WILMETTE PARK DISTRICT
Parks & Recreation Committee Meeting Minutes
Monday, August 17, 2015
6:30 p.m. – Village Hall Training Room

Attendees Present

Commissioners/Committee: Chair Amy Wolfe, Ryrie Pellaton, Stephanie Foster
Staff:  Bill Lambrecht, Kathy Bingham

Staff: Jeff Bowen, Carol Heafey, Jeff Groves, Cindy Felicicchia, Commissioner Olvany

Attendees Absent

None

I. Meeting Called to Order

Meeting called to order 6:30 p.m.

II. Approval of Minutes

A. Commissioner Foster moved and Commissioner Pellaton seconded a motion to approve the minutes of July 20, 2015 Parks & Recreation Committee meeting. All approved by general consent.

III. Communication and Correspondence

None

IV. Recognition of Visitors

None

V. New Business

None

VI. Managers’ Reports

Jeff Groves (Facility Manager) reported on the following topics:

  • Fitness was closed for their annual cleaning on August 12th through August 14th. At this time, the new strength training equipment and flooring was installed. Staff is working with patrons to get them acclimated with the new equipment. There has been a good response to the new equipment. Commissioner Pellaton asked if some instructions for using the equipment could be posted by the equipment. Staff will follow up to see if the company has printed materials available.
  • Staff discussed the free weight area and it being more crowded due to the installation of racks. Superintendent Bingham commented that staff is looking at this area closely to see what the comments members might have and what some alternative options might be.
  • The Beat the Heat gymnastics classes started on August 10th and will run through August 24th.  Kids can still signup on a daily basis.

Carol Heafey (Program Manager) reported on the following topics:

  • Camps finished up on a high note.
  • Staff is currently in the middle of the late summer camps with 715 campers enrolled in various camps. This number is up 115 compared to last year and they generated an additional $30,000 in revenue for that two week period of late summer camps.
  • Try Me Classes went well. 23 of the 24 classes ran with 316 enrolled. This is up from 258 participants from last year.
  • Fall resident registration is currently at 1,368 enrolled compared to 1,165 at this time last year. Non-registration starts August 18th.
  • The Community Garage Sale is going to be held on August 29th.
  • Dance currently has 184 participants registered compared to 170 last year.
  • Soccer currently has 1,196 participants registered.

Carol updated the Committee on the question from the last committee meeting regarding staff passing out registration forms on the last day of soccer. She stated that with the email blasts and patrons being able to sign up online, the need to use paper forms has become unnecessary.

Commissioner Pellaton asked how the new layout at Gymnastics has been received. Jeff Groves commented that the responses have been great. Staff has added classes for the fall. Superintendent Bingham stated that the bigger challenge is getting qualified instructors to work the limited hours available. Staff will continue to work on these challenges.

Superintendent Bingham commented on tackle football and the numbers steadily going down in enrollment. In 2012 there were 199 kids enrolled compared to 86 today. The District’s heavy weight program merged with Winnetka for the 2nd year in order to field a team. The numbers are 20 4th graders; 10 5th graders; and 19 6th graders which is not enough to run a house league. The decision was made to have everyone join the travel program. Superintendent Bingham stated that some options going forward will be discussed and recommended to the Committee during the budget process.

VII. Unfinished Business

Field Permit Rates - Superintendent Bingham reviewed and discussed the fee comparison structure of other park districts for field usage. She outlined what the District would like to recommend for field usage rental. Commissioner Pellaton stated that field usage rentals seem to be a moderate increase. Superintendent Bingham stated that in the future if there is a higher demand for the turf field then the Committee can reevaluate the rental fees.

Superintendent Bingham stated that the special event fees are for events with 100 people or more. She pointed out that for sports fields, staff, lights, and equipment fees were included in last year’s prices but were listed separately in the new fee structure. She commented that if the District has to staff the event then additional fees will be added.

Commissioner Pellaton asked about insurance when the fields are rented out. Superintendent Bingham stated that they (person requesting a permit) provide the District with a certificate of insurance. Superintendent Bowen commented that if renters are not sure where to get insurance the District will direct them to PDRMA which is the District’s insurance company. Superintendent Bowen stated that the renters are responsible for any damage to the property.

Commissioner Wolfe asked about requests for parking lot rentals for charity events. Superintendent Bingham stated that the field space for events would apply to this as well.

Commissioner Wolfe asked Superintendent Bingham how the District decides who gets priority when renting the fields. Superintendent Bingham stated that there is a hierarchy that exists currently. The Committee decided to reevaluate fees on a yearly basis.

Wilmette Baseball Association (WBA) – Superintendent Lambrecht stated that the District is in the process of talking to WBA about the current agreement. Staff is meeting with them tomorrow and will report back to the Committee. Superintendent Bingham stated that WBA would like to partner with the District and their Pee Wee program.

VIII. Adjournment

There being no further business to conduct, the meeting was adjourned at 7:14 p.m.