon Faust, Irene Wagner, Ed Moran APPROVAL OF MINUTES: Mr. Krasnow noted a correction to be made in the minutes of the previous meeting. On page 8, regarding Rules and Regulations Govern- ing Hitting of Golf Balls in Parks and Boat Launch Regulations When Pourer Boat Ramp is Officially Closed, the third sentence should read: "To a citizen's question, Mr. Krasnow explained that the Recreation Board is empowered to promulgate rules and regulations." The rest of the paragraph should be deleted. tinder the Neighbors At Work item, it was noted the second line, "He stated..." refers to Mr. Powell. Mr. Krasnow moved the Minutes of flay 15, 1986 be approved as corrected Mr. Williams seconded. Motion carried. ROBERT CROWN CENTER Mary Wood reported that new Board members were elected. They are: ADVISORY BOARD REPORT Margaret Hallen, continuing as President; Mary Wood, Vice President; Dick Seaman, Treasurer. 11s. Wood stated that there would be no more weet irl�j. of the T'd'. i .or y Guard rim i l fall. -z- SALE OF ITEMS DURING Ms. Shulse invited Sandra Cole, Acting Manager of the Robert Crown ICE SNOWS Center, to present an overview of the practice concerning the sale of items during ice shows. Ms. Cole outlined the two types of groups whit engage in fundraising: affiliated groups like the speedskating club, rice skating school, etc., and non-affiliated groups like church groups, Boy and Girl Scouts, etc., and noted that no one is opposed to fund- raising at the Center. Ms. Cole stated that the sale of items during ice shows has not been practiced because parents already are paying for costumes, classes and tickets, and it was felt best not to subject par- ents to other financial pressures. She explained that some parents could not afford even small extra costs, and if other parents purchased items during ice shows, it would be awkward for those parents who could not afford to buy these items for their children. During the two week- ends a year when ice shows are held, she said, the focus is on the ice show and the children involved and not on fundraising. Mrs. DeStefano suggested that, if an affiliated group gave the Advisory Board enough time, individual consideration could be given each request. Ms. Cole noted that ice show sales are limited to flowers, and in prior shows videotaping, which are offered as services to parents. It was also noted that the Center does not take a percentage of such services, which is a common practice with many rinks. Discussion continued. Mr. Krasnow moved, with reference to the Center, there shall be no sales of products or services by any entity other than the Evanston Recreation Department at any shows sponsored by the Department, pro- vided the Manager of the Robert Crown Center may allow a supplier of products or services to sell such products or services at such shows to the extent that it has been determined such products or services at such shows have historically been purchased elsewhere by a substantial number of participants at such shows, and the selling or such products or services at the shows will be a convenience to the participants. Mr. Krasnow explained that there is no problem with fundraising at times other than the ice shows, and said that there should be no sales at the shows unless the Manager determines that what is ieing sold has been bought by the majority of people there as a convenience, i.e. the flowers or videotapes. Mr. Williams seconding, the vote was: in favor, Mr. Krasnow and Mr. Williams; opposed, Ms. Harr;; and tars. DeStefano. Motion failed. Mrs. DeStefano felt the sale of items could be decided by the Advisory Board in advance of the event. Mr. Krasnow felt the policy on such sales should be made by the Recreation Board as the Board's role is to develop a criteria. Mrs. Wood said she did not think the Advisory Board should make these decisions. Mr. Krasnow noted that if Booster Clubs were allowed to sell at ice shows, with whom is the line drawn to not allow sales? Discussion continued. In response to a question, Ms. Shulse noted that what was being attempted was to not use show participants to generate money. Mrs. DeStefano felt that volunteer groups consider themselves part of the Center and should be encouraged in fundraising. Mr. Krasnow asked what criteria the Manager should use to decide, and noted the issue being discussed pertained only to ice shows and not to other functions. Discussion on affiliated groups ensued, with Mr. Williams noting that we were not talking about any one group, but rather were trying to devise general policy guidelines for the Manager. -3- After further discussion, Mr. Williams moved to reconsider Mr. Krasnow original motion. Ms. Harris seconded. Motion passed. The Board voted on Mr. Krasnow's original motion. Motion passed. The Board further clarified that the Manager would be responsible for mak- ing any other determinations not strictly addressed in this policy. LEVY CENTER ADVISORY Mr. Intcw reported on the concerns of members of the Levy Center regarc COMMITTEE REPORT ing the future of the center and the building itself as related to the Research Park development. He outlir%% correspondence he has had over the past year and a half with the Ci- Manager's office. The latest letter sent by Mr. Inlrw requested that a member of the Levy Advisory Committee be appointed to any body with decision -making ability con- cerning the Levy Center, so the Center could have representation and the opportunity to offer input to the committee. Mr. Williams asked the status of the Levy Center's request for tax- exempt status. Mr. Inlow outlined the history of the request. Ms. Shulse said that all documents and applications have been completed by the City, and that we are awaiting State and Federal response. Mr. Williams asked to receive copies of the correspondence between the City Manager's office and the Levy Center Advisory Board, and Mr. Inlow agreed to send him copies. TREASURER'S REPORT Mr. Krasnow said he had been advised by the Business Manager that total disbursements as of May 31, 1986 totaled $231,398.39. Mr. Williams moved adoption of the report, Ms. Harris seconded the motion, and the motion carried. BUSINESS MANAGER'S Mr. Lash presented the Business Manager's Report, which showed revenueE REPORT for the fiscal year, through May 31, 1986, total S457,966, or 28.2:a of the projected annual budget. Expenditures for the same period total $668,448, or 23.1% of the projected annual budget. Mr. Lash read a letter from Mildred B redberg, Special Recreation Super- visor, to David Williams, expressing gratitude for his volunteer work in Special Recreation and thanks for designating Special Recreation as the recipient of Washington National's Community Service Award. The Board applauded Mr. Williams' efforts. To inquiry from the Board, Mr. Lash stated that the Department is slightly ahead of last year on beach token sales through May 31, and said the Family Plan demand was very brisk before the beaches opened. Mr. Krasnow asked for more information next month. ROBERT CROWN CENTER Mr. Lash outlined the bids received for the Crown brochures. He reccr,- BROCHURE BIDS mended accepting the second lowest bid, Glenbard Graphics, Inc., which can deliver a better quality brochure and meet our deadline. Ms. Swan noted than Mumm Print Shop does not have the equipment to do a job this size on time (50,000 brochures), and that delay in completion would be harmful to our distribution. Mumm is used, she continued, whenever possible for smaller jobs. To Mr. Williams' inquiry, Ms. Swan noted that the brochure is targeted to a special audience, including areas of the north side of Chicago, and that since it is smaller than the Magazine, it is less expensive tc distribute. Distribution also goes to Skokie, Lincolnwood and Wilmett. she continued. Ms. Shulse added that the brochure is the major market- ing piece for Robert Crown and generates a good part of its revenue budget. -4- Mr. Krasnow moved to accept the Glenbard Graphics, Inc. bid of $5230. Mr. Williams seconded. Motion passed unanimously. EVANSTON YOUTH HOCKEY Mr. Ed Moran, President of the Evanston Youth Hockey Association, gave a presentation. Because of several problems in the later stages of negotiations with Wilmette, Mr. Moran reported that there would not be a merger of the two hockey associations. He outlined the issues: that Evanston's interests would be represented concerning Evanston teams and leagues skating mostly at Evanston; adequate representation be provided the Evanston Assn.; scholarship programs be continued; Evanston's iden- tity be maintained within the new organization. He noted that, since several of these commitments were not adhered to, the merger would not take place. Mr. Moran reported that, because of a reduction in the number of parti- cipants in the all-star and high school programs, revenues will be reduced. Next year's budget, he said, will be about $60,000. He stated that, as a result of the State Youth Hockey Association's expan- sion of our District to include part of Chicago to Foster, it is ex- pected that participant levels will rise. Mr. Moran said the Associa- tion has proposed to use 14-15 hours of ice time per week from September to March, which is approximately one more hour per week than presently used at Crown. He noted that fees generate only 50 percent of the bud- get, the other 50 percent coming from donors, internal fundraising, etc. Scholarships, which afford players from all socio-economic levels to participate, have grown in number as well. Mr. Moran noted that six full teams are projected for next year with improved program quality. He asked the Recreation Board that every consideration be given the Association when deliberating ice time costs during budget meetings. The total proposed budget for next year will be $62,000, he continued, almost 50y of that amount generated through fees. To Mr. Williams' question, Mr. Moran stated an increase in the Association's ice subsidy of $10 per hour, or any amount the Board feels able to increase, was requested. Discussion of recruitment of participants ensued. Steve Whittier, Recreation Leader II at Robert Crown, told the Board that coaches, parents and the Association are now coordinated and mov- ing in the right direction. Mr. Whittier stressed the importance of good communication with parents and coaches. Mrs. DeStefano offered to talk to Mr. Dawkins of School Dist. #65 to plan hockey presentations. Mr. Whittier felt that although the idea was a good one, it would re- quire an extraordinary time commitment from limited staff. SUPERINTENDENT'S Ms. Shulse congratulated Mamie Smith, Director of Fleetwood-Jourdain, REPORT on her recent recognition by the NAACP with the Distinguished Service Award. Her contributions to the Fleetwood-Jourdain Center and her hard work and dedication were noted. Ms. Smith said that the NAACP's recog- nition was "beautiful." She said she shared the award with everyone associated with the Department, because it as a whole has made strides to improve recreation in the Fleetwood-Jourdain area. Ms. Shulse reported that 18 people had been interviewed for the Accountant's position out of 140 resumes. The Recreation Leader posi- tion at Fleetwood-Jourdain is being recruited for, and the Robert Crorrr Center Manager position would be offered to the top ca ilidate trmar•rc;,, HIGH SCHOOL AGE SPORTS Mr. Gary Silkaitis, Supervisor of Sports and Fitness, outlined the PROGRAM TASKFOPCE recorrmNndation by MLL that more sports activities be made available -5- to high school youth. The recommendation was made that one sports league program be conducted each season. As a result of the recommen- dation, a task force was set up of staff members throughout the Depart ment. Out of several ideas, four were thought to be viable: coed soccer league (summer); girls' basketball league (fall); boys' basket- ball league (winter); and coed volleyball league (spring). It was felt that coed soccer could be incorporated into the existing summer program for ages 6 through adult. Mr. Bilsky is already in place as soccer coach. Coed volleyball was also felt by the task force to be viable. Service costs are low, the sport is popular among high school age participants, and it is projected theleague will show only a small deficit. Mr. Silkaitis noted that basketball, on the other hand, is very expen- sive to conduct, primarily because two referees are needed per game. 11 weekend league at Robert Crown Center was felt to be feasible. A girl leaaue at Chandler was being recormended as a pilot program, even thou( it was felt the league, like Robert Crown's weekend league, would be expensive. A league at Fleetwood-Jourdain this winter was also being recommended. Discussion on estimating the number of participants ensued. It was noted the leagues were scheduled for times recomended by Evanston youth in the MLL survey. Discussion of actual costs of the programs followed. Mr. Williams said the Board needs to decide if it wants to approve programs on an individual basis, and if so, does the Board wan to approve these particular programs. Mrs. DeStefano suggested the feasibility of running the leagues as pilot programs this fall. Ms. Shuise explained the proposal was brought before the Board because MLL had recormended, and the Board had directed, not to add new pro- grams. But the Department, in response to the community, was willing to consider administering this program. Mrs. DeStefano felt it was a positive step forward based on what the schools have been recommending Discussion on sources of coaches ensued. Mr. Silkaitis suggested a possible feeder system from the high school. Mr. Williams noted 320 participants might be served at a direct cost of $2830. Mr. Krasnow moved to approve the programs. Ms. Harris seconded. Mr. Williams requested a report on the results. Motion passed. MAINSTREAMING THE Mrs. DeStefano invited Irene Wagner of the Mental Health Board to spea MENTALLY ILL to the issue of mainstreaming. Ms. Wagner spoke of the need that men- tally ill people have to relate to others. Siie outlined programs in other north shore communities, especially through Special Recreation Associations. She stated that firm data on costs is minimal because o the newness of the programs and the small numbers each community is dealing with. She noted the availability of standards and guidelines on handling mentally ill people in recreation facilities. Mrs. DeStefano requested a proposed budget. She noted some programmin is already being done in the Department for the mentally ill. She re- quested budget information before staff is directed to begin program planning. tars. Wagner noted that, by working with other agencies, there could be a reduction in staff time and costs. Ms. Shulse offers. to revie,d the activities offered by the Department in Arts _& Recre_atir help choose s0rjQ activities suitable for the 60 peOple, Outii ie c6is and bring back to the Board. In DIRECTOR'S REPORT Mr. Wirth reported that board sailing racks will be constructed next summer. He will share the contract with the Board at its next meeting. Mr. Wirth said the bid received was very low, and the racks could be paid for by the end of the first season. However, it was too late in the season to begin construction this year. Negotiations are being completed on the Shared Savings Plan for the Robert Crown Center, Mr. Wirth said. A memorandum should be ready for City Council's July 14 meeting. He invited Mr. Williams and Mrs. DeStefano to sit in on the meetings to select the consultant for the lakefront rehabilitation -oject. He reported that rip rap would have to be added to parts of i.,e shoreline because of erosion and over- topping that is occurring. Mr. Wirth also noted the Board will be asked to participate in the Raymond Park citizen input meeting to be scheduled soon, and that although the lake continues to rise and set records, the anticipated erosion did not occur this spring because of a relatively calm lake. YOUTH FINE ARTS Teresa Yerly, Supervisor of Arts & Special Services, outlined the coop - PROGRAM PROPOSAL erative program between the Evanston Art Center and the Department. She noted the school year program was held at the Center, with bussing from six Dist. #65 schools. She shared the background of the program's development and the Department's tasks since its inception in Nov. 1984. Ms. Yerly said 90 children had been in the fall session, with 70 each in the spring and winter. She said the program offers quality art in- struction by artists, meets the needs of working parents, and generates very positive evaluations. She outlined the proposed program for next year, which the Department will continue to co-sponsor. Some new classes will be offered, and other changes were discussed. It is planned to offer the program to all Dist. ti65 schools but Walker, which is served by Robert Crown Center. It will possibly serve St. Nicholas and St. Athanasius Schools. Fees would be kept the same ($5- for ten weeks), and a fee for bussing is being proposed. Ms. Yerly askeJ the Board to sanction the concept for preparation by next month of a written agreement. Ms. Shulse noted that there had been some difficult times during the first year of this new program. She said that the Department wants to continue to do a good job, but suggested some communication should be from the Recreation Board to the Art Center's Board. Mrs. DeStefano asked that a copy of the letter Ms. Shulse wrote to Marybeth Murphy outlining the history of the joint program be sent to the Art Center's Board President. his. Harris moved that a formal agreement between the Art Center and Recreation Department be drawn up for the Youth Fine Arts Program. Mr. Krasnow seconded and the motion passed. MLL RECOMMENDATIONS Mr. Krasnow asked to postpone this item until next month because of the late hour and lack of supporting materials for the Board's perusal. The Board concurred. ARTS & RECREATION Ms. Shulse explained that Aldermen Rainey and Nelson, members of the MAGAZINE COST REVIEW Administration and Public Works Committee, requested information on the advertising budget, expenditures, expected revenues and the rela- tionship to the two fiscal years' budgets of the Arts & Recreation magazine. Inforciation was requested on the manner in which the Dept. assigned the advertising costs to the various budget elements as well. ffA The Board reviewed the practice of the Department regarding the allo- cation of costs for Arts & Recreation. Mr. Williams moved that there be no change in the way advertising costs are allocated for the magazine. Ms. Harris seconded. A discussion of the issue ensued. The vote was called for. Motion unanimously approve.. ROBERT CROWN ICE The Board reviewed two responses for the Robert Crown Ice Center Skatinc COMPLEX PRO SHOP Equiprjent and Service Shop. It was moved by Mr. Krasnow to accept the CONTRACT proposal from T. L. Fritts. Ms. Harris seconded. Motion passed. FEE RCVIE4:--U;;PIRES The Board rcvlc,!cc t:ie sc'icc is c' `ccs for referees and c:-eires for AND REFEREES softball, volleyball, basketball, tennis and other sports. Discussion ensued. Ms. Shulse said there was a need that the reasons be reviewed and understood as to why there may be more than one rate being paid. For instance, Ms. Shulse outlined that Fleetwood-Jourdain had paid a higher rate for softball umpires when it could offer umpires only two or three games per evening, versus the four games offered in City-wide leagues. However, she said, four games can be offered at Fleetwood- Jourdain since the league's growth. Mr. Krasnow suggested the Presi- dent of the Board write to the Aldermen to invite them to approach the Board with their questions. Mr. Krasnow stated that, through confident their concerns are well intentioned, some protocol is in order. Mr. Williams moved the fee schedules for referees and umpires remain the same. Ms. Harris seconded. Motion passed. STUDY DOCKET Mr. Williams noted that the Board had addressed the issue of mentally ill and that the budget schedule had been re -drafted by Mr. Lash, Ms. Shulse added that Finance Committee meetings would begin right after Labor Day. Discussion of the schedule commenced. COMMENTS FROM BOARD Mr. Williams congratulated Mamie Smith and said the award was richly MEMBERS deserved. He noted that hard decisions may have to be made depending on beach token revenues this summer. Mrs. DeStefano noted the State Olympics for Special Recreation was marvelous. She felt the number of participants in the 16" softball league was very exciting and requested more information on how this midwestern sport was going. ADJOURNMENT Mr. Krasnow moved to adjourn the meeting at 10:35 and it was so adjourned. The next regularly scheduled meeting of the Evanston Recreation Board will be on Thursday, July 17, 1986 at the Evanston Civic Center, 2100 Ridge Avenue, Evanston in room 2403 at 7:30 p.m. EVANSTON RECREATION BOARD MEETING MINUTES July 17, 1986 Mrs. DeStefano called the meeting to order at 7:33 p.m. The meeting was held at the Civic Center, 2100 Ridge Avenue, Evanston, IL. BOARD MEMBERS PRESENT: Mrs. Judith DeStefano, President Mr. Henry Krasnow, Treasurer Ms. Janet Webb, Secretary Ms. Julie Harris, First Vice President Mr. David Williams, Second Vice President STAFF MEMBERS PRESENT: Mr. Donald J. Wirth, Director, Parks, Recreation & Forestry Ms. Jean Ann Shulse, Superintendent of Recreation Mr. Martin Lash, Business Manager Mr. Gary Silkaitis, Supervisor of Sports & Fitness Ms. Emily Mills Palmer, Supervisor of Special Programs Ms. Millie Bredberg, Special Recreation Program Coordinator Ms. Shellea Swan, Public Information Specialist Ms. Geri Schatz, Dawes Camp Director Ms. Lynn Richard, Dawes Camp Assistant Director Mr. Oscar Joseph !II, Dawes Camp Football Coach Ms. Darlene Nilges, Executive Secretary OTHERS PRESENT: Mary Friedl, Gail Inlow, Irving Finston, Lulu Raab, Ann Lewis. APPROVAL OF MINUTES Mr. Krasnow moved and Ms. Harris seconded approval of the Minutes of .tune 19, 1986. Mrs. DeStefano noted a correction. On page 5, the last paragraph, third sentence should read: "She noted some mainstreaming is already being done within the Department." The motion to approve the Minutes as corrected unanimously carried. COMMENTS FROM Mrs. Mary Fried] outlined her experience with a golf class cancellation. OBSERVERS Her child enrolled in the class and went to Chandler, but had received no prior notification of cancellation. She said she did not receive a telephone call in advance. Mrs. Friedl said that, although everyone she spoke to was polite, she felt the policy should be changed to give participants 48 hours' prior notification of cancellation. She asked for an apology in writing and a way to contact the instructor to arrange for private lessons. Ms. Shulse outlined the policy that 72 hours before the class is to be held, a card or letter is mailed stating cancellation. If that is not possible, a phone call is required, or, in the event that phone contact cannot be made, staff is directed to drive to participants' homes and leave a message. Ms. Shulse said that, if staff is not followinn_ the policy, it is important for her to know that. Ms. Shulse stated that future flyers would be more clearly written, with ages of participants -2- listed, and that a letter of apology would be sent. , LEVY CENTER ADVISORY Mr. Inlow reported an increase in the number of ads for the Levy Center BOARD REPORT Newsletter following the Advisory Committee's plan to increase sale of ad space. Mr. Williams suggested a thank you letter from the Board to those who participated in the ad campaign. Mr. Inlow also reported that one of the four or five bids for the library's renovation had been accepted, and invited the Board to see the finished results in a couple of months. Mr. Inlow stated that the Life Enrichment Committee should be receiving its tax exempt status within the next 30 days. He reported that he had not received a response to the proposal that a member of the Advisory Committee be on any committee concerning the Research Park project. TREASURER'S REPORT Mr. Krasnow said he had been advised by the Business Manager that total disbursements as of June 30, 1986 total $243,382.32. Mr. Williams moved to adopt the Treasurer's Report and Ms. Webb seconded. Motion carried. BUSINESS MANAGER'S The Board read the contents of the Business Manager's Report, which REPORT showed revenues for the fiscal year, through June 30, 1986, to total $732,472, or 44.5 of the projected annual budget. Expenditures for the sane period total $930,049, or 32.24� of the projected annual budget. TRANSFER OF FUNDS Mr. Lash discussed the transfer from Chandler Capital Equipment of $2,200 to Fleetwood-Jourdain to cover additional costs for the Recreatior Leader II position and temporary salary costs related to that vacancy. A transfer has been made from Chandler salaries of $1,800 to Leisure Learnina Center for expenses related to the outdoor concert series. Savings from Chandler resulted from vacancies in full-time positions. It was noted some money would be received for the concert series from a grant. Ms. Shulse noted that in previous years, budget transfers were done periodically. Now they are done prior to an expense, and she will inform the Recreation Board about significant transfers. SUBSTITUTION OF The Board was asked to consider approval of a substitution of Capital CAPITAL EQUIPMENT Equipment Funds for the Crown Ice Center. Instead of Plexivlass and FUNDS channels (budgeted $4,260), Polyethelene dasher fazing, ri•;ets and an ice edger (total $2,855) were being requested. Ms. Webb moved to accept the substitution. Mr. Krasnow seconded. Motion passed. SAILBOAT PURCHASE The Board was asked to consider acceptance of bids for the sale of two sailboats used ty Aquatic Camp. Because of the bolts' poor condition, they are scheduled to be discarded if not sold this summer. The bids received from the Reba Place Church Sailing Club were $100 and $150. Mr. Krasnow moved to accept the bids. Ms. Webb seconded. Motion passed. COMPUTER UPGRADE Mr. Lash reported that staff has visited four park districts and has viewed computer operations. Software from four vendors have been con- sidered. An analysis has been done, listing features most desirable for the Department. A series of discussions has begun with the Finance Department concerning the list and software options, as well as tech- nical compatibility with the City's Wang system. To Mr. Williams' ques- tion, Mr. Lash noted that software would be decided upon first, then hardware. It is expected a decision will be made by August first. Ms. Shulse offered to go over in detail the list of options being recommend- ed for inclusion in the software package. -3- LAKEFRONT REVENUES The Board perused a detailed report on lakefront revenues as of 6/30/86. Mr. Krasnow asked whether it was not true that we do not know at this time whether we will make the budget since we have collected only about half the season's revenue at this time. Mr. Lash agreed that variables such as weather make it difficult to predict the final figure. Mr. Lash explained we do know several facts, however, such as the higher than anticipated sales of tokens by the Skokie Park District. Ms. Shulse said it is possible that revenues will be approximately $4,000 short at the end of the season. Family plan sales, which were anticipated as 20N above last year's rate, in fact were 32% over last year, Ms. Shulse reported. This may result in a revenue loss. Several sources of revenue, such as the July dailies and the Skokie sales, were not reflected in the revenue report, Ms. Shulse continued, though she cautioned that preparation must be made for a possible shortfall by delaying purchases of capital equipment. BADMINTON CLUB Iry Finston, of the Evanston Badminton Club, said the Club is in its 25th year of partnership with Evanston Township High School, and that the CIub's association with the Recreation Dept. was initiated shortly thereafter. He said the Club relies on the recordkeeping resources of ETHS and the Recreation Dept., and that the latter supports the Club financially. With three sessions per week, 30 participants per session, about 50'2 of the participants are ETHS and Northwestern students, and the balance range in age from 20 to 80. Approximately 60'. are Evanston residents. The Club actively encourages new players and utilizes the ETHS gyms primarily. With funding from the Evanston Sports Association, the Club is planning a tournament in October, possibly at Fleetwood- Jourdain, oriented toward high school youth. Adult members pay $3.00, $4.00 on Sundays, an amount contributed directed to ETHS for space. Funds received from the Recreation Board are used to purchase rackets and shuttlecocks. SUPERINTENDENT'S Ms. Shulse reported that a new manager has been hired for the Robert REPORT Crown Complex. He is Robert Dorneker and will begin Monday. A formal welcome will be held in the fall. The new accountant, Mark Gordon, also begins Monday. Ms. Shulse said the Recreation Leader II position va- cancy at Fleetwood-Jourdain probably will be filled in the fall and reviewed the various ways candidates are being sought. Ms. Bredberg, Supervisor of Special Recreation, introduced Lynn Richard and Oscar Joseph III who gave a presentation on the Dawes Camp, one of the most challenging of the Department's summer camps. The program is a cooperative one with District #65, with funding split between the Department and the District (approximately 18% and 820 respectively). Geri Schatz, Dawes Camp Director, profiled the children enrolled and outlined the Camp's staff. Oscar Joseph, III, football teach at Dawes, spoke of the importance of structure in adolescent develo.r:�ent and out- lined the football program, with 15 children aged 6-11 enrolled, all of them Evanston residents. MIDDLE SCHOOL PROGRAM Mr. Silkaitis reported on the activities offered for Middle School youth. PROPOSAL In addition to 19 programs presently offered, Mr. Silkaitis noted the Board sponsors several other organizations in the City that provide Middle School programs, assisting them by providing fields for play, etc. Mr. Silkaitis told how the program had been set up a few years ago, and how last year a new approach, in which programs were operated at each of the four middle schools, was tried. Specific programs con- ducted in this way were French and Spanish Clubs, Morning Sports, -4- Computer Club, Movie Making Class, Knitting Class, Arts 8 Crafts Class' and Explorer's Club. Two Wisconsin ski trips and a Middle School Girls' Basketball Tournament also are held. Over 150 youth were served. Mr. Silkaitis outlined recommendations for improvement of the program for the 1987-88 budget year. Recommendations include continuing the activity clubs at schools that want the service; continue conducting the ski trips and basketball tournament; add three middle school camps during the last three weeks of August, Christmas vacation and spring break; co-sponsor an intermural program with Dist. #65, which would expand the very limited program now in place. In a cooperative sports program, it is hoped the District will fund a portion of the expenses. Ms. Shulse noted that a total of $14,000 new dollars would need to be budgeted and asked guidance as to which, if any, of the proposed programs should be planned for. Lila Raab, PTA representative, stated there was a real need for sports programs, according to PTA information. Ms. Webb noted a problem for the District and Recreation Department will be getting money for coaches, who expect payment for their skills. Mr. Krasnow said the Board could review the figures, but could not approve without seeing where this money might come from. 1-1s. Shulse asked the Board for prioritization of the programs. Mr. Krasnow and Ms. Webb felt Cooperative Sports Programs more a prior- ity than activity clubs. Mr. Williams asked if several clubs such as French and Spanish are within the scope of Recreation, and Mr. Silkaitis noted these clubs appealed too a different student than the sports - oriented offerings, and were offered because of recommendations from the schools. Ms. Webb felt the basketball tournament and ski trips were next in importance after Cooperative Sports programs. A discussion of the camps followed. The Board felt they served a need and would be successful. Ms. Shulse asked if the general consensus is that the sports program be in the budget, and not simply an option. Ms. Webb agreed. Ms. Harris noted MLL has recommended no new programs be offered, and that the recommended programs would need City support. Ms. Shulse noted that much more money had been spent in the past, and added that these pro- grams would not necessitate new staff, since Ms. Palmer was in place as coordinator. Ms. Harris and Mr. Krasnow reiterated concentrating on the sports. Mrs. DeStefano stated the camps would serve many children in need of somewhere to go during vacations and breaks. DIRECTOR'S REPORT Mr. Wirth spoke of the need to work collectively with other Board and Commission Directors to prioritize budget items which will be forthcor�- ing from the City Manager's office. He reported that Mr. Krasnow and staff will meet tomorrow at 7:30 a.m. with Mr. Schmidt to work through any remaining issues concerning the boardsailing rack proposal. Mr. Wirth reported that a major breakdown of the tractor which cleans the beaches has occurred, and repair would cost about $12,000, Meanwhile a unit has been borrowed for cleaning one day a week, which Mr. Wirth said had effected the quality of our beach cleaning. A new unit will be delivered tomorrow, he said. Mr. Wirth also reported that the rip rap contract was approved by City Council on Monday; that the C.D. Committee will be reviewing Recreation'' proposal, primarily for work at Fleetwood-Jourdain; that he would be meeting with the Power Boater's Association concerning the dredging -5- • problem at the ramp, and that a proposal may be generated to raise funds to purchase or lease/purchase our own dredging unit. He said there would be more to report on this meeting at a later date. Dis- cussion followed concerning the cooperative agreement signed last year by District #65, PTA's and Recreation, Ms. Webb hoped the District would adopt standard rules in softball play. To Mr. Williams' question, Mr. Wirth stated an architect was approved at Monday's Council meeting for the lakefront rehab project and outlined funding. To tors. DeStefano's question, Mr. Wirth stated that the new Ordinance concern- ing drinking in the parks was generally being adhered to. Mr. Silkaitis noted about a dozen people cancelled their picnic permits. ROBERT CROWN CENTER Ms. Shulse requested that this item be deferred until later tonight. ICE FEES M.L.L. RECOMMENDATIONS The Board considered M.L.L.'s recommendation to create several full-time positions in the Department. Because of budget constraints, Ms. Shulse noted, staff could not recommend adoption of the recommendation. Mr. Williams moved not to adopt the recommendation to create several full- time positions. Ms. Webb seconded. Motion passed. The Boarc considered the recommendation for development of policy guide- lines with Core, Semi -Core and Self -Sustaining services for use in cost recovery of programs. Ms. Shulse noted the time limitations on collecting and processing such cost -accounting information and the dif- ficulty in doing this across the board. She reported that other park districts in the area are not doing this, and that we can do so for individual programs such as beach token sales, or do generally. She said the Department would strive to develop more cost accounting records each year. To the recommendation to develop comprehensive program offerings in each price category, Ms. Shulse noted that, though this sounds simple, it is in fact quite difficult and complex. Without the staffing level MLL recommends, the analysis involved would be difficult. Mr. Williams noted that nine years ago, fees generated about 28% of budget revenue, and now the figure is 55% and probably will increase again next year. Discussion of instructors' fees and class cancellations ensued. It was noted that 35% of classes are usually cancelled as a national average Without cancelling or combining classes, Mr. Silkaitis explained that classes would be costly. If only a couple of people enrolled in a golf class, for instance, we would collect $18 in fees and spend $80 for the instructor. RESIDENT CRITERIA FOR Criteria for identifying "Residents" vs. "Nonresidents" was reviewed. RAMP USAGE, SOFTBALL Residents in the case of Recreation programs refers to those people LEAGUES, ETC, residing in the corporate limits of the City of Evanston, excluding zip code 60203. Exceptions for softball leagues and pourer boat ramp users were outlined, as was clarification of zip code 60203. The Board agreed on the criteria outlined. Mr. Krasnow moved and Ms. Webb second- ed adoption. Motion passed unanimously. RECREATION BOARD Ms. Webb asked the Board's opinion concerning future training sessions, TRAINING retreats, workshops, etc. Ms. Harris felt the idea viable after budget deliberations. Mr. Krasnow felt there were several topics that could be explored and thought such sessions generally helpful. Ms. Webb sug- gested future training on such topics as Roberts Rules of Order, Parlia- mentary Procedure, etc. and suggested mini -sessions before the regular Board meetings on an on -going basis. The consensus was acceptable to all, and Ms. Webb promised further information on upcoming sessions. 1.2 • HIGH RISK YOUTH Ms. Harris reported that she is in the process of reviewing with staff PROGRAMMING high -risk youth programming in Evanston. She outlined what research has already taken place and said a report would be given at a future Board meeting. BUDGET GUIDANCE Ms. Shulse noted the Board had received staff's pre -budget policy indi- TO STAFF cators and guidelines. Ms. Shulse said the Department received a one week extension to submit the budget, and noted it usually takes a month to put the budget together in final form. Mr. Williams noted the lengthy budget preparation time involved. He suggested a consultant for the City might be useful to streamline the process more. Ms. Shulse noted that, when the new computer system is utilized, many hours in clerical and secretarial work will be saved. Ms. Shulse requested the Board submit their forms to her within the next few days. ROBERT CROWN ICE The Board reviewed the Robert Crown fee schedule and a fee survey of CENTER FEES four area facilities. Staff recomended that the fee structure for the coming year remain the same. Mr. Krasnow moved to accept the fee schedule. Ms. Webb seconded. Mr. Williams noted that Evanston charges no non-resident fees, and noted only Northbrook does not charge such a fee; Glenview, Skokie and Wilmette do charge. Mr. Williams amended Mr. Krasnow's motion to include a .30 non-resident fee. Motion failed for lack of a second. Mr. Krasnow's original motion was voted on. With Mr. Williams voting no, the motion passed. STUDY DOCKET Mrs. DeStefano asked that the issue of Levy Center and Research Park be added to the Docket. Mrs. DeStefano also requested information on the percentage of dollars used to subsidize the Levy Center received from City support versus user's fees, and asked for this breakdown for the last five years. Mr. Wirth and Ms. Shulse agreed to supply this infor- mation. Also provided would be background on the agreement with the Levy family. COMMENTS FROM Mr. Williams asked if the token fees from tokens sold by the Skokie Park BOARD MEMBERS District would be reimbursed to the Department on a monthly basis, not- ing the interest lost by the present method of reimbursement at the end of the summer. Mr. Lash will explore the feasibility of doing so. Ms. Webb discussed the 3-on-3 basketball tournament which had to be can- celled because of lack of registrations. The Board reviewed the accom- panying memo. Discussion followed concerning planning for next year's tournament, and it was noted planning would begin in December. Mrs. DeStefano discussed the proposed sites for the 3-on-3 tournament. Discussion of Mason Park ensued. Ms. Webb felt participants should feel comfortable in any park in Evanston, as well as every facility. Because of the need for spectator space, it was noted Mason, Fleetwood-Jourdain and ETHS are the only viable sites. Ms. Webb felt that, if planned well in advance and well advertised, the program would be a success. She suggested taking out a newspaper ad as an option for obtaining publicity. ADJOURNMENT The Recreation Board was adjourned at 10:35 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be Thursday, August 21, 1986 at 7:30 p.m. at the Robert Crown Center, 1701 Main street, Evanston. EVANSTON RECREATION BOARD MEETING MINUTES August 21, 1986 Mrs. DeStefano called the meeting to order at 7:36 p.m. The meeting was held at the Robert Crown Center, 1701 Main St., Evanston, IL. BOARD MEMBERS PRESENT: Mrs. Judith DeStefano, President Mr. Henry Krasnow, Treasurer Mr. David Williams, Second Vice President BOARD MEMBERS ABSENT: Ms. Julie Harris, First Vice President Ms. Janet Webb, Secretary STAFF MEMBERS PRESENT: Mr. Joel Asprooth, City Manager Mr. Bruce Zimmerman, Assistant City Manager Mr. Donald J. Wirth, Director, Parks, Recreation 'Forestry Ms. Jean Ann Shulse, Superintendent of Recreation Ms. Teresa Yerly, Supervisor of Arts & Special Services Mr. Gary Silkaitis, Supervisor of Sports & Fitness Mr, Bob Dorneker, Manager, Robert Crown Complex Mrs. Athena Ames, Director, Levy Center Ms. Shellea Swan, Public Information Specialist Mr. Roche Blanchard, Director, Leisure Learning Center Mr. John Nemerovski, Recreation Leader II, Levy Center Ms. Darlene Niiges, Executive Secretary OTHERS PRESENT: Margaret Hallen, Mary Wood, Leland Basga, Mary Roberts, George Ames, Chuck Cohn, Heidi Goidfeir, Sanna Longden, Bill Hoyer. APPROVAL OF MINUTES Mr. Krasnow asked for information concerning to whom the Minutes are distributed, and suggested adoption of a procedure whereby the amended and approved version of the Minutes would be distributed, instead of distribution, as is currently done, before Board approval and amendment Discussion commenced. Mrs. DeStefano, referencing the correction in last month's Minutes of a statement in the June 19 Minutes, stated that there would be a furthe correction which she would discuss with the recording secretary the following Monday. Mr. Krasnow moved to approve the Minutes of July 17, 1986, subject to the correction which will be made on Monday. Mr. Williams seconded. Motion passed. NOTE: The correction made reads as follows in the June 19, 1986 Min- utes, under Mainstreaming the Mentally Ill, last paragraph, third sentence: "She requested budget information before even considering program planning." -2- COMMENTS FROM Mr. Basga shared his concern about dogs which run free at Lighthouse OBSERVERS Beach in the mornings and evenings, in violation of the Ordinance requiring dogs to be leashed. The Department's policy of enforcement during beach hours of operation was explained, and sugg estions concern- ing whom Mr. Basga might contact were given. Ms. Mary Roberts, a member of the Levy Advisory Committee, advocated the freedom to smoke at the Center, and noted there already existed hours of non-smoking at the Center. She suggested the issue was one in which the Recreation Department did not need to get involved. LEVY CENTER ADVISORY Ms. Shulse said that Mr. Inlow would be present at 9:00 p.m. and asked BOARD REPORT that this item be addressed at that titue. Mr. Williams urged that a business reply envelope be used for replies requested whenever possible, explaining that only those envelopes returned to the Department are charged to the Department. ROBERT CROWN CENTER Ms. Hallen reported that the Board had not met over the summer months, ADVISORY BOARD REPORT but that the first meeting after this break is set for Tuesday, September 2, 1986. TREASURER'S REPORT Mr. Krasnow stated that he had been advised by the Business Manager that total disbursements as of July 31, 1986 total $290,088.12. Mr. Williams moved adoption of the Treasurer's Report. Mr. Krasnow seconded. Motion passed. BUSINESS MANAGER'S Ms. Shulse gave the Business Manager's Report. Revenues for the fiscal REPORT year, through July 31, 1986, total $929,212, or 57.10% of the projected annual budget. Expenditures for the -ame period total $1,241,329, or 42.8% of the projected annual budget. COMPUTER UPDATE Ms. Shulse reported that the Finance Dept. received the recommendations of the Recreation Department in July. More research will be done at the request of the Finance Department, Ms. Shulse continued, and an appointment has been set up with the Assistant Finance Director for next week. Ms. Shulse estimated that the computer upgrade is approxi- mately one month behind schedule at this time. NCAA-SANCTIONEO The Board considered a request to transfer funds for the purchase of HOCKEY GOALS NCAA-sanctioned hockey goals to conform with new regulations that all nets be without base steel deflector plates. Mr. Williams noted the amount of the transfer was $1,250. Mr. Krasnow moved to accept the request to transfer this amount. Mr. Williams noted only Northwestern University plays under NCAA rules, and amended the motion that North- western be billed for the $1,250 for the goals. Discussion ensued. Mr. Dorneker noted that other rinks were providing new nets to their players. Mrs. DeStefano noted all north shore rinks are changing their goals. Mr. Williams' amended motion failed for lack of a second. The first motion was voted on. Motion to accept the request to transfer $1,250 passed with Mr. Williams voting no. Mr. Williams noted that beach token sales from Skokie amounted to $7,700, and asked for clarification as to whether that amount was re- mitted to us, or if we are to receive it at the end of the season. He reitereated his suggestion of last month that proceeds from token sales in Skokie be remitted throughout the summer. -3- PRESENTATION-- Mr. Gene Bell gave the presentation. He noted 150 young people are FELLOWSHIP OF AFRO- served in the winter program, and approximately 96 in the summer. To AMERICAN MEN (FARM) fund the summer program, FAAM has been using approximately $1100 of the money for the winter programs, a practice dr. Bell felt unable to continue. He noted the winter program is co-ed, with 6-10 girls, and summer will go co-ed this year. He asked the Board to consider funding at a higher level for next year. He said the summer program employed 16-17 coaches for the 70-90 kids in the program. He reported that do- nations had been sought, though the outcome had not been too successful. Ms. Yerly said there was money available to fund the summer program this year (from the winter allocation), but it would not be available next year. Mr. Williams noted FRAM ran a quality program. Suggestions on how to raise money were considered. Ms. Shulse noted a $12 fee is be- ing recommended for participants in the program for next year. SUPERINTENDENT'S Bob Dorneker, Manager of the Robert Crown Ice Complex, was officially REPORT welcomed. Ms. Shulse reported that the Recreation Leader position at Fleetwood-Jourdain was expected to be offered to one of 10 interviewees being seen Sept. 10 and 12, which could mean the position would be filled by October 1. Ms. Shulse said that a part-time person was pro- viding custodial service at Levy Center until an offer is made a full- time applicant following interviews Sept. 16 and 18. CDBG Ms. Shulse reminded the Board that there are no CDBG plans in the Cap- ital Improvement Plan for Recreation for the coming year. She said, however, that staff had prepared a request for CD funds for several improvements at Fleetwood-Jourdain, at the urging of the Fleetwood- Jourdain community and Advisory Board. A few items were also requested for the Robert Crown Center, though Ms. Shulse said it was unknown what the status of these requests would be. CAPITAL IMPROVEMENT Ms. Shulse noted a number of changes in the initial, staff -prepared PROGRAM lists of Capital Improvement items for 1989-91 that the Board had re- ceived. She requested the Board to give her a list of any items they felt important to include but stated that there probably will not be funding for many of those items recommended, though staff remains pre- pared and hopeful. To Mr. Williams' question, Ms. Shulse said that, if money was not available, the requested work probably would remain undone If the work was an emergency, she said the Recreation Board would have to fund the project through budget cuts, program reduction, etc. MENTAL HEALTH The Recreation Board noted the communication from Jeanne Fox, Director, BOARD RECOMMENDATIONS Mental Health Board, concerning cost estimates for mainstreaming 60 mentally ill citizens, and will discuss the item during budget meetings. COOPERATIVE YOUTH Ms. Yerly reviewed the written, formal agreement between the Recreation ARTS PROGRAM AGREE- Board and the Evanston Art Center which the Art Center will shortly MENT receive. Mr. Krasnow suggested rewording section two on page two, under Policy and Procedure, to be clearer concerning instructor dis- counts. Ms. Shulse said that an attraction to the Art Center was the use of the Recreation Department's bus, but that staff felt strongly that the Department's involvement amounted to much more than the loan of a bus. Mr. Krasnow moved to approve the Agreement incorporating the change he had noted above, or subject to Ms. Yerly receiving a let- ter of understanding concerning the change noted above. Mr. Williams seconded and the motion passed. Mr. Williams noted that 16 pages of th, -4- Department's Policy & Procedure Manual were devoted to bus services. SENIOR NUTRITION Ms. Shulse noted that the Program, housed at Fleetwood-Jourdain, is PROGRAM no longer run by Mr. Powell, but by Community Nutrition Network (CNN), a merger of public and private organizations. Ms. Shulse shared some correspondence on the Program, and said this change may impact on the lease amount from CNN for the Monday through Friday program. The amount will not be known, she continued, until assessment of what other communities receive for space, what amount was written into the grant, etc. is known. The Recreation Board recommended that Mr. Williams work with Ms. Shulse to work out the best possible dollar amount, and Mrs. DeStefano said the Board would accept the decision Mr. Williams and Ms. Shulse make. STUDY DOCKET Mr. Williams noted the items on the Docket which had been addressed this evening. He moved to recess until 9:00 p.m. at this time (8:49). The Recreation Board resumed at 9:01 p.m. LEVY ADVISORY COMMITTEE Mr. Inlow expressed concern about the status of the Levy Center's Life REPORT AND DESIGNATED Enrichmentnot-for-profit status. Ms. Shulse felt the issue was before SMOKING AREA DISCUSSION the Federal officials at this time, and said she will contact staff in the Legal Dept. for definite information. A discussion concerning utilizing the City's not -for -profit status ensued. Mr. Krasnow suq- gested getting legal advice before proceeding to utilize this status. Mr. William Hoyer of the Levy Executive Board of the Men's Club, spoke to the smoking issue. He felt certain types of installed ventilation would be inadequate to remove smoke from the Center. Mr. Inlow dis- cussed several areas that had been recommended as possible smoking areas. Mr. Hoyer felt major changes would have to be made to both the heating and air conditioning systems. Ms. Shulse suggested that the Board decide if it wishes to uphold the City code which addresses no smoking in general meeting areas in City buildings. If we wish to uphold, a decision as to where to designate smoking areas must be made. Concern was felt, she continued, for both patrons and staff. Mr. Krasnow noted the Levy Center is a different problem than gym space, since Levy is a social space where people interact constantly. Mr. Inlow said the goal is to protect non-smokers. Discussion of space alternatives ensued. Mr. Williams moved smoking be confined to the Garden Room except when food is being served. No second was forth- coming, and discussion continued. Mr. Krasnow felt hearing the views of the Advisory Committee would be helpful. Mr. Williams moved that there be no smoking at the Levy Center, which motion was not seconded. Mr. Krasnow asked to reconsider Mr. Williams' first motion, that smok- ing be confined to the Garden Room except when food is being served. It was felt the odor from smoking would remain in the room. It was felt the front foyer and hallway better, in view of Leisure Learning's classes, etc. that use the space. Mr. Krasnow moved to allow smoking in the front foyer and hallway only. Mr. Williams seconded. Mr. Inlow asked that this be allowed for a trial period. Mr. Krasnow agreed to a two -month trial period, at the end of which the Advisory Committee will report back the the Recreation Board. To the motion that smoking be allowed in the front foyer and hallway only, for a two month trial period with a report from the Advisory Committee after that, Mr. Williams and Mr. Krasnow voted yes, Mrs. DeStefano voted no. Motion carried. -5- Mr. Krasnow moved to adopt the staff recommendation on smoking at the Chandler, Fleetwood-Jourdain and Robert Crown Centers. Mr. Williams seconded. Discussion ensued concerning youth smoking in foyer areas of these centers. Ms. Shulse noted it was not expected that there would be any changes caused by the staff recommendation at these three cen- ters. Motion passed. RESEARCH PARK-- Mr. Asprooth, City Manager, addressed the Board, stating that Levy Cen- LEYY CENTER ter is within the redevelopment area and that the City has agreed the IMPACT property will be made available for redevelopment eventually. Mr. Asprooth said that title transfer of the Levy parcel of land to TOPCORP isn't felt to be imminent, and that at least six months' notice will be given before the request to transfer title. He shared the Resolu- tion (attached) the City Council will consider Monday night concerning the relocation. He said he did not wish to foreclose on the idea that the Center might remain as such within the Park as part of the cultural offerings to be housed there, or in another area within the central part of the City. He noted demand for that land may not occur soon. Mr. Asprooth felt it would not be one of the first parcels sold due to its location, size and shape. The Board expressed its concern that a comparable building would replac( the Levy Center, and discussed the building of the Chandler Center. Discussion ensued. In answer to Mrs. DeStefano's question, Mr. Asproot) said the City Council, through the Resolution it is expected it will adopt, are committed to providing an adequate, comparable facility when Levy Center eventually is relocated. he said that the intention is for the Research Park to be fully developed within 10 years. Mrs. DeStefano noted the number of projects and costs involved in up- grading the Center over the years. Mr. Asprooth agreed on its high value, and said we have a commitment to Joe Levy, Jr. to replace the facility adequately. Mr. Inlow felt Levy Center members were reconciled to a future move, but not to the uncertainty of the timing, and said they wanted to some- how be part of the decision -making process. Mr. Asprooth felt their role, as well as the Recreation Board's role, was critical. Mr. Inlow suggested a meeting between Levy members, Mr. Asprooth and Aldermen, which Mrs. DeStefano felt was a very good idea. Mr. Williams noted the Board is an advocate of recreation, not research parks, and hoped two things would happen: replacement of the Levy Cen- ter somewhere in the downtown area near transportation, and retention of the name of the Center as the Levy Center. Mr. Asprooth agreed. Mr. Williams also suggested the new center's plans contain a smoking room. Mr. Inlow said the Levy representatives appreciated Mr. Asprooth's appearance tonight and his cooperation. Mrs. DeStefano invited the Levy Center representative(s) to come to the Human Services Committee meeting, which Mr. Williams planned to attend. Mrs. Ames commented that the seniors wanted to know there will always be a Levy Center, and that it will be accessible. BUDGET POLICY AND Mr. Asprooth explained the budget process for this year. As in past PRIORITIZATION years, he said, City Council reviewed and renewed, with one adjustment, PROCESS the budget policy as well as projections for the coming year. The conclusion, given factors such as inflation rate, present non -property -6- tax revenue projection and continuation budget projections, is that expenses will exceed our revenues, necessitating either new sources of revenue or expenditure reductions. Mr. Asprooth reported City Council had requested a prioritization process be done by all Departments. Recreation, as one of those, is being asked to articulate our budget assumptions, listing programs as essential, important, etc., and then reducing the budget by 10 percent on the low priority items. Mr. Asprooth said he will not submit any option to City Council that the Recreation Board did not recommend. Predictions are that general revenue sharing would be lost next year, Mr. Asprooth stated. It is suggested to City Council to revise the budget policy to increase the property tax lavy, to moderate this problem in the coming year. Mr. Asprooth reported the anticipated CPI increase is 2.5:v. Mr. Zimmerman, Assistant City Manager, shared two charts with the Rec- reation Board that had been sent to City Council. A General Fund com- parison of current year vs. projected coming year budget was studied. On non -property tax revenues, a decrease was projected of -911. In general, Mr. Zimmerman said, these revenues are not growing and remain stagnant. The net property tax levy showed a 2.53 increase, based on the CPI, which should be very close to the actual figure. Mr. Zimmer- man said this is the lowest figure allowed in recent years under the guidelines. Expenditures, he said, are the sum of the two revenues, allowing a .3t increase in this case, or a 1.5% increase if one in- corporates the increase in property taxes mentioned above. The second chart of the Continuation Budget analysis, projected the 87-88 continu- ation budget would require a $17,466,552 property tax levy, which will not be allowed, and therefore a shortfall is projected. Mr. Asprooth noted that projections in same past years have been much more grim in July than in December because of conservative estirrites made in July. However, he said, last year's projection was very close. He explained how predictions are made, and noted since May 1 the City has had two new taxes and only limited experience with them. He noted that utility taxes are going down, telephone taxes are different since the divestiture, and the sales tax figure is questionable because of a couple of very poor months and one very good one (May), which causes uncertainty. The Board discussed the process, the budget and possible recomnendation� for budget cuts. Discussed was the excellence of our programs, the fact that more staff and equipment is needed, and the fact that children are actually turned away from full programs. Mr. Krasnow suggested tha- those programs that produce a budget surplus could not rationally be cut, and all programs would be looked at during the budget meetings. Mr. Williams commented that, 'if the present road continues to be trav- elled,"soon there will be no Recreation Department at all, and asked if the budget process could be streamlined to decrease the extraordinar: hours of staff time necessary to prepare. Mr. Asprooth noted that, as money becomes tighter, more controls, which lead to a more sophisticate( process, are necessary. Mrs. DeStefano said that the Board would be reviewing some requests to add a few options, and Mr. Asprooth said the Board is welcome to submit additional options as well as cutting options, to the Council. Mrs. DeStefano thanked Mr. Asprooth for coming. Mr. Williams moved for adjournment and the meeting was adjourned at 10:42 p.m. c Amenaea 6/ Z5/6u , 63-R-86 I'I A RESOLUTI0,1 f Concerning The Levy Senior Center and The Levy Leisure Learning Center WHEREAS, as a result of the generous gifts of Joseph and Sarah Levy, the City of Evanston Recreation Department has operated The Levy Center at 1700 Maple Avenue since 1966; and � WHEREAS, The Levy Senior Center provides essential ' recreational prograns and other services to Evanston senior citizens; and i WHEREAS, the present Levy Senior Center Facilities are j located within the area designated For development or the Evanston/Northwestern University Research Park; and WHEREAS, while it is the intention of the City of Evanston to make the land on which the present Levy Senior Center is located available for redevelopment in accordance with the Research Park Master Plan, it is also .the intention of the City of Evanston possibly to relocate The Levy Senior Center to suitable Facilities at an equally accessible location within the City or Evanston prior to such redevelopment; and WHEREAS, the City of Evanston established The Levy Leisure Learning Center at The Levy Senior Center facility in 1983; and WHEREAS, The Levy Leisure Learning Center provides a variety Iof opportunities for members of the Evanston community to learn new recreational skills; and WHEREAS, the City of Evanston may relocate The Levy Leisure Learning Center to suitable facilities prior to possible redevelopment of the present Levy Senior Center site: NOW, THEREFORF, BE IT RESOLVED by the City Council of the City ni f__nn;tnn t.li.�t: 1 ; 63-R-86 -2- I t I i 1. The City of Evanston will provide comparable replacement facilities at a suitable location within the City of Evanston for The Levy Senior Center and The Levy Leisure Learning Centrr prior to redevelopment of the prespnt Levy Senior Center site; and 2. The City Manager is hereby directed to identify such appro- priate alternative locations for The Levy Senior Center and Levy j Leisure Learning Center as may be available, to make the necessary estimates of the cost of such relocaticn, to solicit the assistance t and opinion of the Evanston Recreation board in this matter, a^,d to advise the City Council as necessary to assure that necessary provi- sions are made to relocate these programs and services prior to the • redevelopment of the present site of The Levy Senior Center. { I I Mayor I Attest• t� City Clerk Adopted: �Lc! �, 1986. EVANSTON RECREATION BOARD MEETING MINUTES September 18, 1986 Mrs. DeStefano called the meeting to order at 7:34 p.m. The meeting was held at the Chandler Center, 1028 Central Street, Evanston, IL. BOARD MEMBERS PRESENT: Mrs. Judith DeStefano, President Ms. Julie Harris, First Vice President Mr. David Williams, Second Vice President Ms. Janet Webb, Secretary BOARD MEMBERS ABSENT: Mr. Henry Krasnow, Treasurer STAFF MEMBERS PRESENT: Ms. Jean Ann Shulse, Superintendent of Recreation Mr. Gary Silkaitis, Supervisor of Sports & Fitness Ms. Teri Ozawa, Supervisor of Arts & Special Services Mr. Robert Dorneker, Director, Robert Crown Complex Mr. Kevin Wallin, Director, Chandler Center Mr. Martin Lash, Business Manager Ms. Darlene Nilges, Executive Secretary OTHERS PRESENT: Chuck Cohn, Gail Inlow, Georgette LePage, Elaine Fandell, Leila Raab. APPROVAL OF MINUTES Mr. Williams moved to approve the Recreation Board Minutes of August 21, 1986 as submitted. Ms. Harris Seconded. Motion passed. LEVY CENTER ADVISORY Mr. Inlow spoke of the concern that the Resolution passed by City BOARD REPORT Council August 25, 1986 concerning the Levy Center spoke of soliciting the assistance and opinion of the Recreation Board, but did not mention the Levy Center Advisory Board or membership. Mr. Inlow went to the Human Services Committee to suggest the inclusion of Levy representa- tion. He reported a random sample of the members showed 93.4d wanted to stay at ;he present site; 60 wanted to move, and 7% were indifferent Mr. Inlow conveyed these results to the City Manager. Mr. Inlow noted his outspoken comments at a recent budget meeting and apologised. Mr. Inlow reported that six new ads were taken out in the Newsletter, and asked Mrs. DeStefano if she would send a thank you note to the adver- tisers, which she will do. Discussion of the Resolution ensued. Copic of the Council Minutes will be sent to the Board for clarification. TREASURER'S REPORT In the absence of the Treasurer, Mr. Williams gave the Treasurer's Report which showed that total disbursements as of August 31, 1986 total $307,221.22. Mr. Williams moved adoption of the Treasurer's TA report. Ms. Webb seconded. Motion passed. BUSINESS MANAGER'S Mr. Lash reported that revenues for the fiscal year, through August 31, REPORT 1986, total $1,024,107, or 62.9% of the projected annual budget. Ex- penditures for the same period total $1,579,750, or 54.5% of projected annual budget. Mr. Williams discussed the percentages, and asked if information concerning how much certain program elements are not meeting budgeted income or, on the other hand, are not within their budgeted expenditures, could be given to the Board. Mr. Lash explained that only those program elements deviating more than 10% from expected figures are listed in the Report the Board receives. Mr. Williams aske( if actual percentages were obtainable. Ms. Shulse noted that some elements may be under -expensed as well as not meeting budgeted income, and therefore are on target. She said the Robert Crovin Cormunity Cente! is the only seriously under-revenued element, and explained this is due to magazine estimates being higher than actual figures, major staff changes, etc. Ms. Shulse noted that the budget is very tight this year and if revenues do not materialize, there may be no capital purchases. Ns. Shulse also noted that staff is being very cautious. COMPUTER UPGRADE Mr. Lash reported that references from software and hardware users had been checked, and that 90a of the information needed to make a final decision has been obtained. Mr. Williams asked how long after the de- cision would it take to implement the upgrade. Mr. Lash said that 3/1/87 was the target date. He said this is a little behind schedule, and noted the need to order equipment, install it, train staff, etc. Ms. Shulse said we are approximately two months behind on the installa- tion date, which probably would be at the beginning of 1987 . SUPERINTENDENT'S Ms. Shulse reported that installation work under the C.D.S.G. program REPORT would begin this fall at Fleetwood-Jourdain and the Cultural Annex. Sh said that the Building Maintenance Dept. would assist with some of the work in an effort to hold down costs. First interviews for the Recreation Leader II position have been com- pleted, Ms. Shulse said, with more scheduled next Monday. A decision on the custodian vacancy will be made Monday as well. Mr. Williams commented that it is safe to assume conrunity development -ponies will soon be unavailable. Ms. Shulse noted the 25-30A reduction being experienced. The Board and staff retired to the gymnasium where a demonstration of rhythmic gymnastics was enjoyed by all. SAILBOARD STORAGE Mr. Williams moved that the low bid of $3,290 from Duroweld Co. for RACK APPROVAL sailboard storage racks be approved. Ms. Webb seconded. Motion passes: MAINSTREAMING REQUEST Mrs. DeStefano invited discussion of the issue of mainstreaming the OF MENTAL HEALTH BD. mentally ill into recreational programs. The Assistant Director of Sustaining Care at Evanston Hospital, Georgette LePage, addressed the Board. She explained the Evanston Mental Health Board was requesting a subsidy for 60 Evanston residents to help mainstream. She clarified that the people in question were not physically disabled to her know- ledge, but were mentally ill. Ms. Shulse asked what functioning level the people possess, and what type challenges staff would be faced with. Ms. LePage described one case, a 40 year old woman recently moved from Ridgeville into an apartment shared with another person. This person would love involvement in Chandler or Levy in classes involving knittitl or crocheting, Ms. LePage continued, and said the woman holds a part- -3- time job at K-Mart, but is very self-conscious when moving into any group situation. She said others might live in apartments and not worm but instead "hang out" at basketball courts, etc., since they are unabl to hold jobs. Ms. Harris asked for clarification concerning the types of mental illness the Department would be dealing with. She noted that staff would need special training to deal with manic depressives, schiz ophrenics, etc. Ms. LePage said that help would be given staff to deal with these cases, and estimated that 10 people from her program could start out in a mainstreaming program at this time. Ms. LePage described a successful program, the Acorn Program, in which clients enjoyed the wholeness and group experience. She noted the basketball program with Ridgeview residents helped the men look for- ward and feel confident about themselves. To Mr. Williams' question, Ms. LePage said training would require several 2-3 hour sessions, and would be at no cost. Mrs. DeStefano suggested a joint committee be set up with Board and staff members. Mr. Williams said the Board was unanimous that, if these people are Evanston residents, they are en- titled to recreational opportunities. Mrs. DeStefano will get in touch with Ms. Fox and report back to the Board. BUDGET APPROVAL Ms. Webb moved and Ms. Harris seconded the motion that the Recreation Department budget, as presented by the Finance Committee, be approved. Discussion on the senior adult satellite clubs ensued. Ms. Shulse note that fees are presently paid directly to the Club treasurer, not to the Center or Department. She noted an option would be to have a matching fee which would be paid to the Levy Center if the Satellite Club member is not already a Levy Senior Center member. Discussion about the Sat- ellite Club at Hemenway Methodist Church followed concerning: keeping the Club at the Church or moving it to Crown Center; the possibility of the minister waiving the fee; not requiring the S21.00 Levy Center fee for Satellite Club members, etc. Ms. Webb felt Option B, concerning the matching fee noted above, was very good. Mr. Williams moved that sufficient funds be placed back in the budget to operate Hemenway Club, approximately $250O (51300 leadership and $1200 rental). Ms. Webb seconded for discussion. Mrs. DeStefano offered paying the leadership fee, but suggested the waiver of the rental fee if possible. The motio was voted on, with Mr. Williams voting aye, the rest nay. Motion failed. Ms. Webb moved to put staff costs back in the budget and discuss with the minister waiving the rental fee. Mr. Williams seconded and asked what if the Church does not waive the fee? It was suggested that in that case the $1300 could be added to allow the members to join the Levy Center. It was felt most members could get to the Center. The motion was voted on to reinstate $1287 for staff leadership. With Mr. Williams voting nay and the rest aye, the motion passed. Mrs. DeStefano said she felt option B was well thought out. Ms. Webb moved to approve option B with the change that the additional fee be paid directly to the Center the senior is affiliated with, with the exception of South Evanston, which would be paid to Levy Center. Ms. Harris seconded, and suggested standardizing the annual dues across the Board. Ms. Webb noted this would mean increasing some seniors' rates, which might cause problems, and suggested thinking about standardizatio for next year, and giving the seniors advance notice that this will be coming up for discussion. -4- Ms. Shulse clarified, stating that each Satellite Club member now pays to their Treasurer $2, $3, or $4 for parties, etc. This option would mean the same amount would be sent to the Recreation Dept. She said that thus people now paying $4 would pay $8 total, those who now pay $2 would pay $4 total, etc. Another option she suggested would be for everyone to pay the same rate, such as $3, to the Centers. Mr. William felt gaining a little over $400 might not be worth such a great effort. Discussion ensued. Upon calling for the question, that the Board would adopt Option B, that a fee of $3 will be paid to the Center the senior Is affiliated with, with the exception of South Evanston, in which case the money would go to Levy if the satellite member is not already a member of the Levy Center, the motion passed with Mr. Williams voting nay. Ms. Shulse noted that, after the deliberations on the budget this even- ing, there would be an approximate overage of $800 at the end of the process. LEVY CENTER DUES Mr. Williams moved the Levy senior citizen dues be reduced to $20 as a gesture of good will on the part of the Board to the membership, noting the loss of $650, with the expectation that 32 new members would be picked up. Ms. Webb seconded. Ms. Harris noted an extra $1.00 would not be a hardship, though the seniors felt at the public hearing that there would be an increase in membership if there was no increase in the fee. Mrs. DeStefano noted that there is a areat deal that is re- ceived for the $21.00, and felt the extra $1.00 was not an awful bur- den. Ms. Shulse noted there had not been an increase for two years. Mrs. DeStefano shared information on the background on the fee decisior made in the past. Ms. Harris noted there was no way to know if not increasing the dues would result in increased membership. The motion was then voted on. Mr. Williams and Ms. Webb voted aye; Mrs. DeStefano and Ms. Harris voted nay. Motion failed. Ms. Webb moved to approve the budget with the changes voted on this evening. Ms. Harris seconded. Discussion ensued. Ms. Shulse noted that the same problems faced by the Board last year existed this year, as outlined in the memo to the Human Services Committee, and that, with 58A of the budget based on revenues, we are still on thin ice. Mrs. DeStefano felt the Board must communicate with the Human Services Com- mittee and aldermen as a group, and stress the seriousness of the situ- ation concerning recreation in the City of Evanston. She noted that over 30 hours of decision -making went into this year's budget, and spoke of the critical need to support programs for young people. Mrs. DeStefano also thanked the entire Recreation Department staff for their hard work during budget preparation. Upon voting on the motion to approve the budget with the changes voted on this evening, the motion passed with Mr. Williams voting nay. COOPERATIVE YOUTH Ms. Ozawa updated the Board on the three issues over which the Evanston FINE ARTS PROGRAM Art Center disagrees with the Recreation Dept, proposal. They are: the proposal that the Art Center set aside $1,200 annually as an emer- gency fund for bus breakdowns; the joint administration of the Youth Fine Arts Program, instead of administration by the Art Center super- visor only; and the proposal that the bus schedule be the joint respon- sibility of the program supervisor and LLC Director, instead of the Leisure Learninq_ Center alone. Ms. Ozawa outlined the planned meeting between members of both Boards. Mrs. DeStefano said that she had had a good discussion, and noted there would be no change in staff pro- gramming, noting that the Human Services Committee had asked the Board to program as many programs as possible without duplication. Ms. Ozawa estimated between 15 and 20 children had ridden the bus last year, but noted the number of schools involved this year had doubled. Mrs. DeStefano requested information regarding where in Evanston the children were coming from, and Ms. Ozawa agreed to look up the informa- tion. Ms. Webb asked if bussing were not provided, would children not enroll in the program. Mx. Ozawa said that a number of responses from working parents indicated the children would not be able to take part in the program without the bus. Ms. Ozawa said that it is likely an agreement on the issues remaining would be reached. SENIOR NUTRITION LEASE Ms. Shulse reported that Mr. Rockemann, of the Community Nutrition Net - AGREEMENT Work, had promised to send a copy of their lease as soon as possible. Mr. Williams reviewed the fees involved in the leased space at the Fleetwood-Jourdain Center. Ms. Shulse recommended that the Board accept the lease without seeing it, for $300 per month. She said that the Legal Department would be reviewing it. Mr. Williams urged the Board to accept the Superintendent's recommendation, noting the program served a very real need. Mr. Williams moved to accept the lease for $300 per month for the lease of space at Fleetwood-Jourdain Center to Community Nutrition Network, Inc. Ms. Harris seconded. Motion passed. RESIDENCY CRITERIA Mr. Williams said he had requested a review of residency criteria, not- ing that about S50,000 for fee assistance had been budgeted this year. Discussion ensued concerning: acceptable criteria would include a tax bill, voter's registration card, driver's license, the card from the Secretary of State's Office for those who don't have a license, etc. Mr. Williams requested the issue be placed on the Study Docket. Ms. Shulse noted that some people register over the phone with Visa or Master Card, and said requiring residency proof in the sr -all percentage of cases such as this would take a great deal of staff tine and might be perceived as another level of bureaucracy for poor pecole to vet through. Mrs. DeStefano noted people are very proud, and felt close scrutiny of people would be very hard on them. Ms. Webb suggested the cure is worse than the disease. Ms. Shulse noted that if an applicatic comes in which seems questionable, investigation can be done. She felt this spot checking would only need to be done occasionally and confidentially. Ms. Harris moved to place the issue on the Study Docket. Ms. Webb seconded. Motion passed. STUDY DOCKET The Board requested that the Chandler Center item be reviewed in Octobe Ms. Shulse asked postponement until November and the Board agreed. Mrs. DeStefano asked the current status of the cross referencinq pro- ject being coordinated by Marilyn Price of the Art Center and t1s. Swan. Ms. Shulse had been told by Ms. Price that it was being worked on. Mrs. DeStefano also asked if staff were planning a cross reference for the schools to be included in Arts & Recreation. Ms. Shulse answered that only so much staff time was available for the Magazine, and noted that marketing studies show that the present layout encourages people to leaf through the entire Magazine. Mrs. DeStefano asked for a furthe reconsideration of this issue. COMMENTS FROM Mr. Williams stated he was really impressed with the rhythmic gymnastic BOARD MEMBERS exhibition seen tonight, finding it "out of this world," and said it showed the devotedness and dedication of the youth involved. Ms. Harris felt strongly that we should use the rhythmic gymnastic program and team as a logo to advertise and support the team. She suggested incorporating information on the program in the Magazine for interest. She was very glad the budqet sessions were over, and thanker the other Board members and staff for their help. She felt it impor- tant to go on to the City Council and for the Board to give all the input it could at those meetings. Mrs. De5tefano found the budget meetings successful, efficient, and heart breaking, and stressed the need to state the Board's feelings. ADJOURNMENT Mr. Williams moved to adjourn the meeting at 9:36 p.m. Ms. Webb second ed and the meeting was so adjourned. The next regularly scheduled meeting of the Evanston Recreation Board will be on Thursday, October 16, 1986 at the Robert Crown Center, 1701 Main Street, Evanston, IL. EVANSTON RECREATION BOARD MEETING MINUTES October 16, 1986 Mrs. DeStefano called the meeting to order at 7:36 p.m. The meeting was held at the Robert Crown Center, 1701 Main St., Evanston, IL. BOARD MEMBERS PRESENT: Mrs. Judith DeStefano, President Ms. Julie Harris, First Vice President Mr. David Williams, Second Vice President Mr. Henry Krasnow, Treasurer Ms. Janet Webb, Secretary STAFF MEMBERS PRESENT: Mr. Donald J. Wirth, Director, Parks, Recreation & Forestry Ms. Teri Ozawa, Supervisor of Arts & Special Services Mr. Robert Dorneker, Director, Robert Crown Complex Ms. Mamie Lee Smith, Director, Fleetwood-Jourdain Center Mr. Martin Lash, Business Manaaer Ms. Gloria Bond Cluney, Flee4. twood-Jourdain Theatre Director Ms. Darlene Nilges, Executive Secretary OTHERS PRESENT: Lou Sklamberg, Mr. and Mrs. Sol, Irving Greene, Robert Hancock, Arthur Horwitz, Harold Frazer, Ruth Carnahan, Florence Weber, Jeannette Keans, Jean London, Gail Inlow, Joe Levy, Jr., Carole Levy, Hilda McLean, Frieda Weiner, Lucille Doster, Eve Echales, Helen Marksen, Joan Para, Thomas Russell, Chuck Cohn, Mary Woods, Selma Seider, Alma Condell, Mary Mosley, Louise Rosenblum. APPROVAL OF MINUTES Ms. Harris moved and Mr. Williams seconded the motion to approve the Minutes of the previous meeting, 9/18/86, as presented. 'lotion passed. COMMENTS FROM Joan Para stated concern about the Levy Center Men's Club; pointed out OBSERVERS that, regardless of what has occurred in the past, there is need to address the issue of o�eninn thY group to wcr-er,. Hilda McLean, a Levy Center rremb-er, felt lectures with invited speakers should be open to women, since topics were of general interest. Helen Marksen spoke in favor of the Men's Club being for men only, noting her husband had been a member. Ruth Carnahan sympathized with the men, noting that women outnumbered the men and the men needed somewhere of their own. Mary Roberts had no objection with the men having a Men's Club, but felt the,/ were fable to obtain unavailahlo to the women and more interesting than what the women had recourse to. _2- Frieda Weiner, a Levy Center member over 12 years, was proud of the Center; felt men need their club; felt women should be able to partici- pate when a very good speaker was scheduled; advocated inviting women when special events were scheduled. Mary Mosley, representative of P.O.W. in Evanston, attended the meeting with the Alderman involved; said the poll was not strong against women being included in the lectures; felt it illegal to use public funds to the exclusion of women, according to City legal opinion. A discussion ensued concerning programs which were boy- or girl -exclusive. Joe Levy, Jr., said for 16 years the Center has given seniors a place to go and a reason to get up in the morning. He said several years ago men and women approached his dad to start a Men's Club. He outlined what was offered at the Center and noted the Men's Club brought a bet- ter balance to the Center. He cited Section 5, 103-B of the Human Rights Act and said it was not clear the existence of a Men's Club is illegal. He urged the Recreation Board to know the regulations per- taining to the issue. To Mr. Krasnow's question, Mr. Levy said the Levy Center crew out of the student union donated to the City of Evan- ston in 1966. It was felt by 1970 that a better use of the building_ was for seniors. Jean Londcn, a dauchter of '.Ir. Levy, Sr., said the mot :,r LOehind the Men's Club was to bring more men into the Center. Florence deter, who had worked with Mr. Levy, Sr., said tha,_ Mr. Levy, Sr. definitely wanted the t'en's Club to be for men. LEVY CENTER ADVISORY Mr. Inlow apologized to the Recreation Board for being out of order the BOARD REPORT previous month. He noted two controversial issues: the Men's Club and the relocation of the Center. Mr. Inlow asked Don Wirth to head an investigative committee to explore where the new Center might be locat- ed. Mr. Inlow outlined the smoking issue and felt concentrating the smoke near the washrooms made the situation worse. He noted the present smokina area was only a conditional solution for two months, with re- view of the matter at the end of that time. Mr. Inlow shared details of a letter the Levy Advisory Ecard will send to the Human Services Corrrit_ee regarding the Levy Center- dues increase and withdra,.4al of the Hemenway rental fee. The letter states that, in the opinion of the Advisory Board, the seniors were losing_ the battle of inflation. Mr. Inlcw outlined the dues increases over the past five years. He noted a loss of membership which rray cr ray not be due to these increases. The letter asl_rd the Human Services Ccr"_ittee not to approve the increase and Hernenway rental fee t'r. Inle:r asked that a possible reduction in fees for Levy Center rr,e^fibers be explored. The letter, he continued, will be mailed tomorrow. Jeannette Keans noted that several thousand dollars from the Life En- richment Fund had been spent to upgrade the library to attract new members, and felt the dues increase may offset some of these efforts. ROBERT CROWN CENTER Mary Woods noted the annual Robert Crown Center Flea Market will be ADVISORY BOARD REPORT November Q frori 9 a.m. to 5 p.m. All 96 tables have been sold, and there is a waiting list. To Mrs. DeStefano's question, Ms. Woods said Mr. Block i`, doing well. 5911 TREASURER'S REPORT Mr. Krasnow said he had been advised by the Business Manager that total disbursements as of September 30, 1986 total $194,138.91. BUSINESS MANAGER'S Mr. Lash gave the Business Manager's Report, which showed revenues for REPORT. the fiscal year, through September 30, 1986, totalling $1,144,914, or 70.7 of the projected annual budget. Expenditures for the same period total $1,810,668, or 62.5; of the projected annual budget. Mr. Williarn- asked for clarification of some elements not meeting budoeted income. Ms. Ozawa said that Fleetwood Theatre's major subscription sales are just now going on, and noted the Levy Center is down in membership, and staff is phoning past members at the present time. Mr. Oorneker noted an overprojection on ice rentals in the spring and surr^er, and said lack of a pro shop caused a loss on one month's rental. Mr. Williams shared his concern, noting only four months remained of the fiscal year. Mr. Wirth agreed with Mr. Williams, but noted that every year at this time there is the same concern, and felt comparison must be made with the previous year. Mr. Wirth said that in many instances the under- revenued elements also will show under- expenditures. Mr. Wirth report- ed that staff was preparing recommendations on possible adjustments if they should prove necessary, and noted that every year the Beard is faced with very tight revenue figures. EVANSTON TENNIS Tom Russell, President of this volunteer group, gave a presentation. ASSOCIATION He said that Evanston Tennis Association promoted leisure tennis. and organizEe and prc-oted fine tournaments each year. He noted the croup contributes some money to the Fourth of July Association, and sponsors 12 teams. He thanked Gary Silkaitis for his support of the Association A discussion ensued on the Tennis Excellence program. which tars. DeStefano noted had been a dynamic program. Mir. Russell said there was a great deal of interest in the program. SUPERINTENDENT'S Ms. Ozawa cave the Superintendent's Report in place of Ms. Shulse. She REPORT stated that Michael Murray will start Monday at Levy Center as the nerr custodian, and that Fleeto od-Jourdain Center's Recreation Leader posi- tion will be re -advertised around the midwest at colleges, in ne-as- papers and at the national conference. The Chandler position was pub- licized, she continued, and over 70 applications were received. Inter- views for the job will take place Nov. 5 and 6. Ms. Oza%ga re^crted that a meeting will tame place on Monday, Oct. 20 with the Pastor and Administrative Council President of Hemenway Church to share informatic and explore budget options. Ms. Ozawa noted that sane changes in the wording of the Corr -.unity Nutrition Network contract were recommended by Legal and Sar"ety, and that the Board would receive more information on this item involving leased space at Fleetwood-Jourdain at a later date. FLEETWOOD-JOURDAIN Gloria Bond Clur.ey, Artistic Director of the Theatre, presented a slidF THEATRE PRESENTATION show outlining what the Theatre has done in the past and its current offerings. She gave a history of the plays and their imrortance to the corrrrunity and to seniors. She noted improvements to the space due to CDBG grants and the work of the Recreation Department and Board. The concept of unity was stressed, Ms. Bond Cluney continued. She ex- plained how the goal to increase attendance was being addressed with an Opening Plighter's Club, group subscription program and the general subscription drive. Mrs. DeStefano noted the Theatre was fabulous, ant: felt car arrangements could be made to reach out to everyone in the community to be ahle to secs it. ShFl noted a Levy trip might be plann,:' to this beautiful facility. -4- NON-RESIDENT FEE Due to the number of requests from non-residents to participate in POLICY, SPECIAL Special Recreation programs, coupled with a decrease in specialized RECREATION staff and volunteers, a nonresident fee policy was being requested for consideration. Staff recommended a two -fold policy: that residents have priority in Special Recreation programs, with non-residents being able to participate with approval after staff determines resources are available; and that a non-resident fee of 300% be assessed. Ms. Ozawa noted that, with present staff members, an increase in participants could not be accommodated, and said a 1:1 or 1:2 staff ratio was very costly. A representative of Park School requested an extension for those who participated from the Evanston -Skokie border area, and noted an increase would be a hardship for those families. She requested the extension be until 7/1/87. Discussion ensued from which it was noted: - the proposed policy would presently only effect seven participants; the program is currently filled; there were no plans to hire new staff, and qualified staff was difficult to find; the program currently adequately served the Evanston residents. Ms. Ozawa explained other special rec- reation facilities charged from 100 to 500', for non-resident fees. Ms. Webb moved to accept the policy outlined for new applicants only, exempting the seven non-residents currently in the program who would be charged the present fees. M.r. Williams seconded and the motion passed. It was noted an addition to the Ace9da this evening_ would be an update on the lane conditions by Mr. Wirth. LEVY SENIOR CENTER Mr. Arthur Horvitz, a representative of the Levy Center Men's Club, out- MEN'S CLUB lined recent events. he recounted Alderman P.aden's address of OctoberC to the flen's Ciub, which addressed the issue of excluding woven from the Club instead of the subject which was to have been reported on. He noted that a photocrapher and reporter also were at this meeting, as well as a N.O.W. re;resentative and a document containing the opinion of the Legal Department. He felt that Alderman Paden had heard the opinion of Mrs. McLean only, and did not get the input from the men, which led to a negative article in the Evanston Review. Mr. Horwitz noted that women have been welcome on Thursday morninas for 9 or 10 vears; that women were invited to the movie and bridge club; that the Men's Club contributed financially; that the only times the men were requesting for themselves was one hour on Monday and two to three hours on Wednesday; that the men did not feel themselves to be an exclusive croup; and that the men felt they had no rights and that this was reverse di-scrimination. Mrs. Hilda tnA t she felt i''r. "�?",!'. t7' S cS r"ents were ver' unfair and a cersvral atzaez: on her. A Levy Center member and 30+ year resident stated that Joe Levy, Sr. set up the Club for ren; noted the generous invitational program; did not like people going behind the men's backs to City Council, the ne+•rs- papers, etc. Mr. Wirth explained, in response to Mr. Y,rasnow's question, that it was felt around 1977 that there were not enough older men at the Levy Cen- ter (there were about 30 men there at the time), and that fir. Levy, Sr. put up resources from the Foundation for a ,Men's Section of the build- ing. rrm- tF;i , hociirrting 1 is n':; dull ;ra fora,, J. VT. Mirth -,lid th;- staff, seniors, the Pecreation Board and Fir. Levy, Sr. all worked to form the [len's Club. -5- Mr. Krasnow raised the question of how the by-laws could be changed if they had been created by the Men's Club, and asked if the Recreation Department gives money to the Club. Mr. Wirth explained that Mr. Levy gave money for the building's shell and equipment in the shell. The Recreation Dept. put up partitions, etc., but said the Recreation Dept. does not give money directly to the Men's Club. Discussion on the two programs for women (physical activity class and discussion group) ensued. The only other club was the Golden Years' Club, and Mrs. Ames noted this Club had only a few male members. It was noted there are 50-60 active Men's Club members out of approximately 700 Levy Center members, approximately 250 of whom are men. Discussion continued, in which it was noted: a coordinator arranges for the Men's Club speakers; the Men's Club members pay only the Center dues, not a Men's Club dues; some members also obtain speakers for the group. Mrs. Ames explained, in answer to Ms. Webb's question, that the women's exercise group and discussion group were open to men, but men do not participate in them. Mr. Abramson stated the ren were not told they could cone. Mr. Williams felt the legal opinion raised more questions than it an- swered, and noted if the Board accepts this opinion, the t_:-laws would have to be changed. He said Section 5, 103-6 of the Illinois Huran Rights Act Mould have to be investigated. The feasibility: of asking the Legal Dept. to do this, versus getting a second aPOOn was debated. Discussion, of the 1/13/77 amendment as well as the 11/30/70 covenant ensued. The question of whether the building rust stand until 1990, as outlined in the agreement, and whether selling before that date woul. put the City in jeopardy, was discusses.'. Mr. Williams asked all to sit down and reason together on the issues of the Nen's Club arc; smoking in the Center. Mr. Inlow raised the question of eminent domain in the issue of the selling the building before 1990. The difference between the Men's Club issue and the theatre program at Fleetwood-lourdain was discussed. It was noted that several legal opinions might be obtainer', and all might be different. Ms. Webb suggested the Club function as at present with the stipulation that all members can participate in tree lectures, until the Board can reach a conclusion about the issue. She felt an invitation could be issued to Center members, includino rye^, who were not Men's Club members. An audience member said any gran who joins the Levy Center autor.atically is a member of the On's Club. Mr. Horwitz said the Club already issues invit3.io"s. ":. Ott: sug- gested iSSWing Q— 01 invitations. Mrs. VStefanv felt i' would not P viable to pay for an outside second opinion, and sugge iel that extend- ing invitations during lectures would be an option. tlr. Horwitz was asked to go back and discuss these issues with the other men, without the press and aldermen involved. It was suggested Article Three might be changed to read "person" instead of "vale." Section Five was share, with the Board by Mr. levy, Jr., who stated he felt strongly that men were entitled to two hours a week exclusively for them. Mrs. DeStefano noted women wanted high -quality speakers. Ms. Webb suggested the women should request and obtain such speakers if that's what they want. K . Wehb shared her perspective as a Black woman, and said she had ver, ;tr unq feelings that programs should he equitable ant! that invitations should he extended to others to hear the speakers, Mrs. DeStefano said Joe Levy, Sr., had created the Men's Club as a special place so male memberships would increase, and agreed with the feeling that a couple of hours a %seek for men was not too much to ask. Ms. Webb made the motion that, until further opinion is received, the Men's Club will function as a men's club, and will issue invitations to interested people; and that women will go to their coordinator to request speakers; and the men will invite women to those lectures the men feel will be interesting or that women express an interest in; and that the integrity of the Men's Club not be destroyed. The motion was re -read to the Board, and Mr. Williams seconded for discussion. Dis- cussion followed, with the points being: it was not felt that a motio! was required, but instead that the people in the room tonight should go back and discuss the issue to ;et a sense of what the membership thinks; it was felt the Board should not speak for the Men's Club participants. Upon calling for the question, Ms. Webb voted aye, the rest nay. motion failed. f-ir. Williams asked Mr. Hongitz to talk about Ms. Webb's suggestion with the members, and get back to the Board after that opportunity. Ctrs. DeStefano said the Board would discuss the issue at the November Board meeting, and 11r. Hon-iitz agreec The Board recessed for a fe-o minutes at this point. LAKEFRONT UPDATE The Board reconvened at 10:04 to he:,r Mir. r,'irth's update, in which he reported that, although lakefront beaches presently are not in dancer, September lake levels continue rising, and devastating storms could darwge the beaches. Mr. Wirth reported that City Council would be considering a request for rip rap at Lighthouse and Der^pster St. beaches. t'.r. '.girth updated the Board on the rehab mea-ILtncs for the two lakefront buildings. Discussion of the feasibility of having a concessionaire which could offer refreshments so that people could sit at park tables and enjoy the view at the lagoon building ensued. It was noted that, due to the relatively small size of the parr and the high concentration of people, adding another use to the area viculd add to the confusion and congestion. Mr. Mirth reported that Requests for Proposals would be sought from outside consultant; to solve the moisture pratiem in the P,obert Crown Center's auditorium floor. He noted the problem has existed since the facility was constructed in 1974,'and that we are now patchine and replacing parts of the flooring as necessary. i'r. girth explained why the problem exists, noting the solution would not be easy. Mr. Williams noted the Center is built on what used to be Eecker's Pond. Mr. Mirth announc-_d the dedication of T-1iars P.ir,thi; and noted that resolution would be prerared for t c' Lt1 i i C CCt SiGer3tiC at the November meeting honoring Dick Art, who had recently died. COOPERATIVE YOUTH FINE Ms. Ozawa noted that an agreement has been made with tho Arts Center ARTS PROGRAM and outlined how the bussing issue was resolved. She noted the Arts Center will be unable to continue the youth program after this session. The Recreation Department will develop ideas for an Arts Program for Youth separately. -7- LEVY ADVISORY COMMITTEE Ms. Ozawa reported that the State has approved the non-profit corpora - LIFE ENRICHMENT FUND tion status, as Ms. Shulse had outlined last month. The tax exempt FOLLOW-UP designation was yet to be received from the Federal government, That might take six months, she continued. STUDY DOCKET Mr. Krasnow suggested that the smoking issue at the Levy Center be discussed next month, and further suggested that the Advisory Board at Lavy recommend a solution. Asked about the docket item concerning relocation of the Levy Center, Mr. Wirth explained that Mr. Asprooth's intent on setting up a prelim- inary greeting is an effort to set forth planning and to Generate preliminary information on the three to four sites that ray be avail- able so t^a:. the Recreation Board and Advisory Board might revie.i, add to, reject, etc. Mr. Wirth has been asked to gather this informa- tion. To Nr. William's question, Mr. ',firth said the preliminary list thus far contains some existing buildings and at least one vacant site. COMMENTS FROM Mr. Krasnow said that, if the Board rotation schedule which occurs in BOARD MEMBERS December will place himself in the position of President, he did not Know if he could serve in that capacity due to time constraints. Fe felt tnat announcing this now would allcvj the Eoard tire to rake some other provision before the December elections. Ms. Webb said that the presentation on the Fleetwood-Jourdain Theatre was very well prepared, educational and enjoyable, and noted the good work that is being done there. It was noted that Gloria Bond Cluney will receive the Ma;'cr's Arts Award for the Evanston resident who has made an artistic contribution. the award will be bestowed at Northwestern University's Steiger Hall on October 26, and tickets cost $5.00. Mrs. DeStefano suggested that Board members attend the Twiggs Park dedication if possible. ADJOURNMENT Ms. Webb moved and Mr. Krasnc,ri seconded the T-oticn t: .;rn the meeting, and the Recreation Board greeting was so adjourned at 10:31 p.r The next greeting of the Evanston Recreation Board will be Thursday, November 13 at 7:30 p.m. at the Fleetwood-Jourdain Center, 1655 Foster, Evanston. EVANSTON RECREATION BOARD MEETING . MINUTES November 13, 1986 Mrs. DeStefano called the meeting to order at 7:33 p.m. The meeting was held at the Fleetwood-Jourdain Center, 1655 Foster, Evanston, IL. BOARD MEMBERS PRESENT: Mrs. Judith DeStefano, President Ms. Julie Harris, First Vice President Mr. David Williams, Second Vice President Mr. Henry Krasnow, Treasurer Ms. Janet Webb, Secretary STAFF MEMBERS PRESENT: Mr. Donald J. Wirth, Director, Parks, Recreation & Forestry Ms. Jean Ann Shulse, Superintendent of Recreation Ms. Teri Ozawa, Supervisor of Arts & Special Services Mr. Robert Dorneker, Director, Robert Crown Complex Ms. Mamie Smith, Director, Fleetwood-Jourdain Center Mr. Kevin Wallin, Director, Chandler Community Center Ms. Athena Arles, Director, Levy Senior Center Ms. Shellea Swan, Public Information Specialist Mr. Martin Lash, Business Manager Ms. Darlene Nilges, Executive Secretary OTHERS PRESENT: Bernadette DiVico, Joan Colen, Robert Hancock, Arthur Horwitz, Hilda McLean, Cory Crock, Harry Smith, K. R. Mount, Bertha Mount, Chuck Cohn, .Bruno Trouille, Sarah Krause, Bo Price, Stephen Lee Staples, Leila Raab. APPROVAL OF MINUTES Mr. Williams moved to approve the Minutes of the previous meeting of 10/16/86 with the minor correction that his World Series prediction of last month that the Mets would win be included. It was noted Mr. Williams has been right eight of the last nine times. Fir. Krasnow seconded the motion. Motion passed. COMMENTS FROM Mr. Bruno Trouille, coach and President of the Pele Stars Soccer Club, OBSERVERS thanked the Recreation Board and staff for their support, and said the Club's Board wished to begin a cooperative to coordinate activities and facilities. Firs. DeStefano concurred wit.: Nr. Trouille suggestion that this item be on the Agenda for Decerlber, sugcested he speak to Mr. Silkaitis and 11s. Austin, and Doted that the coming winter months could be used to prepare for the beginning of the spring season. Ms. Joan Colen, an Evanston resident and a representative of the North Shore chapter of N.O.W., addressed the Board about the Levy Senior Center's Flen's Club. She stated the following views: that a policy should be set forth to stop discrimination against %gomen; that the speaker's program he made separate from the 1' on's Club and be supporte- bjr Of' uj;C011lirrr) SpOdker'S; th,1L h'1L r110110' Sllt_iU]d 110L be spent on a p r•ograw which excludes, women. -2- Leila Raab, PTA Council Recreation Liaison, spoke of the importance of sports team programs for third grade through middle school youth. She read a communication to the Human Services Committee in favor of the school -based team sports provided by the Recreation Dept., and outlin- ing the many benefits derived therefrom. She stated the PTA's desire to work in conjunction with the Recreation Board. Mrs. DeStefano asked for a copy of the communication mentioned above. At this point, Ms. Webb arrived. LEVY CENTER ADVISORY Mr. Williams asked clarification of the attendance requirements for re - COMMITTEE maining on the Levy Advisory Committee. Ms. Ames explained that three unexcused absences were deemed to show lack of interest, according to present by-laws. Mr. Williams requested information on who determines excuse or non -excuse of absences, as well as a copy of a letter from Mr. Howell. He noted a letter from Mr. Inlow was referred to as "Per- sonal" and therefore was unavailable. He stressed the need for fair- ness across the board. Mrs. DeStefano noted a letter from Mrs. McLean requesting a date for a meeting to discuss women's programs at the Levy Center. Mrs. Ames reported a time on Wednesday, Dec. 3 has been arranged for Mrs. McLean to meet with staff. Mrs. DeStefano said she also wanted to attend and was not available on the third, and asked that the meeting be resched- uled. Mr. Williams noted the very good turnout at the Robert Crown Flea Rarket held recently. TREASURER'S REPORT Mr. Krasnow stated that he had been advised by the Business Manager that total disbursements as of October 31, 1986 total $243,154.08. BUSINESS MANAGER'S Mr. Lash gave the Business Manager's Report which showed revenues for REPORT the fiscal year, through October 31, 1986, to total $1,216,621, or 74.810' of the projected annual budget. Expenditures for the same period total $2,069,613, or 71.5% of the projected annual budget. LEVY CENTER MEN'S Mr. Horwitz, a Men's Club member, asked if the Recreation Board had CLUB MEMBERSHIP received a legal opinion on the Nen's Club issue. Mrs. DeStefano explained that, through a misunderstanding about the d::e date, the legal opinion would not be completed until the following week. Mr. Horwitz thanked the Board for listening to the men's side of the issue. DESIGNATED SMOKING Mr. Krasnow noted he had asked that the Advisory Committee recommend a AREA --LEVY SENIOR solution to this issue, and that no one from the Board was present. CENTER recent survey was studied, which showed that the Advisory Committee voted 7 to 2 with one abstention to recommend the front hallway remain the smoking area, and a majority of the members of the Levy Center whc voted also preferred that area in a recent survey. LEVY FAMILY CONTRI- The generous offer by Mr. Joe Levy and Jean London to pay the addition- BUTION al $1.00 fee increase for Levy Senior Center memberships in '87-188 was announced. Mrs. DeStefano suggested that she and Ms. Shuise write a thank -you letter to the Levy family. Mr. Krasnow moved to accept this generous contribution, and that the President be authorized to write a letter conveying appreciation. Ms. Webb seconding, the motion was unanimously approved. -3- Mr. Williams asked how payment'wouid be handled, and Ms. Shulse ex- plained the contribution will be received by December 31 and placed in a City reserve account until after March 1, 1987, when it will be credited to the Levy Center. The Affiliated Group Presentation was postponed until later in the evening. SUPERINTENDENT'S REPORT Ms. Shulse announced that the Recreation Department would be sharing an Arbor Day Award with the Parks Department, and would be honored at the I.P.R.A. convention in Peoria. Ms. Shulse reported a clerical opening at the Levy Center, and said staff is holding the position open with the use of temporary clerical support. An offer has been made for the Recreation Leader II position at Chandler Center, Ms. Shulse continued, and a response is expected tomorrow. Interviews were tentatively set for the Recreation Leader position at Fleetwood-Jourdain for next week; however, since many out- of-town applicants may have difficulty booking flights, some reschedul- ing may have to be done. PRESENTATION ON ADULT Larry Stringer, Recreation Leader II at Fleetwood-Jourdain, gave a AND YOUTH SPORTS presentation on the adult and youth sports offered at the Center. He outlined the specifically designed programs for all acres/skill levels, spoke about the affiliated organizations which assisted in fundraising, scholarships and volunteering, and said the FARM basketball league is the best in the City. He noted the drop -in gym, although cancelled last fall, will again be offered this spring. CHANDLER CENTER Advisory Board member Cory Crock introduced member Harry Smith, who EXPANSION went over the list of programs offered at the Chandler Center, many of which reach maximum capacity. He reported that the Center is used from 5:45 a.m. until 11:00 p.m. He asked the Recreation Beard to give the Chandler Advisory Board further direction concerning the expansion issue. The Recreation Board discussed some of the history of the issue, in- cluding an Aug. 31, 1984 memo to the Human Services Committee; the pursuit of private donations, which was not successful; and the fact that the issue has not yet been placed on the Agenda of the Human Services Committee. Mr. Williams asked, as Chairman of the Facilities Ccrrnittee, that the Chandler Center Expansion be placed on the Human Services Committee Agenda. Ms. Shulse felt the Huran Services Committee was awaiting a recor—,<endation, and felt the present time would be appropriate to make one. Discussion continued, with Mr. Wirth noting the City is currently up- dating its Capital Improvement Program, which will go to the City Manager in the near future. Although the City is facing a very tight budget, he continued, this item should be taken to the Human Services Committee. Mr. Williams moved the Recreation Board resolve to advise the Human Services Committee that the Board advocates expansion of the Chandler Center. Mr. K-dSTlpw seconded, adding that, if the Chandler community -4- _wants this expansion, they must realize that it is the Aldermen who' ultimately make the decision, and stressed the importance of communi- catino with the Aldermen. Mr. Krasnow asked that the members of City Council be provided a set of reasons and justifications for the expan- sion .• Mrs. DeStefano said the Chandler Advisory Board is being asked to form a group of people to write to their Aldermen about the issue, and asked the Advisory Board and all others involved to appear at the Human Services Committee meeting when the issue is scheduled. Upon calling for the question, the motion to advocate expansion was unani- mously approved. Firs. DeStefano asked Ms. Shulse to set up a meeting date. A parent of a rhythmic gymnast at Chandler noted the gymnasts only rehearse at Chandler once a week, and that they rent space for the other rehearsals. She hoped very much that the program could remain at Chandler. Discussion of the open gym program ensued. Mr. Wallin also not-2d another- rhythmic gymnastic coach had been found, and said Chandler already has the number one team in the country. AFFILIATED GROUP Ms. Fisher, representing the Friends of Fleetwood-Jourdain, reported PRESENTATION: FRIENDS that additional renovation at the Theatre is being done now, with re - OF FLEETWOOD-JOURDAIN painting dnd work on the box office. She said the goal is to have a marquee to advertise the Theatre to the community and the public. She mentioned the Champagne Sip with the Mayor and Recreation Board this Saturday before the current play, Steal Away. The annual Martin Luther King dinner will be next Jan. 1. fis.'F7 hs er discussed whether the "Friends" would be applying for not-fer-profit status, and noted Mr. Zendell's presentation to the group. Ms. Shulse said the status is similar to the Life Enrichment Fund, and noted such status would allow for application for grants which would be very helpful. Everyone was invited to come on Saturday, and Ms. Shulse noted a sell- out of one performance to the Rotary Club. BUDGET UPDATE Ms. Shulse reported on the '86-'87 budget, saying that generally staff made good projections, but that figures will be very tight. Ms. Shulse noted individual elements which are over -expensed or under revenue, and explained in each case what the cause was. Among the elements are: Business & Fiscal Mgmt., because of a larger number of scholarships granted; Robert Crown Center, because of staff changes and projections based on the magazine's advertising of programs being too optimistic (though this amount was offset by the beach revenue, Ms. Shulse said); Chandler's work-study student cost increases; Leisure Learning's decreased enrollment in the folk dance class because of dissatisfaction with the concrete floor. (Ms. Shulse e{ lained that staff continues to work to meet the dance group's re,u r :tnts for a wooden floor, though alternate space has not been found.) She went on to explain Church St. Boat Ramp permits revenue fell short because of permit fee increases. James Hill expenses would be unknown until it snows, she continued. Ms. Shulse said that all together the end of year budget expenditures are projected to exceed budgeted revenues by $3,000. A major adjust- ment in the budget will be to cut out part-time clerical staff and not hire immediately at the Levy Center. Some capital equipment and major items will not be ordered for the remainder of this fiscal year. Other alternatives would be to not open James Park or the ice rinks, M-,. Strul;e sail. H.C. t:r',I�AIOW n.nved to acce{)t Llre G,1an not to dire part- tirre clerical staff a; a tray to make up the shortfall. Ms. Webb seconded. Motion passed. -5- Mrs. DeStefano inquired about the feasibility of cross -listing Recrea- tion programs by the schools in which the programs are held. Ms. Swan noted that last-minute changes in the instructor, time, etc. makes such cross -listings incorrect in many cases, which is aggravating for those who wish to enroll. Ms. Shulse noted that if the dates origin- ally planned for could be honored by the schools, cross -listing might be feasible. Ms. Raab said she would bring this information back to the PTA's. Ms. Shulse mentioned an upcoming meeting she will have witr- PTA presidents, and hoped such meetings will be an ongoing event. Ms. Webb suggested coaches and teachers be contacted during the aca- demic year, since it is difficult to reach them in August. She also suggested offering unique programs which were not duplicated by the schools. Mr. Williams recommended abandoning program-s that were not successful. Ms, Shulse noted the MLL report recommended one team sport per season be offered, until the high school picks up the program. Discussion continued, with the following points: that high school officials have said the intramural program at the high school will expand; that the Department be more innovative and offer things like fencing, archery, etc.; that the FAAM middle school girls' basketball program has 20 girls ready to go and 8-10 coaches at various school locations, and is an integrated program of benefit to all children. Mr. Cohn and the Board discussed the basketball program in February (a tournament). Ms. Webb noted a problem with girls' program is trans- portation after dark for practice. Mr. Cohn suggested PTA represen- tatives get information from FARM first so they can motivate and initiate things for a successful program. PROCEDURE TO DISTRI- Ms. Shulse clarified that for many years the Recreation Board Minutes BUTE MINUTES were sent out to the Aldermen and interested citizens before the next meeting took place, and that a few months aoo the Board asked staff to hold the Minutes until the next Board meeting for any corrections. Ms. Shulse suggested, because of a number of calls from citizens, that distribution resume as in the past. Mr. Krasnow moved that the Min- utes be distributed to the Board three working days before they go out to Aldermen and citizens, and that the Board members will communicate suggested changes to the recording secretary who will note them on the Minutes before they are sent to others. "rs. DeStefano requested that the Minutes be received earlier in the month, and asked that the recordinv secretary and lair. Wirth work something out. Mr. Wirth said that they would try to comply, but because of other work, and budget cuts affecting clerical staff, staff may not be able to send out Min- utes earlier some months. Mr. Krasnow noted the motion is to wait three days before distributing Minutes to the Aldermen. Discussion continued, with the following points: that most organizations do not send out amended :Minutes, but approve and ameracLl tnum at the next meet- ing; that in the past 18 months, the Board's Mlinutes had only three • changes and one spelling error. Mr. Krasnow's motion failed for lack of a second. Ms. Webb moved that the Minutes be sent out in a timely fashion before the next meeting, and corrections, if any, would be referenced in the Minutes of the next monthly meeting. Motion seconded. Ms. Shulse noted that the Recreation Board Minutes are among the most comprehen- sive. She suggested, if there is a need to get the Minutes out sooner Minutes could be briefer and not documentary in form. Upon calling for the question, r,.otion passed. -1'- LEVY SENIOR CENTER Mr. Williams said that he submitted the name of Mr. Bob Romano with ADVISORY BOARD great pleasure as a candidate for the Levy Advisory�Board. Mr. NOMINATION Williams noted Mr. Romano's dedication. Mr. �;rasnow seconded the motion to accept Mr. Romano as a member of the Levy Advisory Board, and the motion passed. RESOLUTION-- Mr. Williams submitted a Resolution for the late Richard C. Art (see RICHARD ART attached Resolution). Mr. Williams read the proposed Resolution, whit: resolved that Mr. Art's endeavors be brought before the Evanston com- munity and a copy become part of the Minutes of this Board. Mr. Williams moved adoption, Mr. Krasnow seconded, motion ;,a-sed unanimous' DIRECTOR'S REPORT Mr. Wirth reported there would be a review by the Preservation Com- mittee's Technical Review Subcommittee of the lakefront building reno- vation next Tuesday at 7:00. Board members were invited to attend, an: Mr. Williams suggested a meeting concerning the renovation with Mr. Williams and other interested Board members be planned. Mr. Wirth als reported he had received notice of a $145,000 grant for the Church St. ramp parking lot. Construction would begin next fail to pave, light, and landscape the area. He noted no parkland will be involved, just that area currently used for parking. Vr. Wirth said pilings will be placed at the middle pier of the power boat ramp, and invited Board members to an informational meeting for riparian property owners with consultants on shore protection techniq-les. Mr. Wirth commented abou- the three CD projects at Fleetwood-Jourdain. He said that there is a proposed project in its embryonic stage of development to place a har- bour along the sanitary canal. The Metropolitan Sanitary District anc Corps of Engineers will keep the City advised, though completion, if it occurs, may take years. The Board may be asked at some future time to express a position on the item. STUDY DOCKET Mr. Williams moved the Levy Senior Center Smoking Issue be removed frc the Docket. Ms. Webb seconded and motion passed. Mr. Lash reported that the City Council approved purchase of the hardware and software for the Computer Upgrade, Purchase Orders were mailed, and delivery is expected in early January. The Board recommended deletion of Inter - Agency Cooperative Planning because of lack of interest of other agencies. Mrs. DeStefano noted a meeting on mainstreaming mentally it was postponed until after budget planning. 1;s. Shulse asked what in- formation the Board required in order to study the Residency Require- ment for Fee Assistance. Mr. Williams asked for clear guidelines con- cerning what composed the definition of an Evanston resident. COMMENTS FROM BOARD Mrs. DeStefano announced that Mr. Krasnow had accepted candicacy for MEMBERS the President of the Recreation Board when elections are held in Dec. She mentioned a letter from Ms. McLean reques'ir,, until legal opinior is obtained, that speakers be posted at the Levy Center. firs. DeStefa will request this of the Men's Club as a personal request. firs. DeStefano spoke of the meeting on alcohol in the parks which will be held with Chief Logan, and invited other Board members to attend. Mr. Williams agreed to go. Mrs. DeStefano reported that the Twiggs Park dedication was a wonderful experience and the Drum and Bugle Carps' performance was great. ADJOURNMENT Ms. Webb moved and Mr. Krasnow seconded the motion to adjourn the Rec- reation Board meeting, motion passed, and the meeting adjourned at 9:35 p.n. The next regularly scheduled meeting of the Evanston Recreation Board will be on Thursday, Dec. 13, 1986 at the Levy Senior Center, 1700 Maple, Evanston, IL at 7:30 p.m. IIt:SOL111'1(IN WIIt:R A.>, ,I: ch:vLct C. A&t 6mi,1114ILC('II tiled ell4l'AVV.d CIA (t inellibut. on, .iflc'. t.vr11151v11 Rechetl.Livll VOc.v1d 41tutn 1968 -to I917, 4C/tv.6l!J W, I.)AC.6•[.1 eItt: .ill 1'17: -1•f, tUlti (VI1('1.0 V;, KicIrtvtd C. AItt: had all fill Ytcetlilirl Cullipa544ull 6M tufltt.0 he b(!C .Cvt'tf .tu iW .14(jilt ([$III :1aVC 1)6 11,i5 •LL:IIIC tiltSCC'.ZflCY; ttklb Ctlltihil Mid 6uIL(f111,i11Ilt, told 1tI1IEI,T&S,' 1Lix..IItuid C. 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Mt ILkts VUL1 at_Li.VC d11 -tflC Cvtlltbtult t;uY SCUILU5 I'Uh OVOL 30 YVII LS, 101d kIHIA"'CA.';, KL'Cltttrttl C. 1VLt 011L' U6 •(hc CC(Itfiltg 6U)tc(.5 U6 .tftl' tleveCUl`I111'.i1(. u(I .01C Vwl fc L).1,;atll.zsl-C4L'C•11 11111b"mcca (YOU), tuld 1011.11AS, I;it'I1,1.'id C. Vt.t tlkO II0110 Cd UJ a-file/L RCCACtt Uu1[ i;UILAd VIClltUUt•5 .6t I'11-I (U,'L ILL'S tIc Ltit :ii f C�11, .iJItCIt5•i-(y Lultl IzlluttJCCLI�t aIl•LCi,(/; IJOV 1RKI-FORE tie I1' RISOtVEU 111A1', .the t:vcu[5•Cult I:wLeacL vll Cutt.'LII Cultllficllds .(Itv. fa(L•_ hat,( C. A-' c 6tl1L ILi_3 Varflabre ej4va(.� tIL1A.L111I ftt,5 .Ci. jC fillle cull! Oil UCIIttC4 u(t .(fie LUtlltS (U1t !:t'.t'.'lr'll i.vlt 1;utt"LLI 'tit•." the ell,tniAt' 1ZCLJLCtLLC011 IJc1xvLbI1ejl t 'Lecullirrlelitts that fLtlj citdv.,tvv/L.S be Ghvttlht -to .the a (.te;i CI.v1t u u .thc L -oL ,%c (:vttlottili Cull�lltlitl (1• W- 11' F1(h1111_!" ITSOLVEU II(Al" a cupt'1 uj -tlti, Ar.suCttLiul[ Uc°euallL: it )xulC L,1� •(Itc %1C.IL+CaIL iriu[u;.es Ot, .idea Lvatla•Cvll Iitwtea(.Cvlt Vutmd, [tent! .t11L(.t COI)CC-b Ue + UAiVL()(d d .tv 11106C,13 U6 titV Ci tlf CUIIIICU c111d •tfttt C itt dt 4^(' s01 i. evµL" be I1ItttIC LtvtLiCACC to Wf1ut1141VUL, CUC 111a1 be CUIICUtlied. PILMUI: Hvvembeh 13, 1996 Iu1c C1t N. Ve St (tito, I%C,,*S- r[tII t EVANSTON RECREATION BOARD MEETING MINUTES December 18, 1986 Mrs. DeStefano called the meeting to order at 7:35 p.m. The meeting was held at the Levy Center, 1701 Maple, Evanston, IL. BOARD MEMBERS PRESENT: Mrs. Judith DeStefano, President Ms. Julie Harris, First Vice President Mr. David Williams, Second Vice President Mr. Henry Krasnow, Treasurer BOARD MEMBERS ABSENT: Ms. Janet Webb, Secretary STAFF MEMBERS PRESENT: Mr. Donald J. Wirth, Director, Parks, Recreation b Forestry Ms. Jean Ann Shulse, Superintendent of Recreation Mr. Gary Silkaitis, Supervisor of Sports b Fitness Ms. Teresa Ozawa, Supervisor of Arts b Special Services Mr. Robert Dorneker, Robert Crown Center Director Ms. Mamie Lee Smith, Director, Fleetwood-Jourdain Center Mr. Martin Lash, Business Manager Ms. Shellea Swan, Public Information Specialist Ms. Darlene Nilges, Executive Secretary OTHERS PRESENT: Mary Mosley, Joan Para, Joan Colen, Dana Pearl, Leila Raab, Dave Ream, Chuck Cohn, Lou Sklemberg, Max Weinberg, Goldie Eisner, Arthur Horwitz, Max Levire, Ruth Levine, Charles Marshall, Gail inlow, Bob Winters. APPROVAL OF MINUTES: Mr. Krasnow moved, and Mr. Williams seconded, the motion that the Min- utes of the previous meeting of 11/13/86 be approved as read. Motion passed. IAPD AND IPRA AWARD The Recreation Board had the honor of presenting awards to the following; PRESENTATION people: Mr. Shel Newberger, who received a 10 year service plaque fror, the Illinois Association of Park Districts. Mr. Newberger served on the Recreation Board for 13 years. His dedication and commitment were commended by Mr. Williams; Mr. Allen "Bo" Price, involved with the Fleetwood-Jourdain Center, received a Community Service Award; Ms. Mary Wood, on the Robert Crown Advisory Committee, also received a Community Service Award; and Mr. Arthur Norwitz, on the Levy Center Advisory Board and President of the Men's Club, also received a Cornr^unity Service Award. These awards are presented by the Illinois Parks and Recreation Association. Staff also received an Arbor Day award, and the Recrea- tion Department loUo received an award as best agency lobo in the State. The Arts : Recreation magal,ine was one of four firalrsts for best br-n- chrjrr' cov(!r, , the Po!'or" r' ",iir 1 1 }t: "'!1'f° C; lr if, rho t )r) f--tir fill' ho( f specid] t0[!1i I y 11r roc III re, ,Ens, t';e siU':Erer C01.1p 1)I'GCL II�1-e , in the tol) f0isr fL)t' 1)I!: f , r c' i,31 prutlr l:" ,rr,lc.!; i r o • - 2- LEVY CENTER ADVISORY Mr. Gail Inlow read his report, which, because of a change in officers, COMMITTEE REPORT will be his last report. He noted the new challenges facing the Center, thanking the Board for its cooperation in the face of these challenges. He closed his comments by citing the issue of spotty attendance by some Advisory Board members. Mr. Inlow suggested the Board might wish to ad- dress this issue at a future meeting. Mrs. DeStefano thanked Mr. Inlow for his outstanding work on the Committee. ROBERT CROWN CENTER No formal report was given, though Mr. Corneker reported that this year', ADVISORY BOARD REPORT Nutcracker was one of the best attended shows ever, and the show was very good. TREASURER'S REPORT Mr. Krasnow said he had been advised by the Business tanager that as of November 30, 1986, total disbursements for that month were S179,855.84. BUSINESS MANAGER'S Mr. Lash gave the Business Manager's Report which showed revenues for REPORT the fiscal year, through November 30, 1986, totalling $1,309,353, or 80.5u' of the projected annual budget. Expenditures for the same period totalled $2,269,446, or 78.1� of the projected annual budget. FEE ASSISTANCE/ Mr. Lash explained that the fee assistance scale is adjusted annually SCHOLARSHIP SCALE based on federally determined guidelines. He outlined the subsidy ADJUSTMENT scale, based on family income and number of family members. Mr. Krasnow moved to adopt the fee scale as presented. Mr. Williams seconded. Motion passed. EVANSTON RESIDENCY The documentation necessary to prove residency in Evanston, was reviewed. REQUIREMENT A voter's registration card and two pieces of identification out of the following list are necessary: Driver's License, Social Security Card, Utility Bill, Employee or Student I.D., Credit Card, Civic, Union or Professional Assn. Membership Cards. Also acceptable are: checks with residence address, library card, or leases. Discussion ersaee. t',s. Shulse noted that, if there is a residency question, we will ask for proof, which in some cases may mean more than two pieces of identifica- tion. Ms. Shulse also noted, in cases of limited opportunities, such a- the number of sailboard permits offered each year, staff is extremely careful to verify residency. Discussion continued. Mr. Williams, con- cerned that only people entitled.to fee assistance receive it, moved that applicants for fee assistance must present a voter's registration, driver's license, or Secretary of State substitute card, cr utility bill. Ms. Harris seconded for discussion. Ms. Shulse not%-J the staff recommendation that the policy for fee assistance proem" rc—ain the same, based on the need for discretion ar,= some reluctance of r�_;:dents to apply for assistance. She also noted that host slipl�a•e in t^e ol', free beach token policy, which has now been chanced by t",e Coarl t,:, thn same policy as other scholarships. Mr. Krasnow felt the motion as pre- sented was unduly restrictive, and would make it more difficult for people to apply. Upon calling for the question, motion failed. M r. Williams requested a staff report about applicants denied fee assistance or a residency fee because they are not entitled to it. COMMUNICATIONS UPDATE Ms'. Swan outlined the purchasing bid for printing and design of Arts & Recreation. John Gwinn/Melanie Anderson/Beth Harmon was recommen`UeeC" based on their experience and high quality design work. For printing, Glenbard Graphics was recommended over the present press, since Glen - bard was more than $1,000 under the bid of the press currently used. The Board concurred with the-ecorrmendations, and firs. DeStefano roteu the success in using Evanston artists for the cover. r -3- MEWS CLUB MEMBERSHIP Mr. Horwitz asked about a second opinion on the Levy Center Men's Club. Mr. Krasnow noted a memorandum he received from the City's Legal Depart- ment, in response to fir. Krasnow's personal letter to the First Assist- ant Corporation Council, saying he found it less than definitive. Mrs. DeStefano asked if women were being invited. Mr. Horwitz said they had been, and that some had come to the programs. Ms. Shulse asked if no- tices on the bulletin board and in the Newsletter should be continued, and the Recreation Board affirmed its desire to continue notices of programs to welcome men and women. Mr. Horwitz said it was the desire of the lien's Club to have staff continue these notices. SITE OPTIONS FOR SOUTH Ms. Shulse noted a memorandum to the Human Services Committee which EVANSTON SENIOR CLUB recommended not using the South Branch Library for the Club's site, and outlined several reasons why the Library was not suitable. Alternatives still are being sought. Mr. Williams noted that space after 2:00 was available at Nichols School, though discussion pointed out that school is out after one hour, and children are then present. LEVY SENIOR CENTER Ms. Shulse said the fee schedule issue basically addresses the number of FEE SCHEDULE members at the Levy Center. She said the general belief is that the fee increase two years ago resulted in fewer members, and noted a sliding scale is one option. Discussion on membership numbers ensued. Hs. Shulse noted a flat fee with a sliding scale composed of increments as income levels go up, on the honor system, might be a way to increase memberships. Ms. Ozawa outlined the Levy Advisory Board's support of the above concept. Ms. Shulse explained that although membership num- bers have decreased, attendance has remained consistently high. She explained it is possible that those members who did not renew were more "fringe" members and did not actively participate on an on -going basis. Mrs. DeStefano felt there is no data on why the decrease occurred, and felt the level of leadership and program quality was unbeatable. She said that bringing the price down to get more members on the roll is not the point --the point being friendship and people coming in consistently rather than once a year. Discussion continued, with Mr. Krasnow suggest ing the advisory Board be invited to give the Recreation Board its pro- posal and the reasons for it. SUPERINTENDENT'S Ms. Shulse reported that offers would be made tomorrow for the two REPORT Fleetwood-Jourdain P.ecreation Leader positions, and said Mike Jasperinr, has begun as the new Recreation Leader at Chandler. Ms. Shulse noted that Ms. Ozawa will be interviewing over 20 people in the next week for the Levy Center clerical position. SPEED. SKATING CLUB Charles Marshall gave a presentation on the Speed Skating Club. As past president and member of the membership committee, he expressed appreciation for the Board's support in past years. He gave an over- view of this exciting sport, which is pack style racing with no physical contact. He noted there are 150 members, club fees are the lowest in the mid -west and indeed most of the country, and members are from all socio-economic backgrounds. The club underwrites costs if any child cannot afford equipment, and has a used equipment swap setup. He noted participants are classed by age and competency, so anyone may partici- pate, and that instant awards of ribbons and trophies make the sport very self -directed. Speed skating builds skills and coordination, Mr. Marshall noted, and the Club has produced world -class skaters. Approxi- mately 95N of members are Evanston residents, and the youngest members are five years old. Mrs. DeStefano requested a brochure of the compe- tition date, so. tine L,0,4rri might. attend. -4- DIRECTOR'S REPORT Mr. Wirth reported that the outdoor ice rinks and James Hill are being prepared, though there is a delay in making ice due to the warm weather. Concerning the erosion issue, Mr. Wirth noted some ice had formed along the lakefront, which might offer some protection against severe erosion. Mr. Wirth also reported that City Council was expected to award con- tracts for the rehab of the two lakefront buildings, for occupancy by the first of June at the Dempster St. building and the Lagoon building by July 1. He noted the Fleetwood-Jourdain roof is in the process of being replaced. FLEETWOOD-JOURDAIN Ms. Shulse stated that the sublease agreement to rent theatre space from LEASE WITH FAMILY Family Focus is extended beginning March 1 each year. Family Focus has FOCUS informed the Department that the rent is to be increased 6.5 percent. Ms. Shulse noted the 1987-88 budget contained a two percent projected increase. The amount over the budgeted figure is $1,004. Discussion of several options followed, including the need to solicit Family Focus' response to a counter-offer, the reasons for annual extensions, Family Focus' expenses, etc. It was suggested that Family Focus notify the Department in writing by the August before the March 1 extension of any increase. Mr. Krasnow offered to discuss the issue with Dolores Holmes of Family Focus and report back to the Recreation Board. FORMAT FOR BUSINESS Ms. Shulse presented four options to revise the current format of the MANAGER'S REPORT Business Manager's Report if the Board was interested in changing the current staff -prepared report. The Board reviewed samples of the op- tions, discussing the merits of each. Mr. Y,rasnow suggested that, before deciding on a format, the Board ask itself what information is wanted and why it is wanted. Mrs. DeStefano felt the more knowledge the Board is given, the better for decision -making. Mr. Williams stated his interest is in the bottom line, and the ability to identify poten- tial problems. Mr. Krasnow noted Ns. Shulse and Mr. Lash report any variance they have information about to the Board already, outside the Business Manager's Report. He saw no reason to change the Report, since problems are brought to the Board's attention through memoranda, etc. Mrs. DeStefano recommended the Business Manager's Report remain the same and the Board concurred. RECREATION BOARD The Board reviewed the proposed meeting schedule for 1987. Discussion MEETING DATES followed concerning the sufficiency of once -a -month meetings when work- ing on specific issues or the budget, the concept of focusing on one issue only per meeting, etc. Mr. Williams suggested that the Board be flexible enough so that, if a member felt a matter needed further dis- cussion, a special meeting could be set up. fir. Krasnow moved to accept the meeting schedule, with the change of January 15 to .?anuary 22, 19P7. Mr. Williams seconded. Motion passed. SUMMER CAMP VIDEO Ms. Swan presented a video on the summer camps offered by the Department She said it is planned to take the video to schools next year to promote the camps. ELECTION OF OFFICERS, Mrs. DeStefano outlined the pattern of rotation of officers for the - RECREATION BOARD Recreation Board. Ms. Harris moved to accept the new Board positions for 1987 as follows: First Vice President: Janet Webb; Second Vice President: Judith DeStefano; Secretary: David Williams; Treasurer: Julie Harris,, President: ffenry Krasnow. Mr. Williams seconding, the m130011 pdssud un�Jrairicusly. O -5- STUDY DOCKET Mr. Williams moved that Mainstreaming of Mentally Ill be removed from the Study Docket, as well as the Residency Requirement item. Ms. Harris seconding, the motion passed. A discussion was held concerning the removal of the Chandler Center Expansion issue. COMMENTS FROM BOARD Ms. Harris wished everyone a nice holiday. MEMBERS Mr. Williams congratulated the recipients of the awards this evening. He reported that on Tuesday night he met with the Library Board and suggested they consider incorporating a senior citizen center into their new building plans. He moved that the Recreation Board recommend to the Library Board that the subject of including a senior center into its expansion plans be a subject of further study. Mr. Krasnow seconded for discussion. The issue of the site was raised. A parking lot next to the present Library building had been suggested. Discussion ensued. Mr. Krasnow felt the issue is very complex, and wondered if another solution might be better•. Upon calling for the question, the motion as stated above passed. M,-. Williams congratulated outgoing President DeStefano for her job this past year during very trying times, He felt certain we will continue to progress under the new Presidency. Mrs. DeStefano asked that a donor for matching funds be identified if possible for purchase of a new Zamboni ice machine. She noted the necessity of purchasing a used motor for the present machine, and felt a new machine would be needed in a few years. She said she had enjoyed her role as President this past year. Mr. Krasnow suggested that the Board recall the purchase of a new Zambon- had been passed up during budget deliberations this last year. He thanked Mrs. DeStefano for her work as President. ADJOURNMENT Mr, Williams moved and Ms. Harris seconded the motion to adjourn the Recreation Board meeting. Motion passed, and the meeting adjourned at 10:17 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be on Thursday, January 22; 1987 at the Civic Center, 2100 Ridge, Evanston, IL at 7:30 p.m.