HomeMy WebLinkAboutMinutes 1985EVANSTON RECREATION BOARD MEETING
MINUTES
January 17, 1985
Mrs. DeStefano called the meeting to order at 8:05 p.m. The
meeting was held at the Civic Center, 2100 Ridge Avenue, Evanston,
Illinois.
BOARD MEMBERS PRESENT:
Mrs. Judith N. DeStefano, Second Vice President
Mr. David A. Williams, :secretary
Mr. James H. Peoples, Treasurer
Mr. Henry Krasnow, New Board Member
Ms. Julie Harris, New Board Member
STAFF MEMBERS PRESENT:
Mr. Donald J. Wirth, Director of Parks, Recreation and Forestry
,. Ms. Jean Ann Shulse, Superintendent of Recreation
Mr. Martin Lash, Business Manager
Mrs. Athy Ames, Community Center Director i.
Mr. Roche Blanchard, Recreation Leader
Mr. Jerry Williams, Lakefront Director
Mr. Eric Hadler, Recreation Intern
Mrs. Shellea Swan, Public information Specialist
Mrs. Genevieve McGivern, Executive Secretary
OTHERS PRESENT:
Mrs. Florence Weber, Levy Center Advisory Board
Mrs. Noreen Perrone, PTA Council
Mrs. Kathy Nevel, " "
APPROVAL OF Mrs. DeStefano noted a correction to be made in the minutes of the
MINUTES previous meeting. On page 4 the family season token for the beach
should read: "The first two people will pay $10.00 each, children
under 16 will pay $5.00 each...." Lit, 2jo
Mr. Peoples moved the minutes of the previous meeting, Jar* -la,
1985, be accepted as corrected. Seconded by Mr. Williams. Motion
carried.
LEVY CENTER The Levy Center report was given by Mrs. Weber. December was a busy
REPORT month with wonderful Christmas parties. 800 people attended the
various affairs. A new senior citizen -promotional packet will be
released in the near future.
TREASURER'S Mr. Peoples gave the Treasurer's report and moved approval of
REPORT disbursements as of January 17, 1985 in the total amount of $164,770.42;
Seconded by Mr. Krasnow. Motion carried.
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BUSINESS Mr. Lash gave the Business Manager's report. Revenues for the
MANAGER'S fiscal year, through December 31, 1984 total $1,193,450 or 92.8% of
REPORT the projected annual budget.
Expenditures for the fiscal year through December 31, 1984 total
$2,086,655 or 79% of the projected annual budget.
Staff recommended Arthur Young Accounting Firm to perform the review
of Financial Procedures and Policies. Staff reminded the Board that
this was a part of an ongoing updating of the Operation Procedures
Manual for the Recreation Department.
Mr. Peoples moved the Board accept the bid from Arthur Young for
$4,800 to perform the Review. The contract to be signed for the
first phase, and then for the second phase if funds are available.
Seconded by Mr. Williams. Motion carried.
Mr. Lash reported 455 Skokie residents had purchased Evanston season
beach tokens in 1984. Evanston residents purchased 25 pool passes
from Skokie.
BUDGET FISCAL Mr. Lash noted the fiscal year budget adjustments for the proposed
YEAR 1985 1985 budget have been made. $13,800 has been added to the dames Hill
ADJUSTMENTS budget as approved by City Council and will appear in next year's budget.
SUPERINTENDENT'S Ms. Shulse announced Paul Maggi, Ice Rink Technician, had resigned.
REPORT There are two positions open, Recreation Leader II and Clerk II.
Interviews are proceeding regarding the Clerk II position.
UPARR/CD GRANT In reference to the UPARR/CD grant, work is expected to start next
week on Foster School.
PLANNING GRANT Ms. Shulse reported the Planning Grant Application project would start
APPLICATION in the next couple of weeks. The consulting work should be finished
by August 1st. The grant is a $17,500 matching grant, making the
total project $35,000. $10,900 will be in -kind staff time. The
grant will permit the completion of a Needs Assessment for recreation
services, an item the Recreation Board and Human Services Committee
had agreed to appropriate.
FOURTH Ms. Shulse noted Human Services Committee asked Recreation staff to
PLAYGROUND experiment with a fourth supervised summer playground, the other three
are: Fleetwood-Jourdain, Mason Park and Nichols Park.
Staff recommended Baker Park be added as the fourth playground.
Mr. Williams moved approval of the playground program at Baker Park,
with the provision that the Board receives feedback on the attendance.
Seconded by Mr. Peoples. Motion carried.
SLIDE A slide presentation was given by Roche Blanchard of the Lakeshore Arts
PRESENTATION Festival.
Mrs. DeStefano suggested Roche contact Mr. Aliapoulios regarding jazz
music and the high school music department for suggestions for next
summer's Arts Festival.
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LAKEFRONT Mr. Wirth reminded the Board that the Human Services Committee
ATTENDANCE requested that the Recreation Board look at certain lakefront
STUDY AND services and prepare a report by February 1st.
RECOMMENDATIONS
The lakefront services are:
FOOD VENDOR Contracted Food Vendor: Staff recommends continuation of this
service. It is agreed that the Recreation staff should carefully
monitor the vendor's adherence of agreed upon procedures.
Mrs. DeStefano suggested placing tables around the lagoon.
Mr. peoples moved the continuation of the food vendor service.
Seconded by Mr. Krasnow. I -lotion carried.
POWER BOAT Power Boat Facility: Staff recommended a "cap" on the season passes
of 320. At some point in time the Board might wish to develop a
policy concerning what percentage of this total can be nonresidents.
At this point in time all interested residents are being accommodated
and nonresidents without notes are paying a nonresident fee of
sufficient amount to offset their allocable share of cost for operation.
Mr. Krasnow moved to "cap" the number of season passes at 320.
Seconded by Mr. Williams. Mr. Peoples voted Nay. Motion carried.
Mr. Krasnow moved the daily weekend rate $20 for residents and $40
for nonresidents. Seconded by Ms. Harris.
Mr. Peoples said lie was totally against pricing out nonresidents.
Mrs. Walker commented that the loss of the good will of Evanston
wouldn't be worth the increase.
Mrs. DeStefano noted the City of Evanston is not in the business to
provide recreation for the entire world -- the City of Evanston pro-
vides recreation for citizens of Evanston.
Mrs. DeStefano called for a vote on the motion. 3-2 against the
motion. Motion failed.
Mr. Peoples moved the daily weekend rate $20 for residents and $30
for nonresidents. Seconded by Mr. Williams. Motion carried.
Mr. Krasnow voted nay.
Mr. Krasnow moved the daily weekday rate for residents $15 and $23 for
nonresidents. Seconded by Mr. Peoples. Motion carried.
Mr. Krasnow moved the fee for season passes for non -note holders be
$110 for residents and $165 for nonresidents. Seconded by Mr. Williams.
3-2 against the motion. Motion failed.
Mr. Williams moved the season pass fee for residents non -note holders
be $110 and $140 for nonresidents. Seconded by Mr. Williams.
Motion carried.
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SAILBOAT RAMP Staff recommended that the Board continue to review the potential
STORAGE of adding some additional sailing storage spaces at Greenwood.
FACILITIES That review should include active involvement of the following:
Aldermen of the Ward, neighbors in the Greenwood Beach area, users
of the facility and Recretion Department staff.
Mr. Williams moved the staff recommendation for Sailboat Ramp Storage
Facilities Program be accepted. Seconded by Mr. Peoples. Motion
carried.
LAKEFRONT Staff recommended the festival continue with the same format of
ARTS recent years.
FESTIVAL
Mr. Williams moved the staff recommendation to continue the Lakefront
Arts Festival be approved. Seconded by Mr. Peoples. Motion carried.
FOURTH OF Staff recommended that the Fourth of July program continue on the
JULY lakefront.
CELEBRATION
Mr. Williams moved the staff recommendation to continue the Fourth of
July Celebration on the lakefront be approved. Seconded by Mr. Peoples.
Motion carried.
TWO TENNIS Mr. Wirth noted that a planning study would be conducted in 1985
COURTS for that sector between Greenwood and Hamilton Streets. The study
will deal with a number of land use, traffic and aesthetic issues
in this area. At this point in time, it is likely that staff will
be recommending that the tennis courts stay at this site, although
the precise location might vary somewhat.
Mr. Williams moved adoption of the staff recommendation. Seconded by
Mr. Peoples. Motion carried. Mr. Krasnow voted nay.
CONTRACTED Staff recommended that this service continue.
BOARD SAILING
VENDOR Mr. Williams moved adoption of the staff recommendation to continue
the Board Sailing rental service. Seconded by Ms. Harris.
Mr. Krasnow amended the motion to approve continuation of the service
in principal, but not to authorize any specific level of service until
further amended. Seconded by Ms. Harris.
Jerry Williams suggested eliminating sailing lessons between the hours
of 12 noon and 4:00 p.m. Discussion followed.
The motion and amendment were withdrawn.
Mr. Krasnow moved to authorize staff to.issue 85 permits for a 7-day
week to be sold only to residents at $65 a season, and to authorize
staff to issue an unlimited number of 5-day week season passes. Fee
passes for a weekday only permit will be sold for $40 for residents
and $60 for nonresidents. Staff will be authorized to continue con-
tracting for service with vendor to lease sail boards in numbers,
days, times and at a price to be determined by staff as long as
number of leased boards is no greater than last year. Seconded by
Ms. Harris. Motion carried.
rN
ae -- r1:,.., " Vc
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Mr. Peoples moved a "cap" of 15 sail boarders for resident and
nonresident on weekend daily fees. Seconded by Mr. Williams.
Motion carried. Mr. Krasnow voted nay, because he didn't believe
there should be any daily weekend pass.
CONTRACTED Mr. Krasnow moved this item not be pursued any further. Seconded
BICYCLE by Mr. Williams. Motion carried.
VENDOR
SAILING LESSONS Staff recom<rrended that the sailing lessons and Aquatics Camp be con-
& AQUATICS tinued.
CAMP
Mr. Williams moved adoption of staff's recommendation to continue the
sailing lessons and Aquatics Camp. Seconded by Ms. Harris. Motion
carried.
ELECTION OF
Mr. Peoples presented a slate of officers for 1985 and moved its
OFFICERS
adoption.
President David A. Williams
First Vice President Henry C. Krasnow
Second Vice President Vacant
Treasurer Judith N. DeStefano
Secretary Julie M. Harris
The motion was seconded by Mr. Krasnow. Motion carried.
Appointments to Committees:
Program First Vice President
Buildings & Grounds Second Vice President
Finance Treasurer
Personnel Secretary
The President will serve as ex officio to all Committees.
LEVY CENTER
Ms. Shulse noted an architect has been engaged to finalize the
BUILDING REPORT
drawings on the vestibule and storage space at the Levy Center. The
funds will come from "Life Enrichment," the fund over which the
Advisory Board has been given authority for raising and distributing
funds, with the review by staff.
DIRECTOR'S
Mr. Wirth noted the Greenwood Beach issue will be discussed at the
REPORT
Board's orientation session on Saturday, February 2, 1985.
MEETING TIME
It was the consensus of the Board that the time of the Board's monthly
meetings shoul, be changed to 7:30 p.m.
COMMENTS BY
Mr. Williams bid a fond farewell to Mr•. Peoples and commented, "There
BOARD MEMBERS
was never any doubt where he stood."
Mr. Peoples welcomed all new members to the Recreation Board and
wished everyone good luck.
Mrs. DeStefano said she liked the idea of "Life Be In It," and com-
mented that she will miss Mr. Peoples,
ADJOURNMENT
Mrs. DeStefano adjourned the meeting at 11:22 p.m.
The next regularly scheduled meeting of the Evanston Recreation Board
will be held on Thursday, February 21, 1985 at Fleetwood-Jourdain
Center, 1655 Foster Avenue, Evanston, Illinois at 7:30 p.m.
' £VANSTON RECREATION BOARD MEETING
MINUTES
February 22, 1985
Mr. Williams called the meeting to order at 7:30 p.m.
The meeting was held at the Foster School, 2010 Dewey Avenue.
Evanston, Illinois.
BOARD MEMBERS PRESENT:
Mr. David A. Williams, President
Mr. Henry C. Krasnow, First Vice President
Mrs. Judy E. Walker, Second Vice President
Mrs. Judith N. DeStefano, Treasurer
Ms. Julie M. Harris, Secretary
STAFF MEMBERS PRESENT:
Mr. Donald J. Wirth, Director of Parks, Recreation and Forestry
Ms. Jean Ann Shulse, Superintendent of Recreation
Mr. -Martin Lash, Business Manager 91
Mrs. Deborah Austin, Community Service Supervisor
Mr. Gary Silkaitis, Sports Supervisor
Ms. Millie Bredberg, Special Recreation Supervisor
Mrs. Mamie Smith, Community Center Director
Mrs. Shellea Swan, Public Information Specialist
Mrs. Genevieve McGivern, Executive Secretary
OTHERS PRESENT:
Mr. Dudley Brown, Fellowship of Afro American Men
Mr.
Gene Bell "
"
" "
Mr.
John Canada,
"
,Mr.
Thomas Wharten,
"
Mr.
Derek Barber,
"
Mr.
Roy Koenigsknecker,
"
Mr.
Willie Miller, 0"
Mr.
Bo Price, of"
Mrs.
Noreen Perrone, PTA Council
Mrs.
Kathy Nevel, 60"
Mr.
Steve Burfoy, Medill Student
SEATING OF SECOND Mr.
Williams officially welcomed
Mrs.
Walker to the Recreation
VICE PRESIDENT Board.
Mr. Krasnow moved Mrs. Walker be seated as Second Vice President
on the Evanston Recreation Board. Seconded by Mrs. DeStefano.
Motion carried.
APPROVAL OF Mrs. DeStefano moved the minutes of the previous meeting,
MINUTES January 17, 1985, be accepted as received. Seconded by
Ms. Harris. Motion carried.
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TREASURER'S REPORT Mrs. DeStefano gave the Treasurer's Report and approval of
disbursements as of February 21. 1985 in the total amount of
$214,938.62. Seconded by Mr. Krasnow. Motion carried.
BUSINESS MANAGER'S Mr. Lash gave the Business Manager's Report. Revenues for the
REPORT fiscal year through January 31, 1985 total $1 ,307,707 or 101 .7A
of the projected annual budget.
Expenditures for the fiscal year through January 31, 1985 total
$2,295,352 or 87% of the projected annual budget.
Staff recommended the Xerox equipment be updated to include
Model 1055, which has the capacity for 40,000 copies per month.
The increase of annual costs over the present system would be
$2,802.04.
Mrs. DeStefano moved approval of staff's recommendation for the
new xerox equipment. Seconded by Mrs. Walker. Motion carried.
Mr. Krasnow moved approval of Recreation Department funds to be
encumbered for the following expenditures:
1. $7,425 For Accounting Firm Review
2. $7,000 (approximate) Balance of UPARR Grant for deeds
Assessment Project
3. $2,000 Executive Service Corps (maximum of
3 projects)
4. $2,268 Balance of Theater CDBG Grant
S. $9,029 Sound System for Fleetwood/Jourdain
Theater
6. $2,900- Window Draperies for Fleetwood/Jourdain
Theater
SUPERINTENDENT'S
Ms. Shulse reported that the Personnel Department is processing
REPORT
applications for the Recreation Leader position, which will be
filled in the near future.
Staff is looking into the possibility of a service contract to
replace the Ice Rink Technician position. .,
UPARR-CD PROJECT
Ms. Shulse gave an update on the UPARR-CD project. After the
Board meeting the Board will take a tour of Foster School to see
the work in progress. The contractor is on target in terms of
the new schedule. The theater should be finished by the August
deadline.
NEEDS ASSESSMENT
A job satisfaction survey was conducted by the consulting firm
PROJECT
which will be considered in the final recommendations.
LEVY VESTIBULE
Ms. Shulse reported that the Levy Center Advisory Board approved
funds for work to be done on the Levy Center vestibule and the
storage area. They also approved $6,OOO for a promotional packet.
The total amount approved by the Levy Center Advisory Board was
$21,000 from the Life Enrichment Fund. Money in the Fund is raised
by the Advisory Board and does not involve the City budget.
STAFF PRESENTATION
Mr. Silkaitis gave a presentation of his yearly sports programs.
FELLOWSHIP OF
Mr. Bell requested an increase in funds for the FARM basketball
AFRO-AMERICAN MEN
program. The program consists of 12 teams of boys and girls from
grades 5 through S. These students come from all over the City.
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' Mr.* Brown explained that it takes $12,000 to run the summer
'program and $5,000 for the winter program. The Recreation Board
allocated $4,000 for this program for 1985-86. These funds
would only pay for the winter program. The plan is to use the
high school students to coach the teams again this summer.
Each child pays a $15.00 participation fee. Those who cannot
pay are accepted regardless of the fee.
Ms. Shulse reminded the Board that last summer this program was
funded from a special account appropriated by the City Council.
$10,000 was appropriated by City Council for the high school
basketball team to work with the grade school teams. t
Ms.Shulse noted that in order to fund this program the Recreation
Board would have to cut services in other program areas. The
Nichols School playground is not available this summer as a play-
ground site, therefore, $5,600 could be added to the FAAM basket-
ball program, plus the 54,000 already allotted.
Mrs. DeStefano suggested this $5,600 be transferred to the FAAM
basketball program.
Mrs. Perrone noted last month the Board voted not to raise the
boating fees for nonresidents. There is no basketball program
for high school students in Evanston. Mrs. Perrone suggested the
Recreation Board provide basketball for teenagers.
Ms. Austin explained there is a high school basketball league
for teenagers, which plays January through April. There are four
teams playing leagues games; serving 75 youth on the high school
level. This has served the need of all who are known to have
entered in this type of program.
Mrs. DeStefano suggested the Board go to the Human Services Com-
mittee and ask them to approach City Council for more money.
Mrs. DeStefano moved the adoption of staff's recommendation to
take $5,675 from the Nichols Playground program and add to the
FARM basketball program. In preparation for the 1986-87 budget
staff will take into consideration a much larger funding program
for FARM. Seconded by Mrs. Walker.
Mr. Wirth suggested a possibility of funds coming from a private
source to make up the shortfall of $2,400. He will pursue that avenu
Mr. Williams called for a vote on the motion. Motion unanimously
carried.
RESOLUTION TO Mr. Williams read a Resolutionfor Frank Govern. The adoption of
FRANK GOVERN the Resolution was moved by Mr. Krasnow and seconded by
Mrs. DeStefano. Motion carried.
Staff presented a proposal to change the name of the Youth Golf
Tournament to the Frank Govern Golf Tournament.
Mrs. Walker moved to rename the Evanston Youth Golf Tournament
to the Frank J. Govern Golf Tournament. Seconded by Mrs. DeStefano.
Motion unanimously carried.
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DIRECTOR'S Mr. Wirth presented the Study Docket to the Board. It was
REPORT the consensus of the Board that the Use Policies - Lakefront
should remain on the Study Docket. The Inter -agency Cooperative
Planning Committee should be added.
Mr. Wirth noted a staff Planning Team is studying the Greenwood/
Hamilton -Church Street and Boat ramp/Lagoon/Shelter projects and
will be bringing a report to the Board in the near future. This
item will be placed on the Study Docket.
The Legal Opinion of the Recreation Board will remain on the
Study Docket.
TEMPORARY SPACE - Ms. Shulse noted temporary space was needed to house the weight
FOSTER SCHOOL lifting program until it can be moved back into the new Fitness
Center. The cost would be 729 square feet at $4.00 per square
foot, or $729.00.
Mr. Krasnow moved the staff be authorized to rent space in Foster
.,
School for the weight lifting program at $729.00 until the new
Fitness Center is available. Seconded by Mrs. DeStefano.
Motion carried.
DISTRICT #65, PTA &
Ms. Shulse advised the Board that Mr. Wirth and she had met
RECREATION DEPARTMENT
with Dr. Robert Campbell, Superintendent of School District
AGREEMENT
f65, and an Agreement with School District 165 and the
Recreation Department has been finalized. This has been a
long-term project, and will be the basis for standardizing
certain operating procedures and policies among the various
schools in District #65.
ORIENTATION AND
It was the consensus of the Board that an orientation meeting
TOUR ZATES
should be held at 6:00 p.m. on March 21st before the Board
meeting.
The Board will tour the Recre?tion facilities on April llth at
6:00 p.m. leaving from the Civic Center.
COMMENTS FROM
Mrs. Walker commented that she was getting a good education in
BOARD MEMBERS
Recreation.
Ms. Harris noted the Board should come up next year with funds
to help the summer basketball program for FRAM.
Mrs. DeStefano commended Mr-. 5ilkaitis on a fine presentation,
and noted she would like to see a few things added to the program.
The Board' should keep in mind that they serve all youth and not
just a segment.
Mr. Williams commented on the rehab work in Foster School, which
will be valuable not only to Fleetwood-Jourdain Center, but to the
entire community.
ADJOURNMENT Mr. Williams adjourned the meeting at 10:03 p.m.
The next regularly scheduled meeting of the Evanston Recreation
Board will be held on Thursday, March 21, 1985 at the Civic Center,
Room 2402, 2100 Ridge Avenue, Evanston, Illinois at 7:30 p.m.
RESOLf.li1ON
WHEREAS, Fnanc.ta Jamea Govern wUUngty and eagerty devoted much o6 hiA .time hetptng, .teaching
and encomag.ing othvL4 to do .their but, and
WHEREAS, Franc iA James Govern e66ec-tLve.[y aeAved ae dtkectoa o6 Chandteh Community Center 6or
a.lmoa,t two decades, and
WHEREAS, Franc" James Govern enthwe.tadtica ty taught got.6 teasone bon nearcdy 30 yeau 6oh .the
EvanAton Recreation Depar.tlmvtt, and
WHEREAS, Fhancis James Govern .intAoduced and 6a.ith6uxty d.IiLec.ted .the Hote-In-One got6 con.teAt
box .the Evana.ton Recreation Depahtrmeatt, and
WHEREAS, Franc" James Govern earnutty Aenved w.Lth .the Chicago Pubt.ic Schoot Diafit.tc.t 6o4
32 yeau, and
WHEREAS, Fnanc.La Jam" Govern with JUA wt6e PhyLt.ia tov.ingty rained hour Bone and Aw daugittere;
NOW THEREFORE BE IT RESOLVED THAT, .the Evana.ton RecheatLon Board commenda Francis Jame& Govern 6or
h,i4 vatuabte e66onte on behat6 o6 ,the Evanston Re ,%eation Boated and .the entire Recheation Depanbnent and
recommends .tha.t hlA endeavors be bnough.t to the a.ttervti.on o6 the entire Evana.ton Community,
BE IT FURTHER RESOLVED THAT, a copyy o6 .thiA reso.tution become a pant o6 .the kegutaA mi.nu.tea o6 .the
Evane.ton Recnea.tion Board, and .that coptea ire 6orunAded ,to members o6 .the City Councat and ,that addi.ti.onat
copCea be made avaitabte .to whomeveh e-6e may be concerned.
Pas a ed s F ebt,.any 21, 1985
Vay.id A. WiUiame, PreAtdent
EVANSTON RECREATION BOARD MEETING
MINUTES
March 21, 1965
Mr. Williams called the meeting to order at 7:30 p.m. The
meeting was held at the Evanston Civic Center, 2100 Ridge Avenue,
Evanston, Illinois.
BOARD MEMBERS PRESENT:
Mr. David A. Williams, President
Mr. Henry C. Krasnow, First Vice President
Mrs. Judy E. Walker, Second Vice President
Mrs. Judith N. DeStefano, Treasurer
14s. Julie 14. Harris, Secretary
STAFF MEMBERS PRESENT:
Mr. Donald J. Wirth, Director of Parks, Recreation and Forestry
Mr. Martin Lash, Business Manager
Ms. Millie Bredberg, Special Recreation Supervisor
Ms. Diane Mathis, Robert Crown Center Complex Manager
Mrs. Shellea Swan, Public Information Specialist
Mr. Jack Cieslak, Recreation Leader
Ms. Darlene Hilges, Executive Secretary
OTHERS PRESENT:
Mrs. Noreen Perrone, PTA Council
Mrs. Kathy Nevel, PTA Council
Mr. Clayton Ball, Levy Center
Mr. William Hannan, Vending and Concessions, Inc.
Mr. Michael Rygwelsh
APPROVAL OF Mr. Williams moved the Minutes of the previous meeting, February 22,
MINUTES 1985, be approved subject to the correction noted herein. Page 4,
TEMPORARY SPACE-- FOSTER SCHOOL, should read: "The cost would be
729 square feet at $4.00 per square foot, totalling $2916 per year,
divided by 4 (reflecting rental for one quarter of year only), or
$729.00." Seconded by Ms. Harris. Motion carried.
COMMENTS FROM Mrs. Noreen Perrone, PTA Chairperson, discussed the need to
OBESERVERS establish a recreational basketball league for high school students
to begin December 1985. Signed petitions were presented to the
Board with 70 signatures. Requested were Friday and Saturday night
games for both boys' and girls' leagues. A $10 per player fee was
recommended. Discussion of current programs ensued. Mr. Wirth
stated that Staff would look into the situation at Chandler Center
regarding leased space; he suggested that Staff identify space
and bring a proposal to the Board.
LEVY CENTER Mr. Clayton Ball of the Levy Center reported on various upcoming
REPORT events at the Center, and the upcoming distribution of promotional
packets. Mr. Williams suggested utilizing retirement offices of
major Evanston companies for names for mailing lists.
Mr. Ball reported the Center is seeking legal advice on attaining
not -for -profit status.
Illegal parking at Levy was discussed. Mr. Wirth stated that our
staff needs to be alerted about this; he would facilitate the process.
Mrs. Walker concurred that a solution is urgently needed.
Proposed building improvements at Levy were outlined. Layouts have
been noted to confor-m to Building Codes. Improvements to be underway
shortly.
The selection of ne-d officers will came up in March. Dr. Scrugg's
100th birthday was noted and applauded by Mr. Williams.
TREASURER'S Mrs. DeStefano gave the Treasurer's Report and moved it be adopted.
REPORT Mr. Krasnow questioned what Board adoption signified. Mr. Wirth
outlined adoption from an historical perspective; the procedure is
used as an information item by the Board, to raise questions and
issues for the future. Mr. Wirth stated that currently the City
Council approves the bills list before checks are written. Mr.
Williams stated that future disbursements of certain items could
be stopped by the Board.
Mr. Krasnow abstained frcm approval of Treasurer's Report pending
a more detailed report.
A different format for Treasurer's Report will be placed on the
Study Docket for review. Finance Department will be consulted.
BUSINESS MANAGER'S Mr. Lash gave the Business Manager's Report. Revenues for the fiscal
REPORT year through February 29, 1995 total $1,386,452.00, or 107.8: of
the annual budget (17% nore than Iast year, same period).
Expenditures for the fiscal year through February 28, 1985 total
$2,573,015.00, or 97.5w of the annual budget (an increase of 3.5%
over last year, same period).
Capital Equipment Expenditures for Fleet-wocd-Jourdain were outlined
by Mr. Wirth, including the rehab project and problems faced thus
far.
Mrs. DeStefano asked that Board members be more involved in the
process of any future renovation of the Centers, and requested
information on on -going work.
In an Amendment to the photocopy memo of 2/19/85, it was proposed
the Xerox 1045 be sent to Crown Center, replacing their older machine.
This would decrease year one savings by $89.48, and, in years 2-5,
costs would increase by that amount.
Mrs. Walker moved that the notion be accepted. Mr. Krasnow
seconded. Motion carried.
CROWN CONCESSION Diane Mathis, Crown Complex Manager, outlined the revised proposed
CONTRACT contract with Evanston Vending and Concessions, Inc. The new con-
tract runs for five years instead of three; there are also new plans
for alterations, with 50 percent of remodeling costs up to $5,000
paid by Evanston Vending and Concessions contingent on completion by
II/l/86. Currently the plans are informal•, details wil-1 be worked
out before Board presentation.
Mr. Krasnow asked that the last page of the contract be amended from
EVNISTON RECREATION BOARD to CITY OF EVANSTON BY EVANSTON RECREATION
BOARD.
Mrs. DeStefano moved to approve the contract with Mr#. Krasnow's
change. Seconded by Mr. Krasnow. Motion carried unanimously.
The Board will advise Chairperson Collens of the Human Services
Committee via letter that the Board is signing the Contract. This
is per one of the agreed upon procedures in the recent study and
resulting report.
RECREATION LEADER Diane Mathis introduced Jack Cieslak, Crown Center's new Recreation
INTRODUCTION Leader, to the Board, which welcomed him. He will be in charge of
the Hockey Program. Mr. Cieslak outlined his background and stated
that he sees the Crown Center as having unlimited possibilities.
SPECIAL RECREATION Millie Bredberg, head of Special Recreation, offered a slide presen-
PRESENTATION tation of the Special Recreation program, begun in 1977 and now
serving over 325 people. Varied programs, staffing and future plans
were outlined.
DIRECTOR'S Mr. Wirth informed the Board of the progress and possible delay in
REPORT opening Greenwood Beach. City Council is being asked to proceed
with three items for the Beach: a larger grade of sand for stability
a quantity of sand for renourishment; and rip rap on the north side
of the Dempster St. groin. Permit applications have been submitted
to three State and Federal agencies to fast track this process.
Bids are being sought this and next week. Permits may come in one
month; contracts hopefully will be awarded April 8, 1985. The
approximately $300,000 necessary for the project comes from the
Park Enrichment Fund.
A discussion on future improvements at Church Street and Greenwood -
Hamilton Street areas ensued. This year is seen as a planning year;
next year construction should begin on rehabbing and remodeling,
after the Preservation Commission advises City Staff. A number
of future sessions will be required with the Board during this
ongoing process. The Staff will plan to involve Adlermen of the
1st and 3rd Wards and their constituents in the planning process.
Mr. Wirth stated that Lee Street Beach might be renourished in the
fall. Three other items coming before the City Council regarding
Greenwood Beach are: relocating carry -in ramp; stabilization of
stone rip rap; and relocating the racks.
Mr. Wirth reported on potential roofing problems at Fleetwood-
Jourdain. He will have more information as further information
is obtained.
COMMENTS FROM firs. OeStafano commented on the beautiful brochures Shellea
BOARD MEMBERS Swan, Public Information Specialist, has generated for the
Recreation programs which will be sent to Evanston school children.
Site also stated that she wanted to go over the FARM issue at budget
time.
Mr. Krasnow stated he would prefer contracts to be presented to the
Board at an earlier date so that choices could be made beforehand.
He will present this request to Jean Ann Shulse.
Mrs. Harris would like to pursue the basketball issue further and
look into it again during budget preparation.
Mrs. Walker questioned how to approach City Council on the FAAM
monies required. She also would like to visit the facilities of
the Recreation Department.
FELLOWSHIP OF Mrs. Walker moved that the Board co to the Human Services Committee
AFRO-AMERICAN MEN for Council appropriation or $5,060.00 for FARM. Mr. Williams
(FARM) seconded to place motion on the table. Mr. Y,rasnow voiced several
reservations, suggestions and questions. Discussion followed. Mr.
Williams asked if this action would set a precedent. He called for
a vote on the motion. 1,lotion failed.
RESOLUTION FOR Mr. Williams read a Resolution for Marie Lenz Roberts. The adoption
MARIE LENZ ROBERTS of the Resolution was moved by Mr. Krasnow and seconded by Mrs.
DeStefano. Motion carried unanimously.
ADJOURNMENT Mr. Williams adjourned the meeting at 10:40 p.m.
The next regularly scheduled meeting of the Evanston Recreation Board
will be held Thursday, April 18, 1985 at the Civic Center, Room 2401,
2100 Ridge Avenue, Evanston, Illinois, at 7:30 p.m.
RESOLUTION
WHEREAS, A{an.ie Lenz Rob"ta tau all eittfiva.iastic suppo&ten and .teaden ot( sentoh C.Ui.zetza' ae v.Wea
.in the Evanston cumnunUy 6o-t 24 year.a, and;
(WEREAS, lkmie Lenz RobeAts served as a pmt-tame p.zo Aam coohdtnaton at .the 828 navLs Stiteet Evanston
Rec4eatiott Vepa&bnent CettteA 6noni 1961-62, and;
WHEREAS, AG2rt.ie Lenz RobcAts on.irdinated the 6vts.t senio4 citizens' open house catted "The Roekinq ChaiA
Rambte" at the Davis St4eet CenteA and ottBattized .the- Monday VUcusa.i.ott Group, and;
(MEREAS, Afcvt.ie Lenz Robehts 6eAved as the 4i4st pnes.ident o6 .the Golden Yea)t.b Ctttb at Levy Settio,%
Cettteh 64orn 1970-72, and;
WHEREAS, Malt.ie Lenz Roberta Wtute the .instattation n.Ltttnt tultich .1z 6ot.totued 1,y Letty Senior. CenteA's
a66ZUated cfttbs and ttus the "o66,ieiat norntizatiag o66i.cett" 6o•a Levy Setzioa Ceriteh, and;
WHEREAS, tttit.ie Lenz Robe&ts per6anmed many 6unctions in .the promotion and devetopment. o6 .tlte Evanston
Recreation Depan.tutent senioh ci-tizen movement and neti.aed as a zla66 peitaon to votttnteeh 6nn .the Gottlett
Years Ctub, Levy Senioft CenteA and otheA zenlon citizens' onrlaniza.ttons .In .the canrnun-Ity, and;
WHEREAS. AJmie Lenz Roben.ta teas nominated as an Outstnndittq Sen.lort Citizen .i_n 1971 and etCated .to
Afayoh Oatey's SettioA Cozen Hatt o6 Fame, and;
1d(XV THEREFORE BE IT RESOLVED, .that .the Evactaton Recreation Depan.tment contmertds A(aa.ie Lenz RDbeltta bon
hen vatuabte coil tnibittions to the section ci. Lzens' pio izams .in Etrans ton.
BE IT F(1RMER RESOLVED THAT a copy o6 tit" Aeaotutlon become n pant o6 .the negttta4 minutes o6 .the
Evana.ton Rec teatton £ioa-act and .that copies be 6ohtcxutded .to membehs o6 .the Ut� Couneit and .that add ionat
copies be made avattabte to tultomeven etse may be conceAned.
Passed: A44ch 21, 1985
David A. W.i.ttiams, ftm t den.t
Evanston Recreation Boand
EVANSTON RECREATION BOARD MEETING
MINUTES
April 18, 1985
Mr. Williams called the meeting to order at 7:30 p.m. The
meeting was held at the Evanston Civic Center, 2100 Ridge'
Avenue, Evanston, Illinois.
BOARD MEMBERS PRESENT:
Mr. David A. Williams, President
Mrs. Judy E. Walker, Second Vice President
Mrs. Judith N. DeStefano, Treasurer
Ms. Julie M. Harris, Secretary
BOARD MEMBERS ABSENT:
Mr. Henry C. Krasnow, First Vice President,
absent due to illness
STAFF MEMBERS PRESENT:
Mr. Donald J. Wirth, Director of Parks. Recreation and Forestry
Ms. Jean Ann Shulse, Superintendent of Recreation
Mr. Martin Lash, Business Manager
Mr. Jerry Williams, Lakefront Director
Mrs. Shellea Swan, Public Information Specialist
Ms. Darlene Nilges, Executive Secretary
OTHERS PRESENT:
Mrs. Norene Perrone, PTA Council
Mrs. Kathy (level, PTA Council
Mr. Bruce Arnold
APPROVAL OF Mrs. DeStefano moved the Minutes of the previous meeting, March 21,
MINUTES 1985, be approved as received. Mrs. Walker seconded. Motion carried.
TREASURER'S Mr. Williams addressed the Board concerning the questions raised at
REPORT the Board's previous meeting by Mr. Krasnow. Staff have been
queried as to the legal obligation which is fulfilled by adoption
of the Treasurer's Report. Mr. Mirth will report on the legal
aspects involved.
Mrs. DeStefano read the Treasurer's Report. Total Disbursements
as of 4/18/85 were $192,846.91. Mrs. DeStefano moved that the
Treasurer's Report be accepted. Mr. Williams seconded. The
motion carried.
BUSINESS MANAGER'S Mr. Lash gave the Business Manager's Report. Revenues for the
REPORT fiscal year through 3/31/85 total $167,066, or 11.41 of the annual
budget. This is 13.3% less than for the same period last year.
2
Expenditures for the fiscal year through 3/31/85 total $192,846,
or 6.8% of the annual budget.
Mr. Lash was asked about the sale of beach tokens, which takes
place May 1 through June 7 for family rate tokens, and May 1
throughout the summer for individual tokens. Mrs. DeStefano
stressed the importance of a supportive advertising program for
the tokens.
LAKEFRONT CONCESSION One vendor, Fountain Fair Concessions, bid on the Lakefront
CONTRACT Concession Contract. This contract offered 25,va of gross receipts.
Projected sales of $80,000 would thus net the Recreation Dept.
$20,000. The contract will be for one year with a second and
third year option. Questions and information about set-up and
food to be sold were discussed. Mrs. Harris thought this firm
far superior to last year's concessionaire. Staff further noted
that the percent of gross was significantly greater than anticipated,
and that this contractor provided superior services when he had
the contract in earlier years.
The motion was made by Mrs. DeStefano to accept the contract with
Fountain Fair Concessions. fors. Walker seconded. Motion carried.
SUPERINTENDENT'S The Superintendent's Report was given by Pis. Shulse, who reminded
REPORT the Board that Volunteer Recognition Day will be May 2 at the
Levy Center. Mrs. Walker and ids. Harris will be joint MC's at
the event.
UPARR/CD REPORT Ms. Shulse updated the Board on UPARR/CD at Fleetwood/Jourdain
and the CD grant for Foster Auditorium. Work is on schedule
and within the adjusted allocation of funds. Current plans would
have work completed by June. Ms. Shulse has requested of the CD
Committee that $14,200, the balance remaining of $16,000 for air
conditioning at Fleetwood/Jourdain, be reassigned to Foster Audit-
orium. These funds were available because we were able to recycle
some donated air conditioning.
LEVY VESTIBULE The majority of monies for work at Levy Center is from the Life
AND STORAGE Enrichment Fund. The remaining will come from operating funds
and additional donations. The Levy Advisory Committee gave
approximately $1I,000 for the vestibule and $4,000 for the
storage area. Shelving work will be done by staff instead of
commercially for additional savings. New vestibule doors will
be delivered this week or next week. Ms. Shulse stated that the
work is ahead of schedule.
FOSTER Ms. Shulse reported that the Foster stage floor is currently
being done; seats will be removed next week. All contracts have
been signed, and work would be completed by the end of I -lay.
The grand opening is tentatively set for the 20th of June.
(Updated estimated date is now June 15.)
LAKEFRONT Jerry Williams, Lakefront Director, gave an overview of current
PRESENTATION activities and programs at the Lakefront and at our 5 beaches.
He outlined the procedure for rental of storage racks, acquatics
camp offerings, sailing lessons, picnic reservation and lifeguard
testing.
I
PICNIC RESERVATION Staff recommended to the Board that Lakefront picnic fees be
RATES raised in some cases. Discussion on family and group picnic
practices ensued. New proposed rates, based on number'of tables
used, hours of use and group size, are:
Tables No. in Group Hrs. Fee
Family Picnic 1 1 - 25 y �'T
to Al
1 or 2 1- 25 4 10
Sm. Group " 3 26 -100 2 15
" " to 3 or 4 26 -100 4 20
Fees for a 4 hour family picnic are reduced by $5.00; fees for
a 4 hour, small group picnic are increased by $5.00.
Mrs. DeStefano moved to accept the new fee structure. Ms. Harris
seconded the motion. Motion carried.
AGREEMENT WITH The Board reviewed the original proposed Agreement and the changed
SCHOOL DIST. #65 proposed Agreement with School Dist. #65 and the P.T.A., in which
AND P.T.A. the abovementioned would jointly sponsor with the Recreation Dept.
a variety of after -school sports and arts programs. Each of these
bodies would be responsible for administering selected areas and
cooperating with each other to provide all children the opportunity
to be involved in after -school recreational activities.
Ms. Shulse gave a short history of the Agreement, which grew out
of several meetings over the years with principals, Recreation
staff, Mr. Wirth and Supt. Campbell. 600 students are currently
involved. Procedurally, principals and faculty members give parents'
and their own suggestions to Recreation staff for programs.
Mr. Williams noted the Agreement contains 19 items for the Recrea-
tion Dept. versus 9 for School District #65 and 2 for the P.T.A.
Mrs. Perrone offered additional comments about the program. Mrs.
Walker asked what procedure is followed for non-appearance of
an instructor. How Recreation staff responds to this situation
was outlined by Ms. Shulse.
Mfrs. Walker moved the accept the Agreement. tirs. DeStefano seconded
the motion. 11otion carried.
NEEDS ASSESSMENT Ms. Shulse outlined the development of the high school survey which
PROJECT -- HIGH is an addendum to the original contract for a survey for family
SCHOOL SURVEY households only. 4000 student surveys would be distributed at
an additional cost of $3,500. Ms. Shulse noted that the Human
Services Committee members appreciated the update on progress of
the Needs Assessment Project,
Ms. Harris asked what specialized information would be obtained
from that part of the survey involving high school students only.
Currently, some citizens are encouraging increased number of
programs for high school students, especially at night and week-
ends. The survey will generate information concerning this issue.
A focus group of 15 teens would also go over the survey with the
consultants. Mrs. DeStefano suggested that the focus group be
comprised of a variety of students and not a large percentage of
student council members, for better overall representation.
Mr. Williams moved to approve use of the student questionnaires.
Mrs. DeStefano seconded. Motion carried.
4
Mr. Williams questioned the consultant's involvement with the Board.
Ms. Shulse stated chat the consultants will meet with the Board as
often as the Board feels is required.
QUESTIONS 8, 9 AND A draft of the questionnaire was read by the Board. Several
10 OF HIGH SCHOOL items initially omitted because of the anticipated space limita-
SURVEY tions may now be added. Ms. Shulse asked the Board's specific
suggestions on questions 8, 9 and 10. Discussion of question
content ensued. Mrs.Walker felt the more information received
from the public the better. Alcoholic beverage drinking in parks
was discussed. Mr. Wirth outlined the specifics of the Ordinance
permitting alcohol in some parks (i.e. large parks) and prohibiting
it in others (i.e. tot lots and small neighborhood parks).
A motion was made by Mrs. Walker to accept question 8 with
reinstatement of the items currently crossed out. Mrs. DeSLefan0
seconded, with the addition of a question of allowing beer drink-
ing in the parks after the question concerning food on the beach.
The motion carried with Mr. Williams voting "no."
Mrs. DeStefano verbalized the general agreement to remove questions
9 and 10.
DEPARTMENT LOGO Ms. Shulse requested a member of the Board volunteer to assist in
selection of a special logo for the Recreation Dept. Mrs. Walker
agreed to do so. Discussion of how the design of a logo comes
about followed. The logo will be used on all Recreation Dept.
fliers and promotional materials. The Recreation Dept. will con-
tinue to use the City of Evanston stationery.
FOSTER "ANNEX" Ms. Shulse addressed the issue of a name for the leased space at
Foster. She stated the term "Annex" was a working title and not
the final choice. The Board will select a name at the next
meeting with the help of the Fleetwood/Jourdain Advisory Board,
which will give its suggestions to the Board before that time.
DIRECTOR'S REPORT Mr. Wirth outlined the Recreation Board's involvement in the
review and approval of park and facility development projects.
The degree of involvement through the years concerning different
projects has differed widely, from extensive involvement when
Chandler was built, to lesser involvement with Crown (which
had great involvement of the Advisory Board, less with Recreation).
Mr. Wirth stated that he will make every effort to keep the Board
informed and involved in any Capital Development Project involving
Recreation programs and services.
Addressing a question from Hs. Harris on lakefront pathways, Mr.
Wirth outlined the work to be done on pedestrian (cinder) path-
ways and bike (asphalt) paths along the lakefront. Pedestrian
paths will be widened from 4 to 6 feet. Completion may not be
this year due to Greenwood construction, being targeted for com-
pletion June 1, and Lee St. Beach's renourishment to be done
during the fall and possibly next spring.
GREENWOOD BEACH The Greenwood contract has been awarded. Permits from the three
agencies are expected the first Creek, or early second week, of May.
Work will begin immediately thereafter putting in 25,000 tons of
sand, and completion is estimated for June 1.
5
NOYES Mrs. DeStefano asked about work on the Noyes parking lot and park.
Work will commence after summer camp is over (mid -August) for
the parking lot, and after that through the fall and in the spring
for planting in the park. Mrs. DeStefano requested the plans for
review. Although it was noted by Mr. Wirth that the plans had been
previously submitted to neighbors, citizen boards/commissions,
Planning & Development Committee of the Council, he would review
the plans with the Board at the May meeting. It was noted that
this will be a May Agenda item.
Mr. Wirth explained how the Planning Dept. and Parks Dept. consult
with neighborhood groups, develop plans to show the community, get
Aldermen's participation and approval, and take bids. If consensus
could not be achieved between staff and the community, as was the
case at Noyes, the Planning and Development Committee and ultimately
City Council are brought into the process for final review and
decision. for. Wirth asked that the memo he sent to the Board 4/I5
be kept on the Study Docket for future sharing.
ROOFING NEEDS
Mr. Wirth reported that thermography tests will be performed on
two roofs: Fleetwood/Jourdain and Robert Crown. A portion of
Crown will have to be replaced. Monies will be re -allocated from
other programs in the five-year plan. This tentative plan is
subject to final approval of City Manager. The Board will be given
current information at future sessions as the situation develops.
LIGHTHOUSE BEACH
Mr. Wirth shared plans showing Lighthouse Beach's relationship to
DUNE CHANGE
the sand dunes at that site. The Lighthouse Complex Advisory
Committee (composed of members of the Lighthouse Park District,
Ladd Arboretum Committee, Garden Council, Arts Center, Preservation
Committee, and Recreation Bd.) recommended to the City that the dune
be cut back in size. Resculpturing will be accomplished for active
beach use. The new fence will be replaced by a natural bleached
fence. Planked walkways is a long-range plan, as is firmly rooting
the native grasses in the dune.
GUIDELINES FOR
Ms. Shulse gave the Board information on various City processes,
PACKET INFORMATION
including how Agenda items are generated, how memos related to
AND AGENDA ITEMS
Board items are given to the Board, working papers, etc.
HOTEL PASSES
Ms. Shulse discussed the issues involved in approving a coupon
booklet or guest pass for hotel visitors. Such a booklet or pass
would include a beach pass as well as Recreation Dept. offerings
such as Fitness Center, racquetball, ice skating and exercise class
(activities that could absorb new participants without increasing
expenditures). The intent is to work in positive ways with the
business community. Mrs. DeStefano said this might be very posi-
tive public relations for visitors who may, for instance, be
considering moving to Evanston. Questions about details of the
proposed program were discussed. Ideas about other offerings to
guests were outlined.
COMMENTS FROM BOARD
Mrs. Walker said she was impressed with the Board's tour of the
MEMBERS
various Recreation facilities. She also felt the cleanliness of
Forestry work crew trucks and their visibility reflects positively
on the City.
6
Mrs. DeStefano thought the Division Chief's reports were superb
and felt the school programs were marvelous, and had great interest
in girls' softball especially. She is pleased with the input she
is receiving.
Mr. Williams was glad the District #65/P.T.A. Agreement was at
completion. He felt that the exchange of information with the
Human Services Committee was not reciprocal; for instance, the
Agenda with the item on the legal opinion concerning the Recreation
Board arrived after the scheduled meeting, and hence representatives
of the Board could not attend. (Staff clarified that there were
some communication problems, but that the item had not been dis-
cussed as scheduled by Human Services Committee, and that it will
be re -scheduled in the future.)
HUMAN SERVICES Recreation Board members commented about the need to meet with
COM14ITTEE the Human Services Committee after the new Human Services Committee
members were appointed.
ADJOURNMENT Mr. Williams adjourned the meeting at 10:20 p.m.
The next regularly scheduled meeting of the Evanston Recreation
Board will be held Thursday, May 16, 1985 at the Civic Center,
2100 Ridge Avenue, Room 2404, at 7:30 p.m.
EVANSTON RECREATION BOARD MEETING
MINUTES
May 16, 1985
Mr. Williams called the meeting to order at 7:34 p.m. The
meeting was held at the Evanston Civic Center, 2100 Ridge
Avenue, Evanston, Illinois.
BOARD MEMBERS PRESENT:
Mr. David A. Williams, President
Mrs. Judy E. Walker, Second Vice President
Mrs. Judith H. DeStefano, Treasurer
Ms. Julie M. Harris, Secretary
BOARD MEMBERS ABSENT:
Mr. Henry C. Krasnow, First Vice President,
absent due to illness
STAFF MEMBERS PRESENT:
Mr.
Ms.
Mr.
Mrs.
Mrs.
Ms.
Mr.
Ms.
Ms.
Mrs.
Ms.
Ms.
OTHERS PRESENT:
Donald J. Wirth, Director of Parks, Recreation and Forestry
Jean Ann Shulse, Superintendent of Recreation
Martin Lash, Business Manager
Shellea Swan, Public Information Specialist
Athena Ames, Director, Levy Center
Teri Yeriy, Recreation Leader I1, Crown Center
George Dotson, Recreation Leader II, Crown Center
Diane Mathis, Manager, Robert Crown Center
Deborah Austin, Supervisor, Community Services
Millie Bredberg, Supervisor, Special Recreation
Mamie Smith, Director, Fleetwood Jourdain Center
Darlene Nilges, Executive Secretary
Mrs. Norene Perrone, PTA Council
Mrs. Kathy Nevel, PTA Council
Mr. Bo Price, Fleetwood Jourdain Advisory Committee
Mrs. Florence Weber, Levy Center Advisory Committee
APPROVAL OF Mrs. DeStefano moved the Minutes of the previous meeting, April 18,
MINUTES 1985, be approved as received. Mr. Williams seconded. Motion carried.
LEVY CENTER Mrs. Weber informed the Board that promotional packets would be
REPORT ready in approximately two months, to be sent to business organiza-
tions, churches, etc. in the area. Funds from the Life Enrichment
Fund are being used for this project. She stated that the Advisory
Committee is working on Nat -For -Profit status for the Center, and
Invited the Board to the May Gala, Friday, May 24.
Mr. Williams inquired about the parking problem at Levy. Mr: Wirth
stated that we have been communicating with the traffic engineer,
and staff will proceed to try to make this a top priority item.
TREASURER'S Mr. Williams asked about input from Finance staff concerning the
REPORT Treasurer's Report. Mr. Wirth said that the financial analysis
from Ms. Shulse will clarify the process more. Legal staff has
been involved in that analysis.
The Treasurer's Report was read. Total Disbursements as of May 16,
1985 were $182,509.96. firs. DeStefano moved to accept the Treasurer's
Report. Mrs. Walker seconded. Motion carried.
Mrs. DeStefano requested figures on class cancellations. Ms. Shulse
explained how this might be accomplished and will consult with staff
about the format the report should take. Discussion about class
cancellations followed. The experts tell us that about 80% of
classes will be subscribed, and that there is about a 20% class
cancellation rate. If the last figure is less, it means not enough
creative risk is being taken.
BUSINESS MANAGER'S Mr. lash gave the Business Manager's Report. Revenues for the fiscal
REPORT year through April 30, 1985 total $265,270, or 18.3A of the projected
annual budget. This is 3.7% less than last year for the same period.
Expenditures for the same period total $337,628, 13.20 of the
projected annual budget, an increase of 1.5% over last year.
BEACH TOKENS Beach tokens began being sold May 1. We have thus far sold 60
family plans, including 112 adults and 101 children. The plan will
be offered through June 7. Discussion on publicity for'the plan
ensued, as well as other programs.
Mrs. Perrone asked about the scholarship program for youth leagues
and the disparity between some teams with many individuals paying
nothing vs. teams with many individuals paying something. Ms.
Shulse reminded Mrs. Perrone of the policy that was suggested by
the PTA's. Ms. Shulse will send the Board a report.
SUNFISH HULLS Two Sunfish hulls are needed to replace one which was stolen and one
that is unrepairabie. Each hull is $900.00. Cutting back on
supplies in Aquatics Camp will pay `or one hull; funds would be
transferred from Beaches for the other. Mrs. Walker moved to
approve the expenditure for both hulls. Mrs. DeStefano seconded.
Motion passed.
FEE ASSISTANCE-- The Board considered two requests for exemptions to the scholarship
SCHOLARSHIP EXEMPTION programs, one request for partial assistance for Chandler for two
REQUESTS children by a family over the Guidelines financially; the other
for a 90% subsidy for 3 sessions at Chandler and 3 at Potowatomi
(Guidelines would permit 60% subsidy). Extended discussion of the
requests followed. The two main issues concerned opening the door
to a new policy, and the number of sessions fee assistance could be
used for. Ms. Shulse offered to talk with the two families involved.
Mr. Williams felt our policy has been a good, workable one, if only
two requests have come in in eight years. Mrs. Walker moved that
Ms. Shulse have a conference with the families, and follow up with
the Board. Ms. Harris seconded. Discussion followed. Mrs. Walker
and Ms. Harris voted in favor of the motion; Mrs. DeStefano and Mr.
Williams voted no. Motion failed.
3
More discussion of alternatives followed. Mr. Williams, after
assigning position of Chair to another member of the Board, moved
that both requests be handled in accord with established Board
policy. Mrs. Walker seconded. Discussion ensued. Voting in
favor: Mr. Williams. I•lotion failed.
Mrs. DeStefano moved that one request be approved per stated policy:
60% subsidy for one session for each child, and that one request be
approved for a 30% subsidy for one session for each of the children.
Mr. Williams seconded to put motion on the table. Voting in favor
were Mrs. Walker, Mrs. DeStefano, Ms. Harris. Opposed: Mr. Williams.
Motion carried.
CONTRACT APPROVALS The Board was asked by Mr. Lash to approve the renewal of two
service contracts. The first contract is with Above Board regarding
boardsailing instruction this Summer. Mrs. DeStefano felt the
Above Board instructor was very adequate last year. The contract
was for a five percent increase over last year.
The second renewal is with Robinson Bus Company, with no increase
over last year, for the Potawatomi program. Robinson consistently
underbid other contenders due to its Evanston location and lack of
travel expenses.
Mrs. Walker moved to accept both renewals. Mrs. DeStefano seconded.
Motion carried.
PROPOSED BUDGET The Board reviewed the proposed schedule for the 1986-87 budget.
SCHEDULE, 86-87 Dates requiring Board involvement are: August 26-30, Sept. 19 and
24, and Oct. 22, 1985. Mrs. DeStefano asked if a Saturday meeting
could be scheduled instead of a night meeting. It was so agreed.
A change in the Sept. 19 public meeting date to a week earlier
was discussed. This will be addressed at the Board's next meeting.
Mr. Lash stated that computerization of the format will make the
budget more readable than in the past.
SUPER IHTENDENT'S The Levy vestibule is nearly complete. The sliding door's glass
REPORT was not as specified and was returned for correction. The storage
area is completed and very nice. Ms. Shulse called attention
to the heeds Assessment report that the Board received today.
ROBERT CROWN Teri Yerley and George Dotson presented summer offerings at Robert
PRESENTATION Crown, including the Summer Camp, Summer Playground, Kiddie Camp,
T-Baseball, Summer Basketball Camp, adult classes and Diary Lary
Fitness Sessions.
NEEDS ASSESSMENT Ms. Shulse reported on the wide variety of viewpoints of the young
people involved in the high school survey. By distributing
questionnairesto the morning classes, in which students are
randomly placed, a random distribution can be obtained with only
500 questionnaires instead of the original 4,000 envisioned. Ms.
Shulse will draft a thank -you note for Mr. Williams' signature.
Ms. Shulse outlined the additional mailings that may need to be done,
in addition to the original number, to meet the sampling criteria
in each census tract. Increased cost may be $4800 in the worst
case, depending on the return in each census tract.
Ms. Shulse asked that the Board approve the additional surveys if
more need to be mailed to achieve the level of validity in each
geographical section. Mrs. Walker so moved. Mrs. DeStefano
seconded. Motion so ordered.
PERSONNEL, --
Gerald Franklin was hired to begin within the next few weeks
RINK TECHNICIAN
at Crown as the new rink technician. The Board was informed of
the resignation of a Recreation Leader from the Center.
UPARR CD UPDATE
Ms. Shulse stated that Foster Auditorium is almost complete. Seats
should be in by the end of next week. Alternatives for location of
air conditioning are being considered. We have been assured the
noise level of the air handling system will not conflict with
dramatic presentations.
The Parks Dept. will do sanding of the stage; therefore that money
will be used for other change orders needed. The projected date for
work to be completed is the first week of June.
Fleetwood-Jourdain renovation is progressing, with painters there
now. The changes being performed will meet code. A request will
be submitted via CDBG for changing the Plexiglass at Fleetwood-
Jourdain.
PURCHASE OF FITNESS
Ms. Shulse requested an allocation of $12,000 from the operating
EQUIPMENT
budget for fitness equipment. Added to that would be the $5,500
balance in the grant, for a total of S17,500 for the equipment.
Details of the amounts saved in each program were shared. Mr.
Williams commented about the architect. Discussion of the equip-
ment to be ordered followed. Mrs. Talker moved to approve the
$12,000 allocation for fitness equipment. Mrs. DeStefano seconded.
Motion passed.
NAME OF FLEETWOOD-
To review, Ms. Shulse said that "Annex" was originally a working
JOURDAIN COMMUNITY
title for the leased space at Foster. The recommendation of the
CENTER LEASED SPACE
Fleetwood-Jourdain Advisory Committee was "The Fleetwood-Jourdain
AT FOSTER
Cultural Annex." Mr. Williams noted an annex is an add -on, temporary
structure. Mrs. Walker agreed. Mr. Williams felt the space deserved
a better name than Annex. Mr. Price of the Advisory Board stated
the space was to be considered a part of F1-J, not a separate entity.
Extended discussion ensued. The two names suggested by the Advisory
Board were "Fleetwood-Jourdain Community Theatre" for the auditorium,
and "Fleetwood 3nurdain Cultural Annex" for the other leased space.
Mr. Wirth asked how many people decided on the name. The answer
was eight persons wanted "Cultural Annex."
Mr. Williams assigned the position of Chair to another Board member
and moved to accept the name of "Fleetwood Jourdain Cultural Annex."
Mrs. DeStefano seconded. The issue was opened to discussion. Voting
yes were Mr. Williams and Mrs. DeStefano. Opposed were Ms. Harris
and Mrs. Walker. Motion failed. Discussion ensued with Mr. Price.
Mr. Williams offered to put the issue on the Study Docket. Mr.
Price invited two members to join the Advisory Board at its next
meeting. Ms. Shulse stated that without a name it will be difficult
for staff to publicize it.
Z)
Ms. Harris moved to reconsider the motion. Mrs. DeStefano
seconded. Mrs. Walker abstaining, the motion carried.
The original motion was reconsidered. In favor were Mrs. DeStefano,
Ms. Harris, Mr. Williams. Opposed: Mrs. Walker. Motion carried.
Mr. Williams requested the Recreation Board receive Minutes of
the Advisory Board.
SCHEDULED MEETINGS Consultants for the Needs Assessment will be here next week,
WITH MANAGEMENT meeting with the Mayor, Recreation Board, City Manager, Human
LEARNING LABS Services Committee members. They will discuss programs, administra-
tion of the Department. The Board can schedule individual appoint-
ments with them, Ms. Shulse stated. The Board members decided to
meet with Dr. Rossman on May 23 at 7:00 p.m., in the 4th floor
conference room.
DIRECTOR'S REPORT Mr. Wirth shared a drawing of the plan the Planning and Development
Committee approved for Talmadge Park and parking lot. He outlined
the type of play equipment going into the play pit area. 60
additional trees in the park area and around the parking lot will
be planted. The parking lot was an issue with neighbors due to
loss of trees and open space. Staff responded to their concerns,
reducing the number of spaces and wiatn of the setback. Many
existing trees were saved with that layout, and only two trees in
a state of decline were lost. Funds are in place from last year's
sources for construction. There will be a drop-off center for
children with good signage. Shuffleboard and bocci bail will be
explored. The parking lot will be started in late August, the
apparatus area will be started after the parking lot. The park area
probably will not be completed this fall.
The power boat ramp dredging project has been completed, Mr. Wirth
stated. 2,000 yards of sand were pumped out of the ramp area. The
challenge is the continuing siltation in the basin, an ongoing prob-
lem caused by the enclosed, protected area accumulating sand. This
necessitates the need to pump anually. As the lake drops from its
record high level, Mr. Wirth said the sand remaining will be steep.
Cost this year was approximately $20,000, though the sand was used
at Greeni•.cod Beach, thus getting 2,O00 yards of sand for Greenwood
at no cost. Mr. Wirth stated that the hauling of sand to Greenwood
would be completed tomorrow, and if the weather holds, sculpturing
will be done next week. The high water level makes it impossible
to project how long the beach will last, and Mr. Wirth said costs
would be approximately $180,000 on the sand plus $70,000 for rip
rap to restore the beach.
In answer to questions about the Lagoon, Mr. Wirth stated that the
water is not lake water, that it is recirculated by a pump, with
water flowing down a cascade. Dedication for the Lagoon is July 14.
PLANNING WITH OTHER This item was postponed until a later date.
AGENCIES
STUDY DOCKET The question of meeting with the Human Services Committee was
addressed. Mr. Williams will pursue this with the Human Services
Committee.
0
The Study Docket was reviewed. Chandler Center will be reported
on in August, it was noted.
COMMENTS FROM Ms. Harris noted that she enjoyed the Volunteer Recognition Day at
BOARD MEMBERS Levy, and was happy to meet the members of the senior citizen's
group and the volunteers.
Mrs. Talker agreed, and said she was really impressed and felt
good about the Levy celebration. She also liked the fact that
everyone there was functioning as a team. She felt that the meeting
set for next Wednesday was a very good idea.
EXECUTIVE SESSION The Recreation Board adjourned to Executive Session to discuss
personnel matters.
The Recreation Board reconvened at 11:50 p.m. and Mr. Williams
adjourned the meeting at 11:55 p.m.
The next regularly scheduled meeting of the Evanston Recreation
Board will be held Thursday, June 20, 1985 at the Chandler Community
Center, 1001 Lincoln Street, Evanston, at 7:30 p.m.
EVANSTON RECREATION BOARD MEETING
MINUTES
June 20, 1985
Mr. Williams called the meeting to order at 7:35 p.m. The
meeting was held at the Chandler Center, 1001 Lincoln Street,
Evanston, Illinois.
BOARD MEMBERS PRESENT:
Mr. David A. Williams, President
Mrs. Judith N. DeStefano, Treasurer
Ms. Julie M. Harris, Secretary
Mr. Henry Krasnow, First Vice President
BOARD MEMBERS ABSENT:
Mrs. Judy Walker, Second Vice President
out of the country
STAFF MEMBERS PRESENT:
Mr.
Ms.
Mr.
Ms.
Mr.
Ms.
Ms.
Mr.
Ms.
OTHERS PRESENT:
Donald J. Wirth, Director of Parks, Recreation
Jean Ann Shulse, Superintendent of Recreation
Martin Lash, Business Manager
Emily Palmer, Recreation Program Coordinator
Jim Stamborski, Chandler Center Director
Diane Mathis, Robert Crown Center Director
Sandra Cole, Robert Crown Recreation Leader
Sam Smith, Public Information Assistant
Darlene Nilges, Executive Secretary
C. Goimon
Helen Smith
Lois Lichtenstein
Sharan Mor
Jackie Wolf
Faith Block
George Block
Mary Wood
Peg Martin
Laurie Levy
Dale Lubotsky
Nancy Benbur
Robert Squires
Frank Norton
Veronica Norton
Noreen Perrone
Barbara Briese
Kelly Norton
Linda Lipton
Lyn Wildes
Kathy Nevel
Mr. & Mrs. Baugher
Beth Joyce
She] Newberger
and Forestry
Lori Larson -Gilbert L
Paul Maggi
APPROVAL OF Mrs. DeStefano moved the Minutes of the previous meeting, May 16,
MINUTES 1985, be approved as received. Ms. Harris seconded. Motion carried.
COMMENTS FROM Mrs. Noreen Perrone asked the Board to compare the number of children
OBSERVERS given scholarships now compared to several years ago. She asked
if a blend of the old and new policies based on need could be
considered. Mr. Williams said beach tokens are presently still
given out free to those unable to pay. Mrs. Perrone suggested a
lottery system for camp scholarships. Mr. Williams told about
the Recreation Department's extensive fee assistance program. Mrs.
DeStefano stated that up to 90% of the fees are covered, depending
on where the requestor falls within the fee assistance guidelines.
TREASURER'S REPORT, Due to the extraordinary number of transactions handled by the
BUSINESS MANAGER'S Recreation Department during the past month, the Treasurer's Report
REPORT and Business Manager's Report would be completed within one week.
but were not available at this time.
BEACH TOKEN FAMILY 1,383 full -price adult tokens, and 1,844 tokens for those 16 years
PLAN REPORT and under have been sold thus far, for a total of 3,227. 873 Family
Plans were sold in all, with an additional 938 tokens sold to people
not under the Family Plan. Total sold this season to date is 4,165,
which includes the time period May 1 through June 7. Jerry Williams'
report for June 8 and 9 showed a record number of tokens sold for
that period.
PROPOSED SCHEDULE, At its July meeting, the Recreation Board will schedule the budget
1986-87 BUDGET meetings between Aug. 24 and 31 with the Finance Committee. The
Public Hearing is Sept. 17, the regular Recreation Board meeting
to adopt the proposed budget will be Sept. 19. Oct. 22 is the
approximate date of the Board's meeting with Human Services Committee,
which requested that they be informed of any major budget changes
the Recreation Board is considering, before Sept. 1.
Mr. Krasnow moved the set aside these abovementioned dates and to
approve the proposed schedule. Ms. Harris seconded. Motion carried.
NICHOLS LIGHTED Mr. Newberger noted that Chandler is a lovely facility, and commented
SCHOOL COMMUNITY that the opening of the Fleetwood-Jourdain Community Theatre was
CENTER first class and a big success.
Mr. Newberger outlined the history of Lighted Schools in Evanston,
dating back to the late '60's, when a need for schools becoming
community centers in the evenings was identified. The program "got
tired" in the '80's, and was eliminated during the budget crunch of
1983. The need, however, was still there, and the community tried
a drop -in center, which was unsuccessful. City Council approved a
joint City/Dist. #65 project, under Dr. Marcy, the Principal of
Nichols. It includes a gym program run by the Recreation Dept.,
satellite adult ed program run by Dist. #202, a tutoring program,
the North Umberland Theatrical Society, a Touring Company, and
more. The school is re -lit, a vibrant part of the neighborhood.
Police presence is helpful with the gang problem. The neighborhood,
Mr. Newberger stated, has very positive feelings about the Center.
He stated that the Nichols Lighted Center is something for the Rec.
Board to be proud of, and offered to have any overflow of Rec.
programs be brought to Nichols if space is needed. He passed out
a report to the Human Services Committee about "It's Happening at...
Nichols." Mrs. DeStefano asked for figures concerning the number
of students tutored through the program.
FLEETWOOD-JOURDAIN Ms. Shulse introduced the new Trio Body Gallery Proposal to offer
FITNESS CENTER FEES well -diversified fitness and educational programs at Fleetwood-
Jourdain for all age groups. The program would offer several
options: full year, three month, and six month programs, and
3
would include programs in dance, fitness, weight training, special
workshops, etc. Mr. Williams asked how the fees compared to other
programs in the area. Ms. Shulse said it was felt that Fleetwood-
Jourdain was the least expensive. She noted that the program now
serves approx. 35 people; the feeling is that this number will
easily be doubled with the new program offerings.
The Chair entertained a motion to accept the fee structure. Mrs.
DeStefano seconded. Discussion followed. The vote on the motion
was unanimous; motion carried.
CHANDLER GYMNASTICS Bob Spires of the Eagles Booster Club told the Board that in three
PARENTS GROUP years the program at Chandler has grown from 60 to 200 children,
outgrowing the facilities. A new space is being sought, he said,
because of the frustration of overcrowding. Boys presently cannot
participate past the beginner's stage. Presently the group is look-
ing at Kingsley Gym at North Light Theater.
Mrs. Carolyn Goldman, President of the Booster Club parents, felt
younger children are closed out of the program, which has excellent
teachers and attracts people from all areas of Evanston and other
suburbs. Equipment is aging, it was felt, from having been dis-
mantled and reassembled so frequently. She felt there was a safety
hazard concerning too many stations which needed to be looked after,
and encouraged the Board to look into Kingsley. Mr. Williams said
Kingsley would be considered, but alternates should also be iden-
tified, and noted this was an item on the Study Docket.
Ms. Nancy Benden spoke of the good teachers at Chandler and of its
growth. She became involved in Evanston through the adult offerings
at Chandler, and felt the Center contributes to the community. She
thought the high school location for the growing Chandler program
was not ideal: the area was not convenient for children, and the
program requires that we share facilities.
Discussion with the Board and members of the group followed. It
was noted the high school cannot accommodate the program. Kingsley
would meet many of the group's needs, it was felt, and equipment
could be kept up at all times, which would make it last longer.
Ms. Shulse said Sue Medick at North Light would like to work with
the Board and community. She stated the rental at Kingsley for a
12 month period, based on preliminary discussions, would be $44,500,
due to need to relocate and rent various storage and rehearsal space
presently being used. Because the theatre programs have grown and
become more complex, relocating these functions would be inconvenient
to the theatre company. Ms. Medick, however, suggested that space
could be made available, especially if comparable space could be
traded for space in a City facility. Mr. Wirth said that the figure
for rental when space was utilized there in the past was less, and
was based on the allocable share of the total lease of North Light
from Dist. #65. He felt that there was a need to check back to
determine what the present figure was based on. Mrs. DeStefano noted
that this is District �65 property leased to North Light, and at the
time of the lease the figure was based on space, not profit.
Discussion among the Board members ensued. Mrs. DeStefano suggested
Dist. -65 be queried on the status of North Light. Mr. Krasnow asked
what other options were explored. It was noted that in three years
nothing else viable had been found. Questions and discussion with
audience members followed. The question of why taxpayers pay once for
the high school and again for rental of space was asked. Mrs. Perrone
said Dist. #202 needed to look at our needs more fully. It was
felt Kingsley would free Chandler for more cost-efficient programs,
other than gymnastics, allowing growth in terms of programs as well
as in space. Mrs. DeStefano said District #65 will be contacted,
and these issues would be taken under consideration. Mr. Williams
said that this would be a Study Docket item.
SUPERINTENDENT'S Emily Mills Palmer, Coordinator of the Youth Sports Program, shared
REPORT a videotape of some of the youth sports programs being offered by
the Recreation Dept.
UPARR/CD PROJECT, Ms. Shulse said the curtain went up at the Fleetwood-Jourdain
FLEETWOOD-JOURDAIN Community Theatre to a full house. Sales were excellent, and the
play was very successful. The Fleetwood-Jourdain Center project
with fitness center, arts b crafts and new kitchen should be com-
plete by its target date in August, approximately in ten weeks.
There will be a grand opening in September.
NEEDS ASSESSMENT There has been a 22.61% return rate on the surveys (433 total). An
UPDATE additional mailing to 14 tracts was necessary to increase the return
rate, some tracts needing more surveys than others to obtain the
needed rate. The consultants' contract states they have to make
every reasonable effort to get a valid sample, upon review by the
Recreation Board. The youth surveys have been tabulated; half of
the adult surveys are now coded. There is a rough draft of the
report based on citizen and staff interviews. This draft will be
in the hands of the Board in time for July budget deliberations.
Mrs. DeStefano requested to see the results of the youth surveys.
There will be a final recommendation and presentation by the con-
sultants in August.
LEVY VESTIBULE AND Doors are now operable, and the project is completed. S15,000 of
STORAGE AREA the $16,700 came from the Levy Advisory Committee, and the Rec. Board
approved a letter of thanks to go to the Advisory Committee. Another
letter will thank the Levy family for covering the expense of moving
a beam at the Center.
BEACH TOKEN SALE The concerns of some citizens regarding the issues of documentation
PROCEDURE UPDATE of residency and documentation of children's ages were reported by
Ms. Shulse. There was need for residency proof because of the large
numbers of people outside Evanston who would be purchasing resident
tokens at 50% discount. Ms. Shulse noted that some residents thanked
the Department for being vigilant about this. It was felt the first
year of a new program is always the most difficult in terms of
educating the people about the program.
Ms. Shulse reported that at the last City Council meeting, Ald. Raden
asked if the family plan could not be extended throughout the summer,
instead of ending June 7. Mr. Williams felt we could consider this
for next year. Mrs. DeStefano felt it untenable for this year, and
agreed with Mr. Williams. Ms. Harris felt one reason for the present
plan was to encourage people to purchase tokens before the beach
season began, but felt we should consider it for next year, due to
the large volume of people interested in this. Mr. Krasnow asked
why we could not offer the family plan for' the remainder of this year•.
The potential loss of budget revenues is one reason, and t1r. Lash sai
J
that if the program was reinstituted, it would not be fair to
the people who purchased at regular price between the current date
and the June 7 deadline. The Board will reconsider the budget to
find revenues for next year to offset this proposal. A letter will
be drafted to the City Council stating this.
Ms. Shulse discussed the perception among some people that the plan
was discriminatory against single parents. She noted that the plan
was not intended to have two separate rates, one for adults and one
for children, but was simply that the first two family members
would pay full price, even if a family plan was purchased for use
only by 4 children in a family.
PERSONNEL Ms. Shulse announced that a new ice rink technician, Gerald Franklin,
had been hired. He began work about two weeks previously, and is
presently being trained.
DIRECTOR'S REPORT Mr. Wirth commented on certain Parks items which effect the Recreation
Board and Recreation Department. The tennis courts at Fleetwood-
Jourdain have been renovated via a CD grant. The Mason Park shelter
will be rehabilitated, and a slurry coating, with acrylic paint,
will be applied to the basketball courts there. Greenwood Beach
is nearly complete, needing only some additional rip rap. Alter-
natives to Lee Street Beach's renourishment are being explored.
The record high water levels necessitate this, and these alternatives
will be shared after the consultant's recommendations. The Fleetwood-
Jourdain and Robert Crown Center roofs have been included in the
5 year Capital Plan. The Elliot Park tennis courts will be re-
constructed this summer. Mr. Wirth announced the July 14 dedication
of the lagoon. Mrs. DeStefano asked about 'fish rodeos', which may
be done. She felt that children in summer camps could participate.
ROBERT CROWN CENTER Ms. Shulse invited Diane Mathis, Crown Center Director, and Sandra
ACTION PLAN Cole of the Crown staff to participate in the discussion of the pro-
posed Action Plan, which incorporated issues, concerns, suggestions
voiced at the Public Forum June 5, and meetings with parents and
skaters. Ms. Shulse offered to read aloud the 42 items addressed in
the Plan, for Board approval. Mr. Krasnow felt reading each was in-
efficient use of time, and suggested xeroxing and distributing to
audience members. It was felt it takes time to study the plan and
become thoughtful about the issues. Mr. Williams suggested mailing
the plan to interested audience members. Ms. Shulse stated that staff
needed direction to get started addressing these issues immediately,
and felt losing a month before getting that direction was not pro-
ductive. To the question of what has been done this past month, Ms.
Shulse said that the plan has been prepared by staff for the Board,
and several items are now actually implemented, not just proposed.
She said there has been a series of meetings, totalling 14 hours, to
develop this plan. Board approval is sought, in order that staff can
meet with the interested residents to make any adjustments, then
proceed with implementation.
Mr. Williams felt some items were of concern to him, and suggested
addressing those tonight. Mrs. DeStefano wanted to go over the
whole plan tonight. Ms. Harris felt the group present tonight war-
ranted going over the plan. The Board listened to extensive comments
from an audience member, and Mr. Williams said copies would be made
of the plan and sent to all concerned.
6
Specific issues were raised. Non-resident fees were discussed.
The Plan recommends not differentiating fees for non-residents.
The Crown Advisory Board was discussed. Mr. Williams hoped it
would become integral to the Center, and asked that the Recreation
Board receive its minutes. Ms. Shulse said Don Wirth, some parent
representatives and herself were putting together input from citi-
zens, and would recommend an appropriate structure for the Advisory
Boards. Also discussed was the time necessary to recruit and hire
a hockey leader (4-6 months) required by the Personnel Dept. Mrs.
DeStefano felt this position was top priority.
Discussion with the audience ensued regarding the approach to take
on a separate advisory board on figure skating, etc. Mr. Wirth
felt one overall Board would function best: a total group with
special interest areas on one Board, which could meet as subcommittees
when items of special interest came up. An audience member felt a
booster club, loyal and proud of the Center, was what's needed for
the figure skaters, more than a lay Advisory Board. Mrs. DeStefano
said that in other centers the Board functioned like a Booster or
Parents' Club. Audience members were excited about the idea of a
Booster Club, which they,felt the previous Crown manager discouraged.
Mr. Williams suggested a member of the Booster Club be on the Advisory
Board. The Board felt the Parents' Group idea a very good one.
Mrs. DeStefano felt an Advisory Board would give each small group
representation. Audience discussion ensued about forms of represen-
tation.
Mr. Williams asked for clarification of the term "Bike Room." Ms.
Shulse stated it would address the concern of securing bikes from
vandalism. Mr. Krasnow asked how ice scheduling is done. Ms. Shulse
said this would be the next item on tonight's agenda.
Mr. Williams invited Mr. Baugher to re -ask his question from the
June 5 Forum concerning who the Recreation Board was. Mr. Williams
explained how appointed and what the status of the Board is. Mr.
Baugher asked if the Plan addressed any issues from the June 5
Forum. Mr. Williams read the categories listed. Mr. Krasnow asked
people to put their comments in writing a week before the next
meeting, since they would be helpful to think about beforehand.
Audience members felt mailing the Proposed Action Plan to a small
representative group would not reach all concerned people. Copies
will be at the Crown Center and Civic Center for distribution.
Mr. Krasnow noted that there was an adversarial feeling at this
meeting between the audience members and the Board which he felt
was unfortunate. The audience members stated they felt a sense of
frustration with other avenues explored. Mr. Krasnow said the Board
was here to address the problems and issues, and to solve them.
Ms. Shulse stated that the Plan was prepared for an issue -by -issue
examination by the Board. The issue of non-resident fees was addresse{
again. Wilmette and Skokie charge these higher fees for instructional
programs. Audience comment and discussion followed. One member of
the audience felt 15"S of practice skaters are non-residents. A non-
resident stated she pays more to Come to Evanston from Skokie, but
would not continue to come if prices were raised. In high level
practice ice time, it was felt people will go all over, and other
places do not charge differently for anything except classes.
Ms. Shulse clarified that the Action Plan is a staff proposal.
Staff is proposing that the Board adopt the document as a represen-
tation of those items discussed at the public meeting. Then staff
will use this plan as an agenda to discuss refinement, changes,
additions, etc. with interested citizens. Staff will attempt to
resolve a consensus where possible. Then there will be a report
back to the Board.
Mrs. DeStefano had questions concerning ice maintenance at a
better level than is currently being done. Extended audience
discussion followed about maintenance problems, causes and possible
corrections. Levels of acceptability were discussed. The Board
gave tentative approval to accept the Plan.
ICE USE AND CONTRACT Ms. Shulse said that the Recreation Dept. staff recommends there
PRIORITIES be a formal policy regarding contract priorities for ice use. The
priority system would be, first, for Evanston Recreation Dept,
programs; second, for ice rental sessions, with primary criteria
being the residency of the users or the organization. Although
this has been generally the practice, it has not been stated as
policy by the Board. It was felt these criteria would resolve
potential conflicts of ice -related scheduling in regard to the needs
of our community. Ms. Mathis stated that special interest groups
would submit their requests to the Manager. Those requests and
Recreation Dept. requests would be prioritized and negotiated.
Changes in the current policy would be (1) that staff would get
guidance as to decision -malting through this policy, and (2) staff
would establish all Evanston Recreation Dept. programs first, and
then special interest groups would be contacted. If there were
conflicts, the four points outlined in the proposal would be used
to prioritize.
Mr. Krasnow had several questions about the new plan, and how it
specifically would change our program, Ms. Mathis shared last
year's schedule and outlined how the proposed plan would change
allocations for time. Ms. Harris asked who would be scheduling
the programs. Ms. Mathis stated that she does this as one of the
routines of her job.
Mr. Krasnow moved to adopt the Ice Use and Contract Priorities.
Ms. Harris seconded. notion carried.
STUDY DOCKET The Study Docket was reviewed.
FLEETWOOD-JOURDAIN A Resolution was reviewed by the Board which would commend the
RESOLUTION Fleetwood-Jourdain Community Theatre and its sponsors for their
dedication to the development of black theatre in Evanston, and that
these accomplishments be brought before the Evanston community. Mrs.
DeStefano moved to accept the Resolution. Mr. Krasnow seconded.
Motion was unanimously adopted.
COMMENTS FROM BOARD Mrs. DeStefano commented that it had been a busy evening.
MEMBERS
ADJOURNMENT Mr. Williams adjourned the meeting at 10:56 p.m.
The next regularly scheduled meeting of the Evanston Recreation Board
will be held Thursday, July 18, 1985, at the Fleetwood-Jourdain
Community Center, 1655 Foster, Evanston, IL, at 7:30 p.m.
A RESOLUTION
WHEREAS, The Ueetvocd-Joutrain Cc=un.itu Theatte hrs btcuaht honor to
Evanston 6cn the past 3.ive ue2•ts ;h'ttough theft excettent daama#.ic ptcduction-s in
btac-z cerrmunitu theatte; and
WHEREAS, The Fteeovoed-Jowtda.cn COMMUnitrf Theatte p-te.sented "Raiain" on
Jute 15, 1935, opening the ne:v.iu •renovated Fteetvood-Jec:.tdain Cu.Ztu,tat Annex; and
WHEREAS, The FleeNocd-Jcunda.cn C. ZtuAat Annex mnovat,ion mus made poss.ib.Ze
by a Qednat grant which has been matched cuiti tcc:t 2'unds; and
WHEREAS, The Menican Hasnitai Supply CoApanaticn Fcunda: ion has d0ptaued
catponaM suppatt ei uran ity theaMe by beccming a gctd sponso-t o6 the Fteetvaod-
Jcutdain Ccrrrrunity Theatte; and
WHEREAS, The Wtz Sigma Theta Soactitcr Ineo�tpo•tatzd, Evanston No•tth/Sho,te
Alumnae Chapta, ha•s pacmcud aemmuniN theatte Vvtcugh �is GCtd zponsct3hip c6
The McNcod-Jou.tdain Cen7runity Theatate; and
WHEREAS, The Evanston T ccon ship High Sehoet has endc.t sed the development oS
btac., 6%=-atie pvcdunicns by at.so being a gctd epcnsc•t c j the 'thea; te; and
WHEREAS, The North Mae ItZincis Chapten od Lin ,s, Incon:+onated, has .shcwn
its .surtpatt as the great-te by being a gc.Zd .sponso.t; and
WHEREAS, The Ycoth Moe ChapZz.t cl NO and NO T4cc-r'J=aQ!, has ptc►,7oNd
the deveN ment cry' theatu in Evanston by beccmijig a •sUvet •sponmt.
UN, THEREFORE, SE IT RESOLVES by the Cit:r CcurtciZ cj the City ea Evan-Itcn,
Coon Ccunt.r, MinaZs that the FL2 Qxccc-Jcutdabt The" ate and its
.spanocAn b2 corr^tendzi Im Oak dMUnNon to the deveZc!:ment Gj blaca the.,,•te in
the C vcniZon ccmmunit:1 .
BE IT FURTHER RESOLVED that the c1 The Ftzet-cced-Jcu,*1dain
Cc=unitu TheatAC be bnought M) day to the at'entZen ca t;te ent-te Evanston
community and tdiat a copy cj &V .te.selution bewme patt c3' the teauza-t minutel
06 the My Ceun&Z and that copies be made ava.Uab. e to cchcrrevet ease may be
concerned.
Pa•s.sed:
,Uc YSt
Cr.Ccr Cktr!
Ir
EVANSTON RECREATION BOARD MEETING
MINUTES
July 18, 1985
Mr. Williams called the meeting to order at 7:37 p.m. The
meeting was held at the Fleetwood-Jourdain Community Center,
1655 Foster, Evanston, Illinois.
BOARD MEMBERS PRESENT:
Mr. David A. Williams, President
Mr. Henry Krasnow, First Vice President
Mrs. Judith N. DeStefano, Treasurer
Mrs. Judy 'Talker, Second Vice President
Ms. Julie 1-1. Harris, Secretary
STAFF MEMBERS PRESENT:
Mr. Donald J. Wirth, Director of Parks, Recreation and Forestry
Ms. Jean Ann Shulse, Superintendent of Recreation
Mr. Martin Lash, Business Manager
Ms. Shellea Swan, Public Information Specialist
Mrs. Athena Ames, Levy Center Director
Ms. Diane :Mathis, Robert Crown Center Director
Ms. Deborah Austin, Community Services Supervisor
Ms. Mamie Smith, Fleetwood-Jourdain Center Director
Mr. Don Peterson, Fleetwood-Jourdain Center Staff Member
Ms. Darlene Nilges, Executive Secretary
OTHERS PRESENT:
Elrna Glasco Mary Wood
Gail Inlow Bo Price
Jane & Phillip Baugher Laurie Green
Faith & George Block Carol Bost
Gordon Faust Kathy Nevel
APPROVAL OF Mr. Krasnow moved the Minutes of the previous meeting, June 20,
MINUTES 1985, be approved as received. Seconded by Mrs. Walker. Motion
carried.
LEVY CENTER REPORT Mr. Gail In1ow, Chairman of the Levi Center Advisory Committee,
reported that, after revising the Levy prcmotional packet to
include 85`1 current and 154 historical materials, the packet is
now complete and ready to mail. The packet, to be mailed to
physicians' and dentists' offices, as well as area banks and
other businesses, will, it was felt, attract new members to the
Levy Center, and enable people to contribute to the Center after
learning about it. The Life Enrichment Fund was used to pay for
the production of the packet.
Mr. Inlow said a subcommittee of the Advisory Cornnittee was set up
to examine the issue of gifts to Levy being tax exempt deductions.
fie reported that a Life Enrichment Cormittee is within two months
of being put in place. Its formation, it is hoped, will be able
to guarantee tax exempt status for contributions to the Center.
It
In response to a question from Mr. Williams, Mr. Inlow stated
he felt membership was down due in large part to the recent increase
in dues at Levy. Mr. Williams felt it important to know this for
budget deliberations. Mrs. Ames stated that each time fees are
raised there is a loss of membership, but within 2--3 years member-
ship grows again. She noted that fee assistance is available.
Mr. Inlow concluded by thanking the Board and staff for obtaining
10 extra parking spaces for the Center.
TREASURER'S REPORT Mrs. DeStefano gave the Treasurer's Report and moved approval of
disbursements as of July 18, 1985 in the total amount of $228,075.11.
Mrs. Walker seconded the motion. Mr. Krasnow abstaining, the motion
passed.
BUSINESS MANAGER'S Mr. Lash noted the figures being reported were through May 31, 1985,
REPORT due to the hiah volume of transactions. The end -of -June report, he
said, would be ready next week. Revenues for the fiscal year, through
5/31/85, total S379,729, or 27.1% of the projected annual budget.
Expenditures for the same period total S602,465, or 21.8% of the
projected annual budget.
FLEETWOOD-JOURDAIN Mr. Lash asked for Board approval to accept the lower of two bids
FITNESS EQUIPMENT for fitness equipment for Fleetwood-Jourdain. Chicago Corporate
Fitness Associates quoted S14,466 for a good, basic package, several
thousands of dollars less than the Dept.'s original estimate. Some
funds are from the UPARR project. Mrs. Walker moved to approve the
purchase; Mrs. OeStefano seconded. Motion carried unanimously.
APPROVED BUDGET Mr. Lash noted Aug. 24-31 has been set aside for Rec. Dept. Finance
SCHEDULE Committee meetings. Ms. Shulse suggested blocking out several days,
since the meetings may go beyond one day. Satirday, Aug. 24 was
the definite date, from 9:00 until 4:00 at the Civic Center, Rm. 2402.
August 27 & 29 were set for 6:30 p.m., Rm. 2403, with the 29th to be
cancelled if not needed. Mr. Lash noted the public hearing is Sept.
17 at 7:30 p.m. The Rec. Board will present the budget to the Human
Services Committee at a date to be assigned in October.
SUPER IINTENDENT'S Ms. Shul-_e r=rcrted th:.,. a car.dic.:ta ha: from the
REPORT applicants for the accountant's position, and a job offer will be
made tomorro;i.
Regarding the UPARR CD project, F1s. Shulse said the Theatre at
Fleetwood is fly percent complete. The punch list is being developed,
and only minor changes need to be done. The Fleetwood-Jourdain
work is excected to be complete in aceroxim,.ately two weak s. Cabinetrv.
painting anc class work will be done. The grant from the National
Parks Service stipulated the end of August as the ccmpietion date.
and we will be in advance of that date. The grand opening will
be at the end of September.
NEEDS ASSESSMENT The high school survey has not been totally reviewed, IMs. Shulse
SURVEY reported, due to scheduling difficulties among the various consult-
ants. Ms. Shulse expects to have some firm dates for their presen-
tation in a short time. Mr. Williams requested a copy of the map
of the census tracts to match with preliminary figures. Ms. Shulse
noted the overall success rate of return was over 30 percent, which
was very good.
V
Mr. Krasnow asked about false fire alarm fees imposed by the
Police Department. Mr. Wirth said he would address the issue
in his report.
DIRECTOR'S REPORT Mr. Wirth answered Mr. Krasnow's question above. He outlined
the grace period and the charges for answering false alarms.
The Recreation Dept. must pay the Police Dept, for the mechanical
malfunctioning of the system at Fleetwood-Jourdain, which set the
alarms off. ,Mr. Wirth said the system in place now was added
in 1978. The company suggests upgrading it or replacing it. He
noted, however, that there has been no loss of City property from
breaking and entering since 1978, so the system does serve its pur-
pose. Mr. Krasnow questioned the practice of Recreation Dept. funds
reverting to another General Fund Dept. through paying fines to the
Police Dept. Mr. Wirth stated that ecrPation Dept. is using
this service, we must pay for it. rMrs. Williams asked the approximate
cost of the Fleetwood-Jourdain malfunctions.. It was believed to be
in the S500-$600 range over an extended period of time. Mr. Mirth
said that until the system is repaired, we must pay the price. He
added that we are now in the process of studying how the system can
be upgraded or replaced.
GREENWOOD BEACH Mr. Wirth reported on the record high levels of the lake. If the .
EROSION levels continue, there will be significant costs involved in loss of
beach area at Greenwood Beach in the next two/three years. Lee St.
Beach will also be effected. Consultants may recommend revetment or
a breakwater concept to stem erosion at Lee St. Beach. Mr. Wirth
felt that renourishment of Lee St. Beach probably would not be done
this fall.
NEW PIER Mr. Wirth announced the Boater's Association has given the City a
pier for the power boat launching ramp area, to aid boaters in
launching and retrieval.
ROOFING NEEDS Mr. Wirth stated that thermography tests of the Robert Crown Center
roof indicate portions must be replaced this fall. Roofing prob-
lems also impact on the quality of the ice, he added, citing
higher humidity as a cause of poor ice. It will take an estimated
S30,000 to repair.
CD PROJECTS CO proposals are now being prepared by the staff for presentation,
Mr. Wirth reported. Two projects, involving (1) an extra S10,000
for the Fleetwood fitness center and (2) renovation of the Fleetwood-
Jourdain turnaround, parking and landscaping, will hopefully be
approved. The Recreation Board will be informed about these propo-
sals, and may be asked to appear before the CD Committee concerning
them.
Mr. Wirth advised the Board that budget increases for the coming
year will be minimal. He explained how increases are tied into
the Chicago Price Index (CPI), 95i of that percentage figure being the
permitted budget increase. Mr. 'Mirth explained that there probably
would not be a reappropriation of City surplus funds in 86-87,
and that revenue sharinq funds may be at best only 50i of last
year's figure. Translated into dollars, he said, revenue sharing
could be cut next year to an amount less than S400,000, from the
present less than S300,000. It appears that, under the present
federal government administration, there will be no revenue sharing
funds available in two years.
1'
Mrs. Walker asked what other projects were planned for Fleetwood-
Jourdain. Mr. Wirth answered that CD dollars may be cut back 20:,
and that remaining projects probably would include an upgrade of the
Auditorium lighting system, additional improvements to the building
totalling approx. $7,000, and repair of the 30+ year old roof. The
last roof repair, he added, was 8-9 years ago, and the condition of
the roof makes this repair a number one priority among all CD pro-
Jects for Fleetwood-Jourdain.
Mr. Williams told Mr. Wirth that the Lagoon dedication ceremonies
last Sunday were very fine, and congratulated him on his role in
the Lagoon project. Ms. Harris also attended the ceremonies and
agreed.
BROCHURE STYLE Nis. Swan shared her research on a magazine -style brochure for the
RESEARCH Rec. Dept. with the Board. Shellea reported that last year, citizens
asked the Board to consider a magazine format. Most North Shore
communities use this format, she stated, which has several advantages
over newspaper style brochures, and one drawback. Advantages include
longer shelf life, a better, more prestigious image which attracts
more people than a newspaper, smaller pages to focus on individual
interests, better photo and color reproduction, and better chance
of pass -along readership instead of throwing away a newspaper after
reading. The drawback is price, she said, comparing present casts
of $22,000/yr. for four issues of the newspaper, with approximately
$56,000/yr. for magazines. Some of the increase could be offset, she
added, by advertising, which might generate $2,000 per issue. A
strict advertising policy would be necessary. 11s..Swan also suggestec
for the Board's consideration increasing the brochure from a quarterly
to a bi-monthly, which would afford repeat exposure, which in turn,
increases registrations. An uncoated, lower -cost magazine is also
an option.
Ms. Swan said the Northbrook Park District claims they attract 80-
85a of their participants from their magazine. Although figures are
not available for our newspaper, Jim Stamborski estimates from sur-
veys that figures are presently 50-55% for his programs at Chandler.
She said that we now order 40,000 copies, mail 30,000, and put the
rest at pick-up points. We have the option of using the post ofTlce
or Earn b Learn, which is less expensive though not as reliable.
Mrs. Walker said she would work up some figures on postage require-
mcnts based on weight, etc. Mrs. DeStefano asked how Wilmette pays
for its maaazine without advertising. Ms. Swan said that our adver-
tising budget is 3%, while Wilmette's is twice that. Mrs. DeStefano
felt getting budget figures on advertising for several north Shore
communities would be possible and helpful. Shulse stated that
this idea was brought before the Board as an option, and if the Board
directed, staff would attempt to make cuts in other areas to balance
the budget to include this format. The Board recommended that the
magazine format be included in budget deliberations, and asked for
information regarding what cuts, if any, may have to be made.
ROBERT CROWN CENTER Ms. Mathis offered a presentation on ice scheduling and contracting
COMPLEX at Robert Crown to the Board. With the help of two large charts
she showed the requests for ice time and the proposed schedules,
which incorporated the adjustments needed for scheduling the Spring
Ice Show, Nutcracker, ISIA Championships, etc. She stated that in
many instances, requests are made for the same time, resulting in
conflicts. She outlined in detail the conflicts in the 85-86
September through March requests from various groups, which include
the Evanston Speed Skating Club, Precision teams, Evanston Figure
Skating Club, Senior Men`s Hockey League, Chicago Metro, House
Leagues, public skate, patch and freestyle. She outlined the
proposed fall and winter schedule and shared the rationale behind
each decision as well as some background concerning the scheduling
needs of each group.
Ms. Mathis defined for the Board the terms "patch" & "freestyle",
sessions used by the serious, competitive skater. In patch, 22
"Patches" are placed on the ice at a time, in which skaters practice
school figures. Free style is when jumps, spins, etc. are practiced,
over the whole rink, with 26 skaters allowed on the ice at once. Mr.
Williams asked for clarification concerning private lessons given by
instructors during patch and free -style periods. Ms. Mathis explained
that the student pays both the pro and the Center, and said that some
rinks do charge the pro a percentage, but the feeling was that the
student would end up paying higher fees to the pro if this was in-
stituted at Crown.
Mr. Williams noted that 701 of the members of the Evanston Figure
Skating Club were non-residents, though we subsidize them at $25
per hour off the regular fee of S110. He noted the Evanston Speed
Skating Club contains 52a Evanston residents. Ms. Shulse commented
that, if the Board wished, this issue could be explored during
budget meetings, and a decision made as to continuing the subsidy.
Questions, comments and recommendations concerning• various specific
scheduling proposals were raised by audience members.
ICE RINK FEE Ms. Mathis shared several tables with the Board, shouting the
RECOMME>'IDATIOUS comparison of rates with Skokie, Wilmette, Glenview and Northbrook
in the areas of instructional classes, non-resident fees, public
skate sessions, and rink rental. They showed Robert Crown to be
competitive with the other rinks in all areas except public skate
during weekdays, in which we are slightly lower in cost. Ms.
Mathis said that staff recommended retaining the same rates as
last season. Ms. Shulse commented that the fees are in line with
the budget and asked the Board for approval.
Mr. Krasnow moved to approve the ice rink fee recomanendations for
the Robert Crown Center. Ms. Harris seconded. Motion passed.
PHILOSOPHY STATEMENT Ms. Shulse requested that the Rec. Board read the first draft of
the Robert Crovin Center's Philosophy Statement, and asked for their
deliberation, ideas. thoughts, additions. Ms. Shulse requested
that the Board mail or phone these to her.
ADVISORY BOARD Ms. Shulse stated that interested citizens, Mary Wood, and Beth Joyce
have worked with staff and developed guidelines for reactivating the
Crown Advisory Board. These are similar to advisory board guide-
lines of the other Centers. She asked the Board for any questions
or ideas. Mr. Williams expressed concern that the membership on
the Board of one Northwestern University representative may be
construed as a non-resident being on the Board. It was generally
agreed that, while an FEU student, the person would be considered
a resident of Evaruton.
Mrs. DeStefano proved to accept the Guidelines for the Citizens
Advisory Committee of Robert Crown Center. Mrs. :talker- seconded,
co�runenting that it incorporated much work. Motion passed.
1
r
L
On behalf of the Recreation Board, 14r. Williams commended Ms.
Mathis on her presentation, and Ms. Mathis and Ms. Sandra Cole
on the amount of work that went into the ice scheduling presen-
tation, the fee comparisons and recommendations, the philosophy
statement, and advisory committee guidelines.
STUDY DOCKET Mr. Williams reviewed the Study Docket and asked that the Legal
Opinion -- Recreation Board and Use Policies subJects be removed.
For the Procedure forMonthly Treasurer's Report, Mr. Williams
requested a staff response on this item. 14s. Shulse said that
something will be prepared for the Board.
Mrs. DeStefano asked that an item concerning Fleetwood-Jourdain
Summer Playground be placed on the Study Docket. She has observed
a great need for expanding the existing program, and urged studying
the issue of whether the summer playground supervisor or the Fleet-
wood-Jourdain Director would operate the program at Fleetwood.
Mr. Baugher asked if the Action Plan for the Robert Crown Center
would be read that evening, as well as the Advisory Committee
Guidelines. Ms. Shulse answered that since the last Board meeting
there have been three more meetings with interested citizens, the
first including a member of the Planning staff. Mr. Wirth commented
that there has been a response on the part of City staff, which
moved quickly on the heating and dehumidifying issues. Ms. Shulse
explained there was a second meeting, and there were 3 adult citizens
in attendance, two of whom had attended the first meeting. At the
third meeting, 5 citizens attended, 2 of whom had not previously
attended. The third meeting was held only two days before the Rec.
Board meeting, which did not afford time to amend the proposed Action
Plan. She explained that staff is moving forward with this informa-
tion, and the plan is being evaluated at the present time. I -Is.
Shulse suggested that anyone interested in learning what the agenda
for the Recreation Board contained before the monthly meeting should
call the Department the Friday before the mna*ing.
CHANDLER SPACE Ms. Shulse reported that she had met with Mrs. Medack. of North Light,
who quoted a new figure of $32,500 for rental of space for Chandler.
Mrs. Medack stated these were her actual costs to relocate the func-
tions presently conducted in the gym space. The Board will be sent
more information on the issue. Althouah `-Irs. Medack stated many
reasons why renting space to Chandler would be difficult, Ms. Shulse
felt that 532,500 may not be the final fic_ure. Chandler parents also
are looking into alternate space options.
COMMENTS FROM Mr. Krasnow requested more in;ormation about softball programs other
BOARD MEMBERS than Little League for both boys and girls. Ms. Shulse described
the successful program begun last year in co-ed softball. Ms. Shulse
will provide more information in August.
Ms. Harris stated she was happy to be a part of the Lagoon dedica-
tion, and would like to see more music outdoors.
Mrs. 'Talker thanked 1-Is. Mathis for the great deal of information
she was able to provide the Board an many issues. She felt the
room and buffet at Fleetwood-Jourdain tonight was a very pleasant
surpri.o, aild thanked Smith, Contzr Dira sor`.
7
Mr. Williams said he always liked coming to Fleet-.•rood-Jourdain.
There is always something interesting going on here. He congratu-
lated Ms. Mathis on a first-rate job,
Mrs. DeStefano felt Ms. Mathis' and Ms. Cole's efforts were
spectacular. and was very much appreciative. She felt there have
been definite improvements over the last few years.
EXECUTIVE SESSION The Recreation Board adjourned to Executive Session at 10:12 p.m.
to discuss personnel matters. The Recreation Board reconvened
ADJOURNMENT at 11:14, and Mr. Williams adjourned the meeting at 11:15 p.m.
The next regularly scheduled meeting of the Evanston Recreation
Board will be on Thursday, August 15, 1985, at the Levy Center,
1700 Maple Avenue, Evanston, IL., at 7:30 p.m.
EVANST014 RECREATION BOARD MEETIIIG
MINUTES
August 15, 1985
Mr, Williams called the meeting to order at 7:30 p.m. The meeting
was held at the Levy Center, 1700 Maple Ave., Evanston, Illinois.
BOARD MEMBERS PRESENT:
Mr. Dav-*d A. Williams, President
Mrs. Judith N. DeStefano, Treasurer
Mrs. Judy Walker, Second Vice President
Mr. Henry Krasnow, First Vice President, who arrived from
the airport at 8:28 p.m.
BOARD MEMBERS ABSENT:
Ms. Julie Harris, Secretary, out of town
STAFF MEMBERS PRESENT:
OTHERS PRESENT:
Mr. Donald J. Wirth, Director, Parks, Recreation & Forestry
Ms. Jean Ann Shulse, Superintendent of Recreation
Mr. Martin Lash, Business Manager
Mrs. Athena Ames, Director, Levy Center
Mr. Roche Blanchard, Director, Leisure Learning Center
Ms. Shellea Swan, Public Information Specialist
Ms. Darlene Nilges, Executive Secretary
Mrs. Mary Lickerman, Evanston Figure Skating Club
Mr. Chuck Cohn, P.T.A.
Ms. Sandy Dustal, Northwestern University
Ms. Kelly Norton
Ms. Mary Wood
Ms. Margaret Hailen
Ms. Jackie Lynn
APPROVAL OF Mr. Williams entertained a motion to accept the Minutes of the
MINUTES previous meeting, July 18, 1985, subject to the correction noted
herein. Page 3, DIRECTOR'S REPORT, line 12 should read: "Mr.
Williams asked the appropriate cost...." Mrs. Walker moved to
approve the Minutes with the above noted correction; Mrs. DeStefano
seconded. Motion passed.
COMMENTS FROM Mrs. Diary Lickerman, President of the Evanston Figure Skating Club,
OBSERVERS addressed the Board. She stated the support the Recreation Board
has shown the Club was appreciated, and hoped that during budget
deliberations the Club's request for a subsidy would be favorably
considered. She added that the Club is attempting to increase its
membership among Evanston residents through advertising, posters, etc
Mrs. Lickerman commented the Club is open to anyone wishing to join;
she encouraged Robert Crown Center programs to raise the proficiency
level of would-be members. A discussion with the Board ensued con-
cerning the Club's need for an earlier scheduled time for its
activities.
-I -
TREASURER'S REPORT Mrs. DeStefano gave the Treasurer's Report and moved approval of
disbursements as of August 15, 1985 totalling $327,587.16. Mrs.
Walker seconded and the motion carried.
BUSINESS MANAGER'S Mr. Lash gave the Business Manager's Report. Revenues for the
REPORT fiscal year through July 31, 1985 total $848,195, or 58.6% of the
projected annual budget. Expenditures for the fiscal year for the
same period total $1,143,060, or 40.8% of the projected annual budget.
Discussion of elements of the budget and offsetting revenues ensued.
Ms. Shulse addressed Mr. Williams' inquiry concerning programs not
meeting budgeted income, and shared staff's responses in such situa-
tions. Mr. Lash explained the guidelines used when comparing elements
in the budget, i.e. the consideration of seasonality. Mrs. Walker
noted that overall, expenses and revenues were on target, which showed
excellent planning by the Dept. A discussion followed of the limited
use of credit cards by citizens wishing to charge Recreation programs.
Mr. Williams requested an estimate of the percentage of total revenues
being charged. fir. Lash estimated the figure was not more than 1%,
and credit card usage was considered a service to the community,
COMMUNICATIONS
Ms. Swan reported.that winter program publicity was now busily being
UPDATE, PUBLIC
worked on by Recreation Div. Chiefs, 3 to 4 months in advance of the
INFORMATION
programs. The fall brochure will be out next week, she noted, and
SPECIALIST
would be delivered throun_h the post office. Earn & Learn is not avail-
able at this time.
The Robert Crown Center's marketing piece, which has a year's shelf
life, is going to the printer next week, Ms. Swan stated. It is
marketed in Wilmette & Skokie also, as well as north of Foster in
Chicago. There will be an expanded hockey section this year, she
continued, and noted that we are now able to solicit participants for
hockey from the north Chicago area, since boundaries of the Amateur
Hockey Assn. of IL have been changed this year. 11s. Swan also reported
that a consistent marketing design approach is being brought together
with the assistance of a firm that has shown good results when used
by the Arts Council.
Mrs. DeStefano suggested distribution of the Recreation brochure at
both Norris Center and Kellogg Business School. fir. Williams asked
the cost involved in printing. Ms. Swan said that through comparison
and a search for cost effective printer, we will save some money on
printing, through design costs are up slightly, for a tctal cost of
approximately $8,500.
SUPERINTENDENT'S Ms. Shulse reported that through coordination with local and federal
REPORT agencies, we are attempting to resolve the problems with the con-
UPARR/CD PROJECT tractor. Electrical workers have been on the job, and except for
the dance floor, most of the remaining work, is cosmetic. Ms. Shulse
stated that UPARR staff will take into consideration what is done
and what has been beyond our control in this instance. She noted
the contractor had been used by the City before. A punch list
has been developed for the Theatre and Center.
GYMNASTIC SPACE Identifying space is still being worked on, Ms. Shulse said. It was
UPDATE --CHANDLER felt Kingsley gym's $32,500 price was too high, and the Foster School
gym space was being explored with Dolores Holmes. A portion of the
high-ceilinged gym would be rented, Ms. Shulse explained, at approx.
$10,000/yr. Size may be a problem, though ceiling height is good for
the program's requirements. Room space, lockers and showers, 500
square feet in all, is also available for an additional $2,000. Ms.
Shulse added that other spaces also are being explored. Discussion
of rental fees ensued.
Mrs. DeStefano felt Kingsley was the best space in terms of size and
a wooden floor. Mrs. Walker asked if attendance there would be
larger than elsewhere. Ms. Shulse said Kingsley was very close to
Chandler, which is a real consideration, but felt Kingsley was not
a viable option because of rental costs. The high rental cost is
because of the inconvenience for Northlight to fragment their theater
operation. Other options are being explored.
PERSONNEL—
Ms. Shulse announced John Bingaman had been hired as accountant, and
ACCOUNTANT
began working July 22. The first phase of interviews would be held
next week for the Rec. Leader II position at Robert Crown. Many
telephone calls were being made at this time.
ROBERT CROWN CENTER--
Ms. Shulse noted the letter Mr. Baugher had mailed Mr. Williams
PROPOSED ACTIOtl PLAN
requesting a special night to discuss the Proposed Action P1pn. Ms.
Shulse explained Mr. Baugher was out of town tonight, but with his
wife had attended all the special meetings on the Plan as well as the
last Board meeting. Mr. Williams said he would be happy to schedule
a special meeting, though it was publicized that the August Board
meeting would address the Plan. Ms. Shulse suggested the Plan could
be a Study Docket item each month, with copies available at each
Board meeting.
(At this point, Mr. Krasnow arrived from the airport at 8:28 p.m.)
Mary Wood reported that she had had 2 replies to invitations to join
the Crown Advisory Board. Mr. Williams expressed disappointment at
so low a number. Ms. Moods felt many people did not wish to go thru
a formal Board, and may want to form their own, independent group.
Extended discussion followed of ways to involve people in the Advisory
Board. Mrs. DeStefano suggested Ms. Wood write a personal note to
people inviting them to join. It was suggested that other advisory
boards recruited members in a positive atmosphere, and that the group
in this case was primarily negative. Mr. Wirth pointed out that the
group of people who are unhappy about various issues concerning
Robert Crown Center were boycotting our invitation to participate, and
felt that a letter from someone viewed by them as adversarial would
also elicit a negative response. He asked for ideas on ways to diffuse
this situation.
Mr. Williams and Mrs. Talker questioned if much more should be done to
recruit these people. Mrs. DeStefano suggested the Aldermen in the
Ward be queried. Ms. Shulse noted that it was not unusual for the
recruitment of members for any advisory board to be a challenging
process. Mr. Krasnow suggested that the Aldermen closely involved
in the Crown issues could be asked in a letter to get advisory board
members, and if no response, let the issue drop.
A discussion of the function and importance of advisory boards ensued.
Mrs. DeStefano felt it most important that each center have a function-
ing board. Mr. Williams said he would personally contact Aldermen
Raden, Korshak, Ream, Warshaw, Larson and Rainey. Mrs. Walker will
call the 2 aldermen of her Ward. The Proposed Action Plan was placed
on the Study Docket.
SPECIAL MEETING The Recreation Board considered Mr. Baugher's request for a special
REQUEST meeting. Extended discussion of the Plan followed. Ms. Shulse
outlined new Issues incorporated in the Proposed Action Plan and
said staff's work to address these issues is on -going. Mr. Krasnow
suggested scheduling the issue for the Oct. Rec. Board meeting, after
budget deliberations. Mrs. Walker agreed. Mr. Williams felt the
review of new or changed items by the Board should be on -going.
Discussion of ice time and private instruction ensued.
Mr. Krasnow suggested either adopting the Plan now, publishing it and
inviting comment, or delay and publicize a request for cornmunity
input, 14s. Shulse said the Plan was tenta:.ively approved at the June
meeting so staff could move forward. She said copies were made avail-
able at that time and three meetings were set up. Ms. Shulse felt
people would most likely wish to discuss various items with the Board,
and noted that at previous meetings and forums, the August date had
been mentioned as the meeting night to discu,,s the Plan. Discussion
continued.
Mr. Krasnow moved to adopt the Action Plan. It was also noted that
the Board can review the Plan at any time. The motion passed unani-
mously. Mr. Krasnow suggested Mr. Williams send Mr. Baugher a letter
telling him of the above action, and inviting him to join the
Advisory Board. Mr. Williams complimented the staff on an excellent
job with the Plan.
BUDGET POLICY
Ms. Shulse shared some information with the Board before their Finance
Committee meetings. The reasons for the City's difficult budget
situation are: 1) revenue sharinq and C.D. dollars are being cut
back significantly; 2) the inclusion of the Utility Tar. Reimbursement
money was a one-time revenue source in 85-86; 3) no fund balance is
projected to be avaiiabie for reappropriation in 86-87 as in current
year. She said all departments are requested to come up with a zero
percent increased budget, to be presented to City Council. Recreation
is part of the team including the Library, Arts Council, and Ecology
Center. Each team is discussing which cuts are most critical among
its group. Mr. Williams requested infor-mation on what increases will
be in the 86-87 budget, in order to know how much will need to be sub-
tracted from programs, etc. A discussion on diminishing returns
followed. Mr. Krasnow asked if fees could be increased to offset
expenditure increases. Ms. Shulse explained the Board would receive
information before the Board's Saturday meeting, and outlined the
format the information would be in for the Board's use. She said
the infonnation would be as explicable as possible, with some options
for prioritizing. If City Council identifies some monies, the possi-
bility of bringing back cut programs exists.
FLEETWOOD-JOURDAIN
Mr. Williams asked the definition of high -risk rental fees. Ms. Shulse
COf14UNITY THEATRE
outlined such programs, answering that Safety would assist in making
RENTAL FEES
decisions on risk. Mr. Krasnow stated some reservations on the questior
of high risk and said there were several legal questions concerning
adequate insurance, liability, etc. fls. Shulse said our Safety
f
Director is an attorney and risk management specialist, and said
she would ask him to review our policy. A general discussion on
aspects of the program, what groups usually rented space, etc.
followed. After further discussion on when to approve the fees,
Mrs. Walker moved to approve them at this time. Mrs. DeStefano
seconded. Motion carried. Questions concerning specific charges
were addressed. Ms. Shulse offered to have staff available at
September's meeting to address these questions.
STUDY DOCKET The Procedure for Monthly Treasurer's Report was discussed. Mr.
Krasnow asked, concerning clarification of the Business Manager's
report figures, whether other figures might be meaningful.
Ms. Shulse outlined the computer program used to mathematically
project every budgeted line item. She also shared the way staff
plans their budgets with the variables not reflecting a month -by -
month accounting.
Extended discussion ensued about the interpretationE w„ic[. could
be made from the Business Manager's Report. (1s. Shulse suggested
that changes in format could be made. It was agreed to so change
it to include the, results of mathematical equations showing projected
revenues and expenses, and highlighting budgets deviating more than
lop from their projections at year-end. A follow-up the next month
to alert the Board as to the significance of any problems will also be
given.
DIRECTOR'S REPORT Mr. Wirth commented that the budget situation this year would be
especially difficult and challenging.
COMMENTS FROM Mrs. Walker stated that her new duties in Washington necessitated
BOARD MEMBERS her leaving Evanston sooner than anticipated. She also found it
disturbing when people brought up safety and security issues at Robert
Crown, and asked if, based on today's security record, such percep-
tions were factual? Ms. Shulse outlined the supervisory staff, light-
ing changes, etc., that had been instituted to reduce these concerns
about safety.
Mrs. DeStefano regretted the necessity of airs. Walker's leaving the
area.
Mr. Williams wished Mrs. Walker well in her new endeavors.
ADJOURNMENT Mr. Krasnow moved to adjourn the meeting. t-1r. Williams seconded, and
the meeting was adjourned at 10:20 p.m.
The next regularly scheduled meeting of the Evanston Recreation Board
will be held Thursday, September 19, 1985 at the Robert Crown Center,
1701 Main Street, Evanston, IL at 7:30 p.m.
EVANSTON RECREATION BOARD MEETING
MINUTES
September 19, 1985
Mr. Krasnow called the meeting to order at 7:30 p.m. The meeting
was held at the Robert Crown Community Center, 1701 Main Street,
Evanston, Illinois.
BOARD MEMBERS PRESENT:
Mr. Henry Krasnow, First Vice President
Mrs. Judith N. DeStefano, Treasurer
Ms. Julie Harris, Secretary
Ms. Janet Webb, Second Vice President
BOARD MEMBERS ABSENT:
Mr. David A. Williams, President
STAFF MEMBERS PRESENT:
Mr. Donald J. Wirth, Director, Parks, Recreation b Forestry
Ms. Jean Ann Shulse, Superintendent of Recreation
Mr. Martin Lash, Business Manager
Mr. John Bingaman, Accountant
Ms. Mamie Smith, Director, Fleetwood-Jourdain Center
Ms. Jacqueline Samuel, Fleetwood-Jourdain Community Theatre.
Ms. Darlene Nilges, Executive Secretary
OTHERS PRESENT:
Ms. Carolyn A. Bost, Mr. Clayton Ball, Ms. Carolyn Keith, Ms. Nancy
Burhap, Mr. Chuck Cohn, Ms. Peggy Martin, Ms. Mary Hood, Ms. Margaret
Hallen, Ms. Kathy Nevel.
APPROVAL OF Mrs. DeStefano moved the Minutes of the previou-. meeting, Ai;r_,ust 15,
MINUTES 1985, be approved as submitted. Ms. Harris seconded. Motion passed.
COMbIENTS FROM Ms. Jackie Lynn, a representative of the parents' group for artistic
OBSERVERS gymnastics at the Chandler Center, spoke of the enthusiasm of her
group, which will be working with staff to present proposals for
permanent space for the Center. She noted that growth was approxi-
mately 200 percent in the last fen years in artistic gymnastics.
LEVY CENTER REPORT Mr. Clayton Ball announced that the annual Bazaar and Flea Market
grossed between S6500 and $7000, which is approximately $4000 net.
He said staff is pursuing tax exempt status, and as soon as the
process is completed, the packets that have been prepared will be
distributed. Mrs. DeStefano commented that she felt the packets
would be very successful when used. Mr. Ball further stated that
renovation work on the library is being contemplated, as is the
idea to close the Center the seven days after New Year's for
facility maintenance and cleaning and office file closings, etc.
at levy. The Center would be kept open for inquiries, etc.
Membership as of September 1 is 732 people.
ROBERT CROWN ADVISORY Ms. Margaret Hallen, President Pro Tem of the Robert Crown Center
BOARD REPORT Advisory Board, reported the first meeting was held Tuesday, Sept. 3.
Many special interest people attended. The next meeting is scheduled
for Oct. 1. Since guidelines and bylaws of the other Centers were
still being studied, and the original Bnitwood bylaws were being
located, she asked that acceptance be postponed at this time as well
as delaying appointments to the Board. It was felt the original
bylaws of Crown or Boltwood were closer to the intent of an advisory
board, Mr. Krasnow asked what the next step would be. Ms. Hallen
said that as soon as possible, a packet of information would be pre-
sented to the Board for approval. Mrs. DeStefano hoped that people
representing every area of the Center would become involved in the
Board.
TREASURER'S REPORT Mrs. DeStefano gave the Treasurer's Report. Disbursements as of
September 19, 1985 total $259,970.89. After discussion, Ms. Harris
moved to accept the report. Mrs. Webb seconded. Motion passed.
BUSINESS MANAGER'S Mr. Lash gave the Business Manager's Report, noting that the report
REPORT has been revised to provide more information and mathematically
to project collection and spending trends. Revenues for the fiscal
year through August 31, 1985 total $917,977, or 62.7A of the
annual budget. Expenditures for the fiscal year for the same period
total S1,412,254, or 50.4y. of the projected annual budget.
Mr. Krasnow asked for clarification of the percentage figures shown
in the report for individual elements, etc. Mr. Lash explained these
were mathematical computations based on a 12-month year. Ms. Shulse
added that the Board would be alerted to any ongoing problems with
any elements under budgeted income or overexpensed.
CAPITAL EQUIPMENT Mr. Lash presented two capital equipment items for Board approval.
REQUEST An updated alarm system for Fleetwood Jourdain was requested to
address the problems of malfunctions and inadequate coverage of the
o'+c; system, with the cost of approximately $5,000 coming from the
underexpensed line item 1724.10900. A reallocation of previously
approved monies for Chandler equipment (exercise mats, balance
beams, tables and cabinets) was also requested, resulting in no
increase to the previous budgeted amount.
Mrs. DeStefano moved to accept both capital equipment items. Ms.
Harris seconded. Motion passed.
COMMIUNICATIONS UPDATE Sam Smitn, assistant to Ms. Swan, the Public lnfor='ation Specialist,
intrcducel himself to the Beard and explained how `lorthncstern work-
study students such as he are utilized by Ms. Swan to provide press
releases, stories, and other functions in the Public information
office. He stated he was very positive about the job and Ms. Swan's
leadership, and glad to be working in the Department. Mr. Krasnow
offered positive comments about the staff Ms. Swan had working here,
and Mrs. DeStefano asked if the students were able to work on a broad
number of programs. Mr. Smith explained that assignments were
varied so the students could experience a wide range of program work.
3
CO,jMENTS FROM At this point, Mrs. Perrone of the P.T.A. Council, asked to address
OBSERVERS the Board. She read most of a letter from Mr. Silkaitis, Supervisor
of Municipal Sports, concerning tag football. She shared some
historical background on the program, stating the parents' time
spent working on the program was significant, and noted that each
child in the program pays $9.00 each to participate. She requested
that parents' and teachers' contributions not be minimized in any
communications from the Department.
FLEETWOOD-JOURDAIN The Board studied the Fleetwood-Jourdain Community Theatre Auditorium
THEATRE FEES Rental Program, which included information on the rental procedure,
equipment and additional room rental rates, classifications for
auditorium rental, the Theatre's play schedule, and the rental
program policy statement. Due to a computational error, it was asked
that Category 8 on page three of the short-term rental agreement
be changed to read $30.00, and not $35.00.
Ms. Harris moved to accept the Fleetwood-Jourdain rental program.
Ms. Webb seconded. Motion passed.
INTRODUCTION OF NEW Mrs. DeStefano introduced Janet Webb, new Recreation Board member,
BOARD MEMBER stating that she was very happy to have her on the Board. Ms. Webb
currently teaches at E.T.H.S. and is in charge of varsity cheerlead-
ing.
SUPERINTENDENT'S Ms. Shulse reported that an offer had been made to a candidate for
REPORT the Recreation Leader I1 position that is vacant, but the offer
had not been accepted. Advertising is again being placed in the
Tribune and other papers.
DIRECTOR'S REPORT Mr. Wirth shared several facility development items with the Board.
An application is being readied for a grant from Build Illinois funds
to perform further lakefront parks improvements: rehabilitation of
the Lagoon building, and partially of the lakefront office, upgrad-
ing of the lakefront pathway system, improvement of the parking area
at Dempster 5t. When and if the grant is received, the Board will
be asked for its input in the final design development stage.
A proposal is being prepared, Mr. Wirth reported, for 50 board sail-
ing racks to be paid through the issuance of non -interest bearing
bonds to grant certain people exclusive use of the racks for five
years. The proposal is in response to the Board's direction that suc}
be developed and presented to the Board. This is similar to what was
done at the power boat ramp. The racks would therefore cost the City
nothing, since these 50 people :could also ply a higher fE,e as well,
and the note for the racks would be paid off in five year;, Mr.
Krasnow requested information on the prohibition of building struct-
ures on that beach. Mr. 'firth agreed to send him the ordinance,
commenting that it was possibly not relevant to this particular
proposal.
Mr. Wirth reported that the City is going out to bid for the Burnham
Shores tennis courts, and updated the Board on the erosion at Lee
Street Beach. fie explained that gabions were being added in the
hope that the lake level will recede, and next year renourishment
can proceed, tfe will keep the Board posted on this Parks item.
Ms. Harris a,lked if bathrocros at the lakefront could remain open in
the fall during warm weather during the week. Mr. 'Mirth explained
Y
that there was not sufficient staff to do so, and said typically
there is a large amount of damage due to vandalism. Mr. Wirth felt,
however, that Ms. Harris' suggestion to keep bathrooms open on
holidays when school is out, was a good idea.
LEVY CENTER ADVISORY
Ms. Shulse outlined the historical background of the Recreation Board
COMMITTEE APPOINTMENT
approving appointments to the advisory board. The appointment of
Jeannette H. Kean was considered by the Board. Mrs. DeStefano
moved to accept Mrs. Kean as an aaointee to the Levy Center Advisory
Committee. Mrs. Webb seconded, and it was so moved.
RECREATION BOARD
Discussion ensued as to scheduled dates for the Finance Committee
BUDGET
meeting. The budget is due, it was noted, on October 4. Mrs.
DeStefano felt it important not to cut the time needed short, and
that it would take time to understand the entire budget. Ms. Harris
requested getting a copy of all materials in advance. Mrs.
DeStefano felt that a Saturday was a possibility. Mr. Krasnow
suggested Monday, September 30, and it was agreed that 7:00 on that
date will be the time. A meeting room will be arranged.
FACILITY RENTAL FEE
A letter requesting rental fee waiver for space at the Robert Crown
WAIVOR REQUEST
Center was considered by the Board. Lekotek, a not -far -profit
agency, requested free use of the game room and multipurpose room
for a total of 5 occasions during prime time. The Lekotek Center
serves families with children with handicaps. It was explained that
the total rental cost of $220 went toward costs related to utiliza-
tion of the building. Mrs. DeStefano asked if a fee reduction could
be approved instead. Ms. Shulse explained that all other groups
have complied with the fees in the past. Discussion followed, and
Mr. Krasnow called for a motion. gone was forthcoming. Mr. Krasnow
asked his. Shulse to write Lekotek to explain our policy in regards
to similar organizations' requests.
ACTION PLAN -- NEEDS
Ms. Shulse asked that the Board establish each month on its agenda
ASSESSMENT PROJECT
time to discuss some of the recommendations of the Management Learn-
ing Laboratories. She asked that items be placed on the agenda in
a balanced way, combining both minor and major issues. She noted
that some of the reccrs-erdations had already beet) implemented, i.e.
the part-time pay scale and merit raises, which was worked on for
over a year and is now in place. All policy items, she continued,
would be brought before the Board. Related recommendations would
be extracted from the report and considered together. The Action
Plan presented to the Board tonight showed the dates items were to
be introduced, but items could be postponed for further study, she
noted. Mrs. DeStefano coa—mented that Item I, concerning printing
our brochure on paper other than newsprint, had bepn decided in the
finance meetings. Questions and discussion on the proposed dates
ensued. Mr. Krasnow wanted to be part of the process leading to the
final, well -thought out suggestions. Mrs• DeStefano requested time
to look over the whole report. Discussion of the various recommended
time frames continued. Ms. Shulse said that the Board could add any
items onto the agenda not presently listed.
t
PROGRAM IDEA -- The Board considered a proposed program idea from a citizen, Sue
3-011-3 BASKETBALL Oates, outlining a 3-on-3 basketball tournament in the summer,
TOURNAMENT similar to one reported on in Sports Illustrated recently. Ms.
Shulse discussed ideas staff had proposed for the tournament, but
said that Management Learning Laboratories had suggested no new
programs at this time, though a controlled number of new programs
to stay flexible and current and meet citizens' needs was certainly
possible. Discussion ensued about the program idea. Mason Park,
with room for spectators, was suggested. Mr. Krasnow thought it
was a terrific idea. Time around the fourth of July was discussed.
Mrs. DeStefano was very positive about the concept. Mr. Krasnow
asked if this might be placed on our budget, and it was felt that
this could be done. A citizen in the audience volunteered
suggestions concerning the time schedule, and said three -person
teams would play against each other until a team is champion. Mr.
Wirth suggested a limited time frame per game, possibly to be played
on several courts or half courts, and felt the run-offs could be
played in two to three weeks. He suggested Bent Park with the
final games tied into the Fourth's activities. Mrs. DeStefano felt
coed participation had a lot of potential. Mr. Wirth felt the
Fourth of July Commission would most likely support the idea.
Mrs. Webb made a motion to implement the 3-on-3 basketball tourna-
ment. Mrs. DeStefano seconded. Motion passed unanimously. Mrs.
DeStafano suggested a note to Sue Oates thanking her for bringing
the idea before the Board.
STUDY DOCKET Mrs. DeStefano suggested starting up the subject of Inter -Agency
Cooperative Planning again, and asked that it be better understood.
Mr. Krasnow asked for the progress on the next report concerning
the procedure for Monthly Treasurer's Report. I -is. Shulse said
clarification had been written, and was proably in the mail at
the Civic Center at this time. She had requested it in time for
the evening's meeting. Mrs. DeStefano felt Chandler Center was
a very good, almost self-sustaining Center, and should be assisted.
She was exploring private funding and will follow up.
COMIMENTS FROM BOARD Ms. Harris welcomed Janet Webb to the Board, and was happy to have
MEMBERS her there.
Mrs. DeStefano discussed the farewell dinner for [trs. Walker. Ms.
Shulse said she would be happy to make arrangements for the Board
to attend. Mrs. DeStefano felt it was a nice gesture.
Janet Webb said she enjoyed her first meeting, and appreciated the
amount of reading material she had been supplied with.
EXECUTIVE SESSION The Recreation Board adjourned to Executive Session at 9:06 p.m.
to discuss a personnel matter. The Board reconvented at 9:11 p.m.
and Mr. Krasnow adjourned the meeting at 9:12 p.m.
The next regularly scheduled meeting of the Evanston Recreation
Board will be on Thursday, October 17, 1985 at the Civic Center,
2100 Ridge Ave., Evanston, at 7:30 p.m., in room 2404.
EVANSTON RECREATION BOARD MEETING.
MINUTES
October 17, 1985
Mr. Williams called the meeting to order at 7:38 p.m. The meeting
was held at the Civic Center, 2100 Ridge Ave., Evanston, Illinois.
BOARD MEMBERS PRESENT:
Mr. David A. Williams, President
Mr. Henry Krasnow, First Vice President
Mrs. Judith N. DeStefano, Treasurer
Ms. Janet Webb, Second Vice President
Ms. Julie Harris, Secretary
STAFF MEMBERS PRESENT:
Mr. Donald J. Wirth, Director, Parks, Recreation & Forestry
Ms. Jean Ann Shulse, Superintendent of Recreation
Mr. John Bingaman, Accountant
Ms. Diane Mathis, Manager, Robert Crown Center
Ms. Sandra Cole, Recreation Leader II, Robert Crown Center
Ms. Shellea Swan, Public Information Specialist
Ms. Darlene Nilges, Executive Secretary
OTHERS PRESENT:
Ms. Jane Baugher, Ms. Jackie Wolf, Mr. Chuck Cohn, Ms. Margaret
Hallen, its. Mary Wood, 111s. Peggy Martin, Mr. Arne Weingart, Ms.
Beth Herman, Ms. Noreen Perrone, his. Kathy Nevel.
APPROVAL OF Mr. Krasnow moved the Minutes of the previous meeting, September 19,
MINUTES 1985, be approved as submitted. Mr,. DeStefano seconded. Motion
carried.
C0144ENTS FROM Organizers of a new group, the Supporters of Robert Crown Skaters,
OBSERVERS shared their first mailing with the Board. It included their consti-
tution, minutes of the first meeting, and a newsletter. The Board
perused the contents of the packet. Mrs. DeStefano stated that
since Robert Crown is the name of the entire Center, the name of
the group could reflect the fact that it is more a booster club for
the skating portion of the Center, and therefore not include, but
be separate from the Robert Crown Center name. She also felt the
newsletter was good. Mr. Williams was glad to see that the chairman,
Jackie Wolf, also was on the lay advisory board of the Robert Crown
Center.
Details of safety and the services proposed by the Supporters of
Robert Crown Skaters were discussed. tars. DeStefano suggested
changing the words "charged with the responsibility" to "helping."
Jackie Wolf, the chairman, agreed.
Also discussed was the Robert Crown Flea Market, the annual fundraiser
of the Robert Crown Advisory Board in November. Over 90 tables are
sold at $15 each to various sellers and the Flea Market, in its loth
year, is again expected to be successful.
-2-
ROBERT CROW14 CE14TER Margaret Hailen reported on the successful solicitation of several
ADVISORY BOARD REPORT new members for the Robert Crown Advisory Board. They are: Michael
Coombes, Jackie Wolf, Richard Seaman, Mary Lickerman, Faith and
George Block, and Carolyn Keith. Existing members are: Mary Wood,
Peggy Martin and Margaret Hallen. Discussion of the Guidelines of
the Lay Advisory Board of Robert Crown Center followed, with focus
on why apointees must reside in the city of Evanston. fir. Williams
entertained a motion to accept the names of the new members. 1.1rs.
DeStefano so moved. Mr. Krasnow seconded. The motion was passed.
TREASURER'S REPORT Mr. Williams quoted from Mr. Hill's July 5 memo concerning the review
of the Recreation board expenditures, "Therefore, the procedure
currently in effect must be continued." Ms. Shulse differentiated
between the Treasurer's Report, a reporting function, and approval
of Expenditures, done bi-weekly by the Treasurer. Mr. Williams
said the original question posed by the Board was whether the Board
need vote every month on the Treasurer's Report, and noted that
this question had not been answered.
Mrs. DeStefano then read the Treasurer's Report. Disbursements as of
October 17, 1985 total $294,287.54. Mrs. Webb moved to accept the
report. Ms. Harris seconded. Mr. Krasnow abstaining, the motion
passed.
BUSINESS MA1IAGERIS Mr. Bingaman gave the Business Manager's Report. Revenues for the
REPORT fiscal year through September 30, 1985 total $1,021,264, or 70.6-:'
of the annual budget. Expenditures for the fiscal year for the same
period total S1,722,600, or 61.5% of the annual budget.
Ms. Shulse noted that the mathematical equations used in the report
are later reviewed and adjusted by staff: for instance, when grant
reimbursements are received, the adjusted report more truly reflects
expenditures and revenues. She noted also that some of our capital
equipment purchases were made earlier this year than last, which would
reflect as higher expenditure figures in the report, but that overall
adjustments will show that we are not over -expensed or under revenue.
Mr. Krasnow: asked if another form of Business 1.1anager's Report could
be devised to give more or different information besides mathematical
projections for a truer reflection of revenues and expenditures. It
was felt that the newly revised report provides the most accurate
information that can be presented to the Board at this time, consider-
ing the computer report completion during the third week of the month.
REQUEST FOR EXEMPTION The Board considered the request for fee assistance that had been
TO FEE ASSISTANCE received by the Department. Mr. Krasnow moved to approve a 30
POLICY reduction after discussion of the request. Mrs. DeStefano seconded.
Mr. Williams commented that the Board has a very good, 4,ell written
fee assistance policy, and felt it should be adhered to. He noted
that what is done for one must be done for all. Mrs. Webb felt ex-
tenuating circumstances existed in this case. The motion for a 3011'
reduction passed, with Mr. Williams voting against.
FINANCE COMMITTEE The proposed date of October 21 was rejected for the Board's Finance
MEETING Committee meeting. Discussion of a mutually acceptable date ensued.
Ms. Shulse noted that staff was to forward the Board's recommendations
on the 22nd, and Human Services packets go out on the 24th. Mrs.
DeStefano felt it especially important that all Board members be
able to attend. Thursday, October 24 at 7:00 p.m. was chosen.
--3-
COMMUNICATIONS UPDATE/ Ms. Swan, Public Information Specialist, reported that the winter
LOGO PRESENTATIO14 brochure will be out next week, covering November through March.
She shared the history of the development of a Department logo with
the Board, beginning in June when Mr. Zendell, Director of the Arts
Council and Ms. Swan interviewed designers and selected a firm that
could meet our needs and was within budget limitations. After several
discussions, the concept of a new design emerged. The logo design had
to be general, positive, and denote fun, she noted.
Arne Weingart and Beth Herman of Weingart/Anderson Design Firm, showed
some variations and applications of the design chosen, noting that
the loon had to work for the whole Department, in newsletters, flyers,
magazines, etc. It had to work well with existing graphics, be up-
to-date without trendiness, current for many years, and represent
a feeling of aspiration. The Board was shown two-color and multi-
color, rainbow -like versions. Mrs. DeStefano asked how many ideas
were presented. She was told that 4 or 5 original ideas and sketches
were started with, none were chosen, but they afforded a place to
begin discussion. Another 4 or 5 were developed, one from that group
was enlarged upon, until the present design was created. Mr. Mirth
felt the concept of the Department having its own identity a sound
one, and felt a specific logo was appropriate. The idea of using trees
as do several park districts, was discussed. Mrs. DeStefano asked if
the exhibited multi -color was expensive to produce, and it was ex-
plained that it was not, since 4 colors could be put on the press at
once, Which is much less expensive than regular 4 color printing. It
was noted that the Centers would receive guidelines for logo useage.
Mr. Y.rasnow moved to accept the design. Mrs. DeStefano seconded.
Discussion followed, Mrs. DeStefano noting that she wnuld have liked
to be included in the selection process, but felt the c:esign was very
nice. Motion passed.
PERSONNEL --RECREATION Ms. Shulse reported that resource persons recommended to the Department
LEADER II had been contacted, and other sources were being utilized. There: had
been some response to the Tribune ad, and some intervie,.is would be
conducted next week. M? ilings and the NCAA ad should also bring some
results, it was felt, and the search would remain open until those
responses come in.
DIRECTOR'S REPORT Mr. Wirth stated that the Board had been sent a packet containing the
lakefront grant application sumnary to appraise the Board. He asked
the Board to familiarize itself with the contents so that later the
Board can give input in the process. He discussed input rueetings with
the aldermen and citizens involved, and noted the application is in
concept form so that details can be developed. He informed the Board
that an upcoming issue would be parking at the carry -in ramp, since
part of the proposal dealt with making the parking area more aesthetic
in appearance.
ROBERT CROWN CENTER Ms. Shulse noted that the Board requested the Action Plan review as
ACTION PLAN as agenda item, and asked Diane !Mathis and Sandra Cole to begin the
review. Mr. Williams asked if items with dates already past had been
implemented. Ms. Shulse said most of such items had been accomplished.
-4-
Ms. Mathis highlighted and updated the Board on each of the 38
items contained in the Robert Crown Action Plan. Among other
updates, she reported that ratios of student to instructor were
low in the 63 classes being held at Crown; a guidebook is due out
shortly; the adult freestyle, with four students registered, does
not warrant the large rink this term; the Center is receiving at
lease two compliments on improved ice maintenance per week; since
many young children are now involved in the freestyle program,
a new policy has been implemented that any child six or younger
must be accompanied by a pro, and no accidents have happened to
date. She also reported that ice scheduling is now done in ink, the
result being no double bookings since implementation; skylights and
air ducts have been cleaned, and the concrete outside scrubbed
weekly. Mrs. DeStefano suggested the lights outside the Center
need to be brighter, which has been a suggestion from citizens. Mr.
Williams commented that the update provided the Board was excellent.
TRIENNIAL REVIEW
Mr. Krasnow suggested discussing this item in Executive Session due
to the subject content (personnel items).
NEEDS ASSESSMENT
Ms. Shulse and Ms. Swan outlined the recommendations of Management
ACTION PLAN --
Learning Laboratories for the Public Information Office, most of which
PUBLIC INFORMATION
suggested continuance of present practices. A few changes were
OFFICE
suggested; specifically, discontinuing "Life. Be In It" to identify
free programs; continue targeting flyers, but begin to be more selec-
tive in this resource; and discontinue participation in Newsource in
favor of diverting resources toward our promotional materials. Mrs.
DeStefano commented that "Life. Be In It" was a slogan that expressed
a lot, and hoped the Department could continue with it. Ms. Shulse
explained that this was a national campaign and the Department would
continue participation in it.
NEEDS ASSESSMENT
Ms. Shulse reported that the Safety Department would have information
ACTION PLAN --
on liability concerning our rental policy, and shared with the Board
FACILITY RENTAL
the Department's facility rental policy. She noted the consultants
POLICY
recommended there be no further elaboration of the policy as it is
now developed.
NEEDS ASSESSMENT
In response to the recommendation that staff write policies for the
ACTION PLAN --
various special interest groups dealt with, Ms. Shulse offered the
POLICIES FOR
format being developed for the Board's perusal. Also recoranended was
SPECIAL INTEREST
that the Department identify the financial worth of the services
GROUPS
provided these groups. The Board discussed the purposes served by
documentation. Ms. Shulse noted the organizational value of this
type of work by staff. It eras felt to be valuable for record- keeping
and to facilitate passing along program information. Mrs. DeStefano
felt it entailed a lot of work, but would be beneficial in the long
run. Mr. Krasnow asked how much time it might take to accomplish, and
Ms. Shulse thought some groups might require 8 - 10 hours of staff
time, though smaller groups would be less. A six-month time frame
was suggested. mr. Williams suggested this project not be top priorit,,
Ms. Shulse discussed the recommendation for a residency requirement
for clubs sponsored by the Dept.She suggested organizations requesting
funding submit a member list, and this information be used at budget
time. Ms. Shulse asked the Board to decide what percentage of
-5-
members of the clubs should be residents. Mr. 'Williams felt a simple
majority was insufficient. Mfrs. Webb suggested 75;G. Mrs. DeStefano
suggested making a decision on the issue next year during budget
deliberations. The Board agreed that next year, when the clubs
register, the percentages of residents would be obtained, and a deci-
sion would be made after that time.
The Board considered the recommendation that the Department continue
to pursue the goals set forth in the Department's report to the Human
Services Committee (4/25/84) and the overall recreation policy section
of A Review of Recreation in Evanston (10/1/84) by the H.S.C. Core
and semi -core programs would be an Agenda item later this winter or
spring.
The recommendation that no new programs be started by staff or politi-
cal bodies until a feasibility study be prepared was discussed. The
Board discussed the extensiveness of such studies. Mrs. Webb felt a
well -researched study would be an intelligent way to look at new
program suggestions before implementation. Ms. Shulse stated that
flexibility could still be maintained. Discussion ensued among the
Board members and Mrs. Perrone of the PTA. Mrs. Webb noted such a
study need riot be time-consuming. Mir. Krasnow moved and Firs. DeStefano
seconded the motion to not start nevi programs without a feasibility
study. The motion passed unanimously.
ICE SUBSIDY for. Williams discussed giving groups subsidies for the Crown Center
when the groups are not made up primarily of Evanston residents. fie
also commented on the non-resident fees, as outlined in the Action
Plan. Jackie Wolf of the Crown Supporters felt much revenue would
be lost if non-residents were charged higher fees. Mr. Krasnow
said that vie must be competitive with other area rinks. Mr. Williams
will pursue the issue next year.
STUDY DOCKET Chandler Center expansion: Mrs. DeStefano suggested a request for
funding be submitted to the h,cGaw Foundation, and suggested Ms. Shulse,
Mr. Wirth and Jim Starnbowski word: together to write it up. The issue
will be placod on thr� rrovmnihr�r Agenda. Mr. William,,; asked the value of
a feasibility study for the expansion. The heeds Assessment survey,
it was felt, contained the information necessary to move forward.
Mrs. Perrone stated that Fleetwood-Jourdain is closed Saturdays after
2:00 p.m. December through March. The hours of the Center will be
reported to the Board next month. rIrs. Perrone suggested fourth
graders be brought to Fleetwood, ther(_-by opening Chandler for drop --in
activity.
Robert Crown Action Plan: It was reported that Board packets Saturday
would contain information on the Plan for the report to the Human
Services Committee, which will be the culmination of the Robert Crovin
study. ids. Shulse asked that the Board edit or re -write in time for
a final report at the November meeting or before. Discussion on the
extensiveness of the report ensued.
EXECUTIVE SESSION Mr. Williams adjourned the Recreation Board to Executive Session at
10:17 p.m. to discuss personnel matters. The Recreation Board re-
convened at 11:29 p.m. and was adjourned at 11:30 p.m.
The next regularly scheduled meeting of the Evanston Recreation Board
will be on Thursday, November 14, 1925 at the Chandler Center, 1001
Lincoln StretA , Evanston, IL.
FINANCE COMMITTEE MEETING
EVANSTON RECREATION BOARD
October 24, 1985
Mrs. DeStefano, Finance Corinittee Chairperson, called
the meeting to order at 7:00 p.m. The meeting was held
at the Civic Center, 2100 Ridge Ave., Evanston, IL.
BOARD MEMBERS PRESENT:
Mr. David A. Williams, President
Mrs. Judith N. DeStefano, Treasurer
Mr. henry Krasnow, First Vice President
Mrs. Janet Webb, Second Vice President
Ms. Julie Harris, Secretary
STAFF MEMBERS PRESENT:
Mr. Donald Wirth, Director, Parks, Recreation & Forestry
Ms. Jean Ann Shulse, Superintendent of Recreation
Mr. !Martin Lash, Business Manager
The Recreation Board discussed a number of ite., as those to be considered
further for possible budget reduction.
After considerable discussion, it was unanimously agreed to cut or reduce
the following from. the budget a, now proposed:
Element Reduce, Total to Cut Rev. Reduction
JAMES MILL 1726.109 S3368
1726.355 32
1726.399 25 $3425 Ila revenues
MIDDLE SCHOOL-
NICHOLS PROGRAM 1749.109 1200
1749.299 225
1749.355 1075 2500 5700
MIDDLE SCHOOL-
GIRLS BASKET-
BALL CAMP 1749.109 96
1749.288 1628
1749.299 568
1749.399 35 2327 900
SPECIAL PROGRAMS
UAT. ICE RINKS 1742.109 3810
1742.201 30 3840 No revenues
Element Reduce
LEVY CENTER
REFRESHMENTS 1717.109
$ 686
1717.306
939
1717.355
337
SUMMER 1746.109
3136
PLAYGROUNDS 1746.299
1238
In summary, the budget reductions are:
Element
Name
Revenue
1726
James Hill
-0-
Middle School.tr
1749
Nichols Program
700
Middle SchODI-
1749
Girls 8askt. Camp
900
Spec. Programs-
1742
Natural Ice Rinks
-0-
Levy Center--
1717
Refreshments
962
1746
Summer Playgrs.
1000
Sub Total
3562
Plus Water Cut
-0-
TOTAL
3562
The Committee adjourned at 10:00 p.m.
Total to Cut Rev. Reduction
$1962 S962
4374 1000
Expense
City Support
3425
3425
2500
1800
2327
1427
3840
3840
1962
1000
4374
3374
18,428
14,866
8,669
8,669
27,097
23,535
EVANSTON RECREATION BOARD MEETING
MINUTES
November 14, 1985
Mr. Williams called the meeting to order at 7:35 p.m. The meeting
was held at the Chandler Center, 1001 Lincoln Street, Evanston,
Illinois.
BOARD MEMBERS PRESENT:
Mr. David A. Williams, President
Mrs. Judith N. DeStefano, Treasurer
Ms. Julie Harris, Secretary
BOARD MEMBERS ABSENT:
Mr. Henry Krasnow, First Vice President
Ms. Janet Webb, 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. Jim Stamborski, Chandler Center Director
Mr. Keven Wallin, Chandler Recreation Leader
Ms. Shellea Swan, Public Information Specialist
Ms. Darlene Hilges, Executive Secretary
OTHERS PRESENT:
Ms. Mary Wood, Ms. Margaret Hallen, Rev. Jonathan M. Walker, Ms. Cory
Crock, Ms. Lyn Wildes, Ms. Kelly Norton, firs. Simpson, Ms. Nancy
Benben, Mr. Chuck Cohn.
APPROVAL OF MINUTES Mrs. OeStefano moved that the Minutes of the previous meeting,
October 17, 1985, be approved as submitted. Ms. Harris seconded.
Motion passed.
CO1-IMENTS FROM Rev. Jonathan Ii. Walker addressed the Board, representing F. H. Love,
OBSERVERS Inc. He asked the Board to consider waiving the fee for using
Fleetwood-Jourdain during their food drive there Nov. 18-20, from
4:00-9:00 p.m. He also gave a history of the four year old program.
Mr. Williams inquired what the fee would normally be, and Ms. Shulse
stated it would be $310 for the three evenings. The Board questioned
Rev. Walker as to basket distribution, sources of funding, etc. Rev.
Walker said the program serves Evanston residents. firs. DeStefano,
commenting that so many organizations ask for support from the Board,
that waiving the fee this year should not be construed to mean it
could be waived next year, moved to waive the $310 charge. Ms. Harris
seconded. Mr. Williams stated that he agreed wholeheartedly with
the concept of F. H. Love, but felt we had a well thought-out rental
policy, that we needed to be fair to taxpayers, and felt what is done
for one must be done for all. A vote was taken with firs. DeStefano
and Ms. Harris voting aye, Mr. Williams nay. Motion passed.
-2-
ROBERT CROWN CENTER Margaret Hallen gave the Robert Crown Center Advisory Report. She
ADVISORY REPORT reported that at their Oct. 5 election of officers, Michael Combs
was voted Treasurer. Since there was no acceptance for the position 0-
Secretary, the position would be filled by rotation of Board members.
She also reported that the Flea Market was very successful. Mrs.
DeStefano commented that her visit there on Nov. 9, with the Flea
Market, the outdoor ball game and the two rinks in full operation,
had been very exciting --a real community center in action. Mr.
Williams, commenting on the Minutes of the Advisory Board's meeting,
said he shared the concern that people follow the proper channels
to resolve problems, which was the reason staff and the Recreation
Board existed.
TREASURER'S REPORT Mrs. DeStefano read the Treasurer's Report. Disbursements as of
November 14, 1985 total $212,596.11. She moved to adopt the
Treasurer's Report. Ms. Harris seconded. Motion passed.
BUSINESS MANAGER'S Mr. Lash noted that the previous format for the Business Manager's
REPORT Report has been re -adopted. The trial use of a different format
proved not to be an improvement. Revenues for the fiscal year,
through October 31, 1985, total $1,086,866, or 74.3w, of the pro-
jected annual budget. Expenditures for the fiscal year through the
same period total $1,934,768, or 69.1% of the projected annual budget.
FIRE AND BURGLAR Mr. Lash requested Board approval for fire and burglar protection by
ALARM SYSTEM, the ADT firm. The system, which will be connected to the Evanston
FLEETWOOD-JOURDAIN Police Dept., will cost $3,604 installed, and $1,565 for the annual
service charge. Ms. Shulse noted this will be both a fire and burglar
system, and both will cost less than the amount agreed upon by the
Board. Discussion of various types of system options ensued. Ms.
Shulse felt motion detectors, as provided in this package, were best
for a Center the size of Fleetwood-Jourdain. Security issues were
discussed. Mr. Williams felt it was a good system for the cost.
Mrs. DeStefano moved to accept the purchase of the system. Ms. Harris
seconded. Motion passed.
COMPUTER UPGRADE Mr. Lash updated the Board on the computer upgrade, noting specificall
REPORT that the Assistant Finance Director said that Recreation is one of the
three City departments to get priority to install new computer systems
during the next fiscal year. Mr. Lash will work with Ms. Booth
to expeditiously move forward on the upgrade. Mr. Williams inquired
if the present system could be used until possibly March 1987. Mr.
Lash felt it could be used, noting the computer was operating well
at the present time. Tile idea of a breakdown was explored, f"r. Lash
noting that secondary disks store information, so nothing would be
lost permanently. Mr. Williams noted this was a budget item last
year. has. Shulse noted the cost effectiveness to tie into the City's
Wang system, and said there may be a transition period funded by
certain restricted fund monies, if our equipment had a major failure.
LEVY TAX-EXEMPT Mrs. DeStefano asked if the Levy Center obtained their tax number for
STATUS tax exempt status. It was noted that this has not yet happened.
Discussion ensued regarding the length of time the process should take
Comparable requests took about a year, Ms. Shulse noted, and ex-
plained Mr. David Howell was the. Levy Advisory Board liaison to the
City Legal Dept., which is assisting the Advisory Board. ,sir. William
said he would follow up personally on the issue.
-8-
COMMUNICATIONS Shellea Swan, Public Information Specialist, reported that three
UPDATE major events' publicity is being accomplished: the play at Fleetwood-
Jourdain, It's the Thunder that Makes the Rainy Day Sad, which had
an article in the Tribune; the Nutcracker at the Crown Center Dec.
6-8, which may be in the Tribune's Traditions section; and the first
International Folk Art Festival at Leisure Learning. All three are
supported with articles, announcements, photos, posters, flyers,
discount pricing for singles organizations, and free ads. The Board
discussed with Ms. Swan various places to post notices of these events
Ms. Swan said production has begun on the summer camps' publicity.
Instead of 7 small brochures, which can become separated and lost,
a 16 page, mini -magazine is being developed, with actual photos
of past events. This format should be helpful for parents in making
camp choices this summer. She also noted that the Public Information
office is working closely with the Evanston Review, which has pro-
vided good coverage of our calendar of events in recent weeks. Infor-
mation is being gathered as to what types of releases the Review is
most likely to print, and articles will be submitted with that infor-
mation in mind.
PROPOSED RECREATION
The Board studied and discussed the proposed calendar of meetings for
BOARD MEETING
1986. Mr. Williams noted 50% of the time meetings were at the Civic
SCHEDULE--1986
Center, and said he'd prefer to meet at the community centers if
possible. Ms. Shulse explained that the Civic Center dates meant
that on those dates the Centers were booked. She offered to ask
facility directors for program cancellations to afford space at the
Centers for meetings, but Ms. Shulse explained that in the past, the
Recreation Board had opted to meet at the Civic Center rather than
cancel programs. It was suggested that if cancellations at the
Centers occur, perhaps meetings could be held in the cancelled space.
Ms. Shulse explained that cancellations are iiLefi not known until the
week prior, too late to establish a meeting and inform the public.
Mrs. DeStefano asked that arrangements be made to meet at Fleetwood-
Jourdain Center at least one more time. Ms. Shulse said she would
make the necessary program changes. Discussion of the need to suLmlt
a complete calendar for the year ensued. Ms. }Farris moved to accept
the proposed schedule. Mrs. DeStefano seconded. Motion passed.
SUPERINTENDENT'S
Ms. Shulse reported that interviews would be held this coming Monday
REPORT
at the Robert Crown Center for the Recreation Leader II position.
Ms. Mathis and someone from Personnel would be present, and up to five
REC. LEADER II
candidates may be interviewed at that time.
FLEETWOOD-JOURDAIN
Ms. Shulse reported that most of the fitness equipment is now being
REHABILITATION
installed in the fitness area at Fleetwood-Jourdain. The kitchen is
almost finished, and a punch list has been developed by the architect.
Mostly minor corrections are needed, and such corrections are being
done. Mrs. DeStefano said that she had gone through the kitchen
recently, and felt some of the craftsmanship was unacceptable, recom-
mending a different selection process next time. Ffs. Shulse explained
the binding nature of architectural specifications. Mrs. DeStefano
requested that she be present at the development of any future punch
list, and suggested the weight room be made available to Police and
Fire Dept. personnel.
-4-
CHANDLER EXPANSION Mr. Stamborski introduced Chandler Advisory Board members Wildes,
Simpson and Crock, Ms. Benben, gymnastic instructor, Mr. Squires, and
Mr. Wallin, staff member, inviting them to participate in the discus-
sion. Details of the letter being prepared for the McGaw Foundation
were discussed,
Mr. Stamborski invited questions concerning the portion of Management
Learning Laboratories' report on the Chandler Center, in which it
was noted the Center is "highly regarded." He said staff and the
Advisory Board felt Chandler is a heavily utilized center, averaging
over 1000 registrations each class session. Fie felt credit for
these facts was due the very good part-time staff people and Advisory
Board members. He pointed out that the Center has only 2 full-time
people, and noted that it had the highest number of excellent ratings
in the 11LL report of any of the recreation centers.
Mr. Stamborski noted that Mr. Bailis, an architect with VOA,
helped come up with a tentative plan for using the land available
for building. Parking, he said, was a problem, and space was be-
coming critical. lie reported that artistic and rhythmic gymnastics
currently share the same space with a curtain divider, which does
not stop the noise and music needed for each program from disturbing
the other program. After school programs have been displaced due
to lack of room. No longer can Northwestern University lease space
for $5,000 as they did in the past. He noted that the Center uses
18 or more work study students, which is a fantastic help, and that
Chandler utilizes its operating dollars very efficiently, while also
generating good income.
Mrs. DeStefano pointed out Chandler's subsidy was barely 20a, which
makes the Center almost self-sufficient. She asked when the Board
might approach the Human Services Committee to discuss further.
Discussion about types of expansion ensued. Mrs. DeStefano outlined
the background of Chandler Center's development, from quonset but
to present building. She felt having neighborhood coffees to share
knowledge of building plans, budget, etc. with the community was
a good idea. Mr. Stamborski raised the issue of a private benefactor.
Mr. 'Mirth spo�_e of the original plans for the Center, noting the
concept used was the medium alternative, versus the small and large
design frameworks. He stated no formal plans for expansion were
drawn by the original architects, Kessler, 1-1,erci & Assoc.
Ms. Barris felt the Center is saturated, and that turning people
away because of space limitations is a problem. She was told that
raquetball courts are also used for programs. Mrs. DeStefano felt
people were upset if there was not open gym program. Discussion of
the open gym program followed, as well as program scheduling, from
baby massage through adult programs. It was noted Chandler is open
seven days a week, from 6:00 or 7:00 a.m. until at least 10:00 p.m.
Mr. Williams outlined the options suggested by Ms. Shulse: a feasibil-
ity study; delay of consideration of the issue; a recommendation that
a feasibility study not be conducted; a request to dialogue with
Human Services about their perceptions and strength of community
support as demonstrated by M.L.L. -study and other feedback. Mr.
Williams felt that dith the M.L.L. report, as well as Mr. Staimhorski's
outline of Chandler's -schedule, no further feasibility study was
needed. lie also felt the expansion should not hinge on obtaining
matching funds. 11s. Shulse said the Human Services Committee could
be approached, and the issue could be put on their Agenda for
discussion. ti
-5-
Mrs. DeStefano also felt a feasibility study was not needed, when
one considered the information presently gathered by Jim Stamborski,
Mr. Lash and Ms. Shulse. She suggested the Aldermen of the Ward
(Ald. Collens and Bleavens) be approached and their support sought.
She felt a campaign to involve the citizens, with letters, meetings,
and Review coverage was indicated.
Ms. Shulse suggested the Chandler Advisory Board be in attendance
when the Recreation Board goes before Human Services. Discussion
of the date for this followed. It was generally agreed that the
beginning of March would be the best time to schedule with the Human
Services Committee.
MLL ACTION PLAN Ms. Shulse summarized the recommendations in Management Learning
RECOMMENDATIONS Laboratories' Report A3, Apprisal of Recreation Programs. She noted
that no new programs should be started without feasibility studies,
according to the report. Several evaluation systems were outlined
by MLL. Also suggested were leader,'instructor evaluation forms, as
well as participant evaluation forms, which are presently used.
Also recommended was that major programs be strategically evaluated
every three years. Ms. Shulse suggested 1936 include Robert Crown
Community Center and Ice Center, Arts Festival, Chandler Center,
Youth Sports Leagues, Adult Sports Leagues, !•Biddle School Programs and
School Based Youth Sports, Arts Camp, and Preschool programs.
Ms. Harris asked what type of budget was being looked at for the
analysis program. Ms. Shulse said it would principally take staff
time only, utilizing the middle management when it is in place. Mr.
Williams noted that the survey pointed out the true cost of all our
programs in unknown. Accuracy of proposed evaluations was discussed.
Ms. Shulse felt meaningful information could be obtained over a period
of time.
Discussion of the various types of program analysis that could be
achieved ensued. Mr. Williams asked if the volume of paperwork would
overwhelm staff and be detrimental. i•is. Shulse suggested a modified
approach would be best, and felt middle management would not feel
overwhelmed. She noted program evaluation had been strongly recomimenc
ed by the consultants.
Mrs. DeStefano suggested the issue be examined in February. The
Board agreed. She noted the section in the I -ILL report pertaining to
programs for adolescents offered by the Department vs. other sources
should be addressed in a special meeting of the Board, to give
members the opportunity to review all the statistics. She felt there
was much community interest in the topic. December 1 at 9:00 a.m.
was agreed upon as the date for the work session, to include both
high school and junior high information. Ms. Shulse noted that Dr.
Bannon was speaking before the Human Services Committee December 2
at 7:00 p.m, on the major strengths and weaknesses of the Dept., and
suggested the Board might wish to have dinner with him that night.
ROBERT CROWN CENTER The Chair entertained the motion to officially approve the Board's
BOARD REPORT Report on the Robert Crown Center. Mrs. DeStefano so moved. Ms.
Harris seconded. I -lotion carried.
-6-
LOGO REVIEW Ms. Swan outlined some concerns with the loco design for the Recrea-
tion Department, and reported that the deisign team met again to
address those concerns. A new, modified l000 was formulated, with
certain alterations. This new adaptation is actually very similar to
one of the designs earlier considered by the design team. It was felt
the modification was successful in emitting the qualities desired --
wholesome, playful and aspiring. Discussion followed between the Boar(
and Mr. Cohn, an audience member, concerning color and black -and -white
costs, purpose of the logo, etc. Ms. Shulse explained the two-color
vs. multi -color costs. Extended discussion ensued, in which Ms. Shulsc
suggested a professionally designed image was important for the Depart-
ment. She said staff recommended a new logo, which kept the theory
behind the formerly suggested logo, but corrected the criticisms. Ms.
Swan explained the split -fountain printing process, in which many color
are put on the press at once, much like one -color printing. Even
though there are several colors, the split -fountain process costs no
more than two-color printing. The Chair entertained the motion to
accept the logo design. Mrs. DeStefano moved, and 1.1s. Harris seconded
the motion. Discussion of the lettering, logo placement and black and
white version ensued. tars. DeStefano thought the color version was
good, but did not feel the black and white version ►•ras successful. Mr.
Williams called for the vote. Mrs. DeStefano said she would approve
the logo if color would be used as truth as possible. Discussion of
the problems with the first version were outlined. In response to Mr.
Williams asking for a vote, 11s. Harris and Mrs. DeStefano voted aye.
Mr. Williams abstaining, the motion passed.
STUDY DOCKET Mr. Williams reviewed the Study Docket, noting Dec. 7 would be the
date the Board will discuss aspects of inter -agency cooperative
planning. He requested information on the status of clarification
regarding the monthly Treasurer's Report, and asked the deletion
of two items: The Robert Crown Action Plan and Space for Chandler
Gymnastics.
TRIENNIAL REVIEW Mrs. DeStefano moved to approve, with one paragraph deleted, the
Triennial Review. Motion carried unanirrously, and the Review will
be removed from tiie Study Docket.
COMMENTS FROM BOARD Mrs. DeStefano stated that the Board had worked hard on the budget,
MEMBERS and felt everything remaining after the cuts was a necessity. She
said she missed the absent Board members.
Mr. Williams was sorry that, because of other con ili tments, tiro Board
members could not be present tonight. lie said he values their
input and participation, and stated it was difficult to function
effectively without all Board members being present. He felt
certain, however, that in the future Board members would make every
effort to attend.
EXECUTIVE SESSION The Board adjourned to Executive Session at 10:07 p.m. to discuss
personnel matters.
MINUTES APPROVED The Board reconvened at 11:31 p.m., and approved as read the Minutes
of the Finance Committee meeting of the Recreation Board, Oct. 24,
ADJOURNMENT 1985. The Recreation Board was adjourned at 11:32 p.m.
The next regularly scheduled meeting of the Recreation Board will
be on Thursday, December 19, 1985 at the Levy Center, 1701 Maple
Avenue, Evanston, iL.
EVANSTON RECREATION BOARD MEETING
MINUTES
December 19, 1985
Mr. Williams called the meeting to order at 7:45 p.m. The meeting
was held at the Levy Center, 1700 Maple Avenue, Evanston, Illinois.
BOARD MEMBERS PRESENT:
Mr. David A. Williams, President
Mrs. Judith DeStefano, Treasurer
Ms. Janet Webb, Second Vice President
Ms. Julie Harris, Secretary
BOARD MEMBERS ABSENT:
Mr. Henry Krasnow, First Vice President
FT"-F MEMBERS 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. Lois Miller, Recreation Leader, Levy Center
Mr. John Nemerovski, Recreation Leader, Levy Center
Mr. Roche Blanchard, Director, Leisure Learning Center
Ms. Gail Zeddies, Director, Arts Camp
Ms. Marianna Corcoran, Neighborhood Coordinator, Levy Center
Ms. Darlene Nilges, Executive Secretary
OTHERS PRESENT:
Ms. 'Mary Wood, Ms. Margaret Hallen, Ms. Noreen Perrone, Ms. Kathleen
Nevel, Mr. Chuck Cohn, Mr. George Rieger, Mars and Sanna Longden.
APPROVAL OF MINUTES
Ms. Harris moved that the Minutes of the previous meeting, November 14
1985, be approved as submitted. Mrs. DeStefano seconding, the motion
passed.
COXXIE11TS FROM
Noreen Perrone, President of the PTA Council, addressed the Board. She
OBSERVERS
asked the Board to consider incorporating a cross-index by schools
in the new magazine format. She stated that school -based personnel
was a better choice for coaches of the middle school league, since
parent coaches had more disciplinary problems. She outlined the
program for girls in the various middle schools. Discussion with the
Board ensued concerning obtaining coaches and teams. Mrs. Perrone
suggested reaching out to others schools for teams, which would serve
the purpose of underwriting those teams that cannot pay the fee. She
asked the Board to consider a stipend. Ms. Harris noted the Board
felt the issue of middle school sports a very important one. Mr. 'girt!
asked if teachers at the schools would be willing to coach if paid, bu
this was unknown. Extended discussion of opportunities to meet the
need for coaches followed. Ms. Webb noted the clinic offered to middl.
school girls was not successful, and asked the number of girls really
interested in playing•
-2-
ROBERT CROWN CENTER No formal report was given. Mrs. DeStefano commented that the recent
ADVISORY COMMITTEE production of the Nutcracker at Robert Crown Center was excellent, and
REPORT
noted that a large number of alumni attended the show.
TREASURER'S REPORT
Mrs. DeStefano read the Treasurer's Report. Disbursements as of
December 19, 1985 total $188,229.07. Mrs. DeStefano 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 November
REPORT
30, 1985, total $1,158,260, or 79.1% of the projected annual budget.
Expenditures for the fiscal year through the same period total
$2,119,699, or 75.7% of the projected annual budget. Mr. Williams
requested an end -of -year estimate. Ms. Shulse noted the under-
revenued elements also are frequently underexpensed, which is a trend
that will continue. Overall, she Said, the budget is in very good
shape.
BURGLAR ALARMS-- Mr. Lash reported that three firms were contacted regarding burglar
CHANDLER CENTER alarms at Chandler, with two firms returning bids. He will report
further on these bids at next month's meeting. The purpose of a new
system at Chandler, he continued, is to eliminate the problem of false
alarms. Mr. Lash noted, however, that we are not charged for these
false alarms by the Police Department.
NICHOLS LIGHTED SCHOOL Although Dr. Marcy had been requested to provide the Board information
CAPITAL PURCHASE on reprograming funds for capital equipment at the Nichols Lighted
School Community Center, Mr. Lash noted the information had not arrived
in time, and hence the Board could take no action at this time.
SUPERINTENDENT'S Ms. Shulse reported that Stephen Whittier has been hired to fill the
REPORT vacant Recreation Leader II position at Robert Crown Center.
Ms. Shulse discussed the replacement of Jim Stamborski, who had worked
in Recreation for 511 years, most recently as Facilities Manager at the
Chandler Center. She explained the process of advertising, first for
the two new middle management positions, which will be nationally
advertised, primarily through the NRPA Bulletin coming out in January.
After a screening of candidates, b will be selected for outside evalua-
tion by the Personnel Assessment Center, about which the Board will
soon receive more information. Selection, Ms. Shulse stated, was
targeted for mid -February for a beginning date of March 1. After those
positions are filled, the Chandler Center Director job will be opened
to City of Evanston employees, and at that time staff will have the
opportunity to apply for the Chandler position.
Mr. Williams asked for a report on F. H. Love, Inc., the organization
that planned a food drive at Fleetwood-Jourdain last month, and who
received a fee waivor for rental of space there for a total of three
evenings. Ms. Shulse reported that people from the organization came
only one night, that no sports figures appeared as planned, and that
staff received over 60 complaints concerning the organization. Mr.
Williams felt the situation was unfortunate.
LEVY CENTER Lois Miller, Levy Recreation Leader, welcomed the Board to the Center
and introduced Marianna Corcoran, new part-time coordinator of program;
-3-
for the four Evanston neighborhood clubs. Ms. Corcoran commented she
was amazed at the facilities here and very proud of our active seniors.
Mr. Williams welcomed her to the Levy staff.
John Nemerovski, Recreation Leader, presented a slide show to the Board
of all the various activities the Levy Center is engaged in. Mr.
Williams stated it was an excellent presentation, and was only the tip
of the iceberg as far as Levy's activities. Ms. Miller invited the
Board to come to the Levy Center at any time.
DIRECTOR'S REPORT Mr. Wirth outlined for the Board the erosion problems which continue
to plague our beaches. November showed another record high lake level,
5 inches higher than the previous record high for that time*af year.
The implications of this continued record level are ominous, he stated.
To Mr. Williams' question of why this trend was continuing, he said that
generally since 1954 rain and snowfall has been gradually increasing,
whereas before that period there had usually been a 5 or 7 year cycle
which would downtrend at the end of the cycle. The forecast through
spring, he continued, is for the same record highs. Climatologists knot,
that because of the super saturation in the ground, higher lake levels
will result if we get more snow and rain. Ice formation now may deter
further shoreline damage until spring thaw, he said. Greenwood Beach,
which lost a great deal of its renourishment last year, may be protecte
by the ice formation. Interestingly, Mr. Wirth said, the sand moved
to the north end of the beach resulting in 150-200 feet of new beach.
This was created by southeasterlies and high water levels in late
summer/early fall. Some sand moved back this winter, with an extra-
ordinary deposit. This will give us some options if bad stomas don't
erode the deposit next spring.
Mr. Wirth noted that Lee Street Beach has gabions which are delaying
the rather severe erosion. Renourishment might be lost if attempted.
He noted, however, that we are not in as bad shape as other shore
communities due to good maintenance of our beaches and somewhat to
our position on the shoreline. Mr. Williams asked what is the worst
possible thing that could happen? Mr. Wirth answered that the beaches
could be destroyed and the shoreline put in jeopardy.
To Mrs. DeStefano's question about the board sailing racks Mr. Wirth
answered that a meeting with staff would be held the next day, and
Hayward Blake has been contacted for his ideas.
Concerning the grant application made for Lakefront Parks Improvements,
Mr. Wirth updated the Board on the planned meetings with aldermen and
citizens and outlined possible problems concerning the buildings
mentioned in the plan. Ile invited the Recreation Board to be part of
the process, to which Mrs. DeStefano and his. Harris responded positive-
ly. Mr. Williams noted that grants will become fewer in the future.
Mr. Wirth said this particular grant is for Build Illinois dollars, not
Federal dollars. Discussion of Greenwood proposals ensued.
Mr. Wirth reported that two large items should be funded by the CD
grant program: Fleetwood-Jourdain's roof and the redesign of the park-
ing lot/front yard area. The theatre and recreation center received
two smaller grants.
Mr. Wirth noted the outdoor ice and hockey rinks will be made opera-
tional by Parks crews by this weekend or next Monday. The Lagoon, he
noted, is operational now.
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GYMNASTIC SPACE-- Ms. Shulse reviewed what steps have previously been taken regarding
YWCA PROPOSAL Chandler's need for more gymnastic space, among them discussion betweer
the Board and parents about the expansion needs; research of the
Kingsley Gym space and rationale for the approximate $30,000 cost;
and exploring the gym space at Foster School/Family Focus, which would
cost approximately $10-12,000, but which was felt to be too small for
the equipment needed. Recently the parents of artistic gymnasts dis-
cussed needs with Jim Stamborski, Mrs. DeStefano, and herself, Ms.
Shulse continued.
Three hurdles were identified by Ms. Shulse: no money has been identi-
fied at this point; the need still exists to find suitable space; and
it is not known if the proposed move would mean a loss of some student.
Ms. Shulse noted that the latter issue would be addressed by a survey
being sent to parents.
Mrs. DeStefano questioned the fact that the questionnaire was not ex-
plicit concerning the YWCA space. Discussion of the questionnaire
ensued. Ms. Webb felt the issue of an identified space had to be kept
open, since no space has in fact been designated yet. Ms. Harris aske�
what helpful information would be provided. Ms. Shulse said the
survey was intended to answer some general questions, giving the Board
information on the percentage of people opposed to the move. She sug-
gested that this information was really the first step toward a decisic
Mrs: DeStefano thought the survey led people to assume that the Board
is ready to move on a final decision, when in fact they are not.
Discussion ensued about space needs, pricing, equipment needs, etc.
Mrs. Webb felt the survey had to be unspecific at this point since the
YWCA space may not be suitable.
George Rieger, gymnastics parent, addressed the Board. He had viewed
the YWCA space, and felt the size of the space not as important an
issue as being able to leave equipment up and having the space for
a longer period of time. Discussion with the Board followed concernin
an instructor who has recently left and the impact this made on the
program. Mr. Rieger expressed concern about the future of the program'.
Mrs. DeStefano stated that we are in the process of identifying a
quality gymnastics instructor, and the Board is committed to the
program. Ms. Shulse said her understanding was that equipment would
have to be put away only at certain times if the Y space was used,
but said tars. Plaut was not explicit. Ms. Shulse stated that a fund-
ing decision would have to be made quickly and asked the Board for
direction before approaching 111,rs. Plaut. Ms. Webb felt input from
the questionnaire results must be obtained first.
Further discussion about the questionnaire followed. Mrs. DeStefano
suggested another question specifically mentioning the YWCA space. Ms
Shulse believed staff had already mailed the survey, and.asked for
direction concerning location, identifying funds, etc. Discussion of
the budget and possible re- rogramming in 86-87 ensued. Ms. Shulse
asked, if the survey had not yet been mailed, if a line specifically
mentioning the Y should be added. Discussion followed, and the Board
suggested such a line be added. Extended discussion on the final
amount which could be offered the YWCA ensued.
Ms. Shulse stated the Unitarian Church had possible space if they
expanded as planned, for Monday through Friday use, and said other
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spaces in Evanston would be explored If required. Ms. Webb moved to
mail out the questionnaires and tabulate results before a final decisior
be made. Mrs. OeStefano seconded. Discussion followed. Mrs. DeStefanc
asked that the three sites be included in the survey. Mr. Williams
calling for a vote on the question, the Board approved the motion
unanimously. Ms. Shulse asked if the Unitarian Church space should
be pursued. The Board felt it best not to pursue at this time.
MAGAZINE PROPOSAL Ms. Swan shared results of three months of research into the new
magazine format. She noted there is $48,000 in the budget to improve
over the present newspaper the Department publishes, and that the
magazine would look better, be easier to read, have a longer shelf
life, be attractive to advertisers, garner pass -along readership, and
have a better half -tone and color reproduction. She stated that this
concept would put us in line with our competitors, which use magazine
format, and that citizen groups had mentioned the need for upgrading
the newspaper image.
Ms. Swan noted that the proposal raised the option of increased circu-
lation outside the immediate Evanston area, as well as increasing
the frequency to six times per year, and having a 4-color cover. She
reported that the idea crew from a request.by Mr. Wirth that Ms. Shulse
and Joe Zendell pool resources into a new Arts and RECREATION
Magazine. She outlined the financial breakdown: $48,000 from
Recreation, $11,000 from Arts Council, $20,000 from a grant from
American Hospital, and $18,000 potential of ad sales, for a total of
$97,000 or $16,166 per issue. She noted that out of 6 printers' esti-
mates, three came within the budget.
Questions about distribution techniques ensued. It was felt Earn b
Learn was best in delivering to Evanston homes and apartments, and
Evanston stores would be provided racks to display the magazine, to be
filled by work --study students.
Discussion on advertising followed. Ms. Swan noted the design firm
consulted believed much more than 518,000 could be generated in ad
sales. People would sell on a freelance basis, receiving 20p co=issio.
Available people have already been identified, Ms. Swan stated. Letter
and rate cards have been drafted. Strict guidelines were being devel-
oped for the advertisers. She noted the "look" of the magazine must be
well thought out, including cover and inside format, editorials, class
listings (which would be sinilar to the newspaper but more specialized)
calendar of events, ads (which would be very professional and typeset),
and name.
The distribution, Ms. Swan said, would be to every Evanston household
and 5,000 outside Evanston (which would be delivered by bulk rate).
These 5,000 represent the Arts Council's mailing list to whom the
former "Arts and Events" magazine was mailed.
Mr. Williams said that Ms. Swan had been most thorough. Ms. Shulse con
curred and requested recommendation by the Board. Mr. Zendell gave the
background of the Arts Council's magazine. He said he was convinced
the new magazine was the right way to go, promotins leisure activities
and Evanston as well. He said Evanston is becoming known for its rec-
reation and the arts. He felt the success of the project would be due
to Ms. Swan's professionalism and knowledge of the publication field.
He said American Hospital and the Arts Council are committed to the
project.
10
Mrs. DeStefano asked the breakdown of recreation vs. arts space..
Ms. Swan said approximately one-third would feature the arts calendar,
with space being used also for registration forms, etc.
Mr. Williams entertained the motion to approve the magazine proposal.
Mrs. DeStefano so moved. Ms. Harris seconding, the motion passed.
Ms. DeStefano asked that the Board be part of the discussion on
advertising in a special meeting. The date of January 6 was suggested
for a special meeting at 7:30 in Ms. Shulse's office, if it was thought
necessary.
MANAGEMENT LEARNING The Board considered staff recommendations 10, 11, 12 and 13, as
LABORATORIES REPORT suggested by MLL. Mr. Williams felt vie should make the effort nec-
esary to establish a Council of Leisure Service Agencies (#10), and
Ms. Webb moved to accept the recommendation. Ms. Harris seconded.
Motion passed.
Staff recommended rejection of the recommendation that Parks, Recrea-
tion and Forestry adopt the Proposed Organizational Structure.(�11);
Mrs. DeStefano moved to accept staff's recommendation to so reject it.
Ms. Harris seconding, the motion passed.
Mr. Wirth answered Mr. Williams question on the computer issue and the
plans presently in place, and the Chair entertained the motion to
accept 412, that Parks, Recreation and Forestry establish a modified
program budget system for the total operation. Ms. Webb so moved,
Mrs. DeStefano seconded, and the motion passed.
Regarding item 13, proposing Parks, Recreation and Forestry cooperate
with City Council in reconstituting the Recreation Board as an Advis-
ory Board for Parks, Recreation and Forestry, Mr. Williams relinquishes
the gave] to firs. DeStefano and moved to reject the consultants' recom-
mendation, as staff recommended, and Ms. Harris seconded. Motion
passed.
Ms. Shulse noted in January the next major recommendations would be
addressed, and suggested reading the section regarding this in the
Management Learning Laboratories Report.
LEVY CENTER AUDITORIUM Ms. Shulse explained that over the years, folk dancers had petitioned
FLOOR PROPOSAL the Board fora hardwood floor, which for many reasons was not feasi-
ble. Other possibilities besides concrete are possible, she said,
that would be compatible with the seniors' use of the space. Also
to be considered was the cost, and what was to be done if the Levy
Center should be demolished as part of the Research Park project.
Sanna Longden, folk dance instructor, addressed the Board. She noted
the space used at Levy is ideal, except for the floor, attracting 85
people Monday night. Concrete floors are unsafe for dancers, she
stated, as well as for fitness classes. She noted wood is best, and
outlined why polyurethane was not workable as a solution. A new idea
had been suggested by Roche Blanchard, Director of the Leisure Learnin(.
Center, to have a portable dance floor which could be removed if Levy
was to be demolished. It could be small to begin with, and added on
to at a later date. It would cost much less than a permanent floor,
and would be in sections and would be cushioned.
Ira
Ms. Longden asked for the Board's suggestions and input. Mr. Williams
asked the cost, which Ms. Longden said was unknown at this point, but
said would be provided by the January meeting. She felt fundraising
could be proposed. Mr. Williams felt the suggestion was excellent in
view of the uncertainty over Research Park. Discussion ensued. Mr.
Williams suggested the figures be presented to the Board.
STUDY DOCKET Ms. Shulse reported regarding the Treasurer's Report that the Assist-
ant Corporation Counsel has spoken with Mr. Krasnow.
Ms. Shulse said that direction is needed on Chandler Center expansion.
The McGaw Foundation generally does not give grants of over $5,000,
which she felt was not of help in this case. She asked the Board for
guidance on how to use staff time for this issue. Ms. Webb felt
using other organizations would be beneficial. The Board felt staff
should not pursue the McGaw Foundation.
ELECTION OF
Ms. Harris read the proposed appointments for 1986 and proposed to
OFFICERS
accept the list which, according to the rotation schedule, would be:
President DeStefano, First Vice President Harris, Second Vice Presi-
dent Williams, Secretary Webb and Treasurer Krasnow. Ms. Webb
seconded. Motion passed unanimously.
C01414ENTS FROM
Mrs. DeStefano said she was anxious to see the results of the
BOARD MEMBERS
gymnastics questionnaire.
Mr.. Williams commented on the follow-up on the request for non-profit
status for Levy Center. He said the Legal Dept. has all the papers
completed and signatures are being obtained this week. The decision
should be forthcoming within 60 days.
EXECUTIVE SESSION
Mr. Williams entertained a motion to adjourn to Executive Session to
discuss a personnel matter. The motion passed and the Board so
adjourned at 10:39 p.m.
ADJOURNMENT
The Board adjourned Executive Session at 11:15 p.m. The Board Meeting
was reconvened at 11:16 p.m. and adjourned at 11:17 p.m.
The next regularly scheduled meeting of the Recreation Board will be
on Thursday, January 16, 1986, at the Fleetwood-Jourdain Center,
1655 Foster, Evanston, I1.