Parks & Recreation Committee Meeting Minutes
Monday, July 20, 2015
6:30 p.m. – Village Hall Training Room

Attendees Present

Commissioners/Committee: Chair Amy Wolfe, James Crowley, Stephanie Foster
Staff:  Bill Lambrecht, Kathy Bingham

Staff: Steve Wilson, Ken Eppelheimer, Jeff Bowen, Cindy Felicicchia, Carol Heafey, Jeff Groves; Commissioner Bryan Abbott

Attendees Absent


I. Meeting Called to Order

Meeting called to order 6:30 p.m.

II. Approval of Minutes

A. Commissioner Crowley moved and Commissioner Foster seconded a motion to approve the minutes of June 15, 2015 Parks & Recreation Committee meeting. All approved by general consent.

III. Communication and Correspondence

A. Miscellaneous Emails for Dance Recital
Commissioner Wolfe acknowledged various complimentary emails from patrons regarding the dance recital. Commissioner Wolfe thanked the Center for Arts and staff for their hard work.

IV. Recognition of Visitors

Joe Feldman, President of the Board, Warming House Youth Center

V. New Business

A. Park Permit request from the Warming House Youth Center
Joe Feldman gave a brief history on the Warming House Youth Center and their goals for their upcoming event at Howard Park. He would like to introduce the Warming House to the community and welcome back patrons during this event. One of their objectives is to generate publicity along with looking for other organizations to collaborate with. The Youth Center will be open the date of the event which is September 19th to tour.

Superintendent Bingham stated there are no conflicts on September 19th with the date and time requested. She stated that the District charges a fee of $100 to cover costs for permits over 100 people.

Superintendent Bingham asked Jeff Groves to make sure that the warming house bathrooms are all clean before the event.

Commissioner Foster moved and Commissioner Crowley seconded a motion to approve the park permit for the Warming House Youth Center event on September 19, 2015 as recommended by staff.

By a voice vote, voting Yes – All; voting No – None. Motion carried.

B. Miscellaneous
Commissioner Crowley asked about the drones at the July 3rd firework festivities. Director Wilson stated that the District and the Village are not sure who was involved with the drones during the fireworks.

Commissioner Wolfe asked about the numerous teenagers on the beach for the July 3rd festivities. Director Wilson reported that it seemed to be an organized social media gathering arranged by the teenagers. He stated the police handled it very quickly.

VI. Managers’ Reports

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

  • Camps are 6 weeks in and everything is going well considering the weather. Staff has been very creative working around the weather.
  • The start of second session camp totaled 3,973 campers overall for first and second session. This is up over 250 kids from last year. These numbers do not include gymnastics camps.
  • July 3rd festivities went smoothly with staff doing a great job of coordinating the day of events.
  • Try Me Classes will be continuing for the 2nd year with over 20 classes to try. This is a great opportunity for individuals to try classes for free. There are 146 patrons enrolled at this time.
  • There are new classes starting in the fall. The details will be in the upcoming leisure guide.
  • Early Childhood is in the process of some changes due to 2 employees retiring and 1 resigning.
  • Summer concerts have been hit or miss due to the weather. Children concerts are going well.
  • Soccer registration deadline is tomorrow, July 21st with 827 patrons enrolled as of now. Commissioner Wolfe asked if staff was still walking around with registration forms during the end of the session classes. Superintendent Bingham stated that it has been a few years since that was done but it is something we can incorporate again. Staff will discuss this process further to see if it makes sense.
  • There are 28 participants enrolled in football travel and house leagues compared to 12 enrolled last year at this time.

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

  • Fitness will be closed for their annual cleaning on August 12th through August 14th. At this time, new strength training equipment and flooring will be installed. Information has been sent out and posted regarding this information.
  • Camp Fusion had 81 participants enrolled in Session I and 85 enrolled in Session II.
  • The new layout at Gymnastics has been well received. There are 74 participants enrolled in Session II for gymnastics camp and 533 participants enrolled in summer program classes.
  • A Beat the Heat gymnastics camp will be starting on August 10th and running through August 24th. Staff is in the process of marketing this camp due to it not being in the brochure.
  • There are 678 active adult members at Mallinckrodt.
  • Mallinckrodt has been hosting Camp Fusion participants this summer.

Commissioner Wolfe asked about the bus that ran out of gas during a Camp Fusion trip. Jeff Groves updated the Committee on the incident of where the bus had to get gas and the kids having to exit the bus while getting gas. According to the law kids cannot be on the bus. The Committee asked for more details on where the bus stopped. Superintendent Bingham stated that this was a rented bus with their driver and that staff will research this further and report back to the Committee.

VII. Unfinished Business

Field Permit Rates - Superintendent Bingham commented that staff is still working on collecting and comparing information regarding the Field Permit Rates and what other districts are doing. Staff should be able to report back to the Committee at the August or September meeting.

Wilmette Baseball Association (WBA) – Director Wilson stated that at the last Board meeting the WBA agreement was approved and it was suggested to review it further for next year. Commissioner Wolfe asked to see how the District works with other organizations and what the general policies are. She inquired about why WBA has a special agreement. Director Wilson stated that WBA uses and maintains our fields and we pay them a portion for maintenance of the fields. In the previous years before the agreement the District was spending almost $100,000 to maintain the fields on a continuous basis because scheduled were not being supplied all the time when WBA needed the fields. The District still received complaints on the quality of the fields. The agreement was set up saving the tax payers money along with the headaches that came with it. Director Wilson stated that he feels their schedules are more organized and this could be an opportunity to save WBA and the District some money. Director Wilson had conversations about this dating back 3 years with WBA. Director Wilson stated he has a meeting pending with WBA next week and will report back after doing some additional research.

VIII. Adjournment to Closed Session

The Regular Committee meeting adjourned to Closed Session at 7:00 p.m.

IX. Reconvene Regular Meeting

The Closed Session meeting adjourned at 7:11 p.m. and the Committee returned to the Regular meeting.

X. Adjournment

There being no further business to conduct, the meeting was adjourned at 7:11 p.m.