WILMETTE PARK DISTRICT
Parks & Recreation Committee Meeting Minutes
Monday, September 21, 2015
6:30 p.m. – Park District Administrative Office

Attendees Present

Committee/Commissioners: Chair Amy Wolfe, Ryrie Pellaton
Staff:  Bill Lambrecht

Commissioner Bryan Abbott, Staff: Steve Wilson, Carol Heafey, Jeff Groves, Jeff Bowen, Ken Eppelheimer, Cindy Felicicchia, Liz Cox, Ruthie Brew

Attendees Absent

Commissioner Shelly, Kathy Bingham

I. Meeting Called to Order

Meeting called to order 6:27 p.m.

II. Approval of Minutes

A. Commissioner Wolfe moved and Commissioner Pellaton seconded a motion to approve the minutes of August 17, 2015 Parks & Recreation Committee meeting. All approved by general consent.

III. Communication and Correspondence

A. Letter re: Bridge Players at Mallinckrodt and the Thermostat

Commissioner Wolfe acknowledged and email regarding the bridge players at Mallinckrodt and the thermostat being set to cold. Superintendent Lambrecht stated that there is a 6 degree swing in the thermostat. He stated with this building it is more complicated to control with this system that is in place. The controls are not instantaneous. Staff is working to see how they can work with this system better. He stated he can change the range that is currently set. Commissioner Wolfe asked about changing the thermostat before the bridge players come in. Jeff Groves commented that there is a fitness class that is held in that room right before and they like it cooler. Director Wilson asked Ruthie Brew to follow up with the bridge players and let them know that the HVAC consultants are looking to improve the District’s control of the system.

B. Email from Chris Murdock re: The Fitness Center’s New Equipment

Commissioner Wolfe acknowledged and email from Chris Murdock regarding the new fitness equipment. The Staff commented that they have reached out to Mr. Murdock on September 2nd regarding his concerns and are working with him.

C. Email re: Dance Program Thank You

Commissioner Wolfe acknowledged thank you emails regarding the dance program. Commissioner Wolfe gave kudos to the Staff.

IV. Recognition of Visitors

None

V. New Business

A. July 3rd Fee Recommendations for Festivities

Superintendent Lambrecht commented that the Park District does very few free things for the community. This would also entail having more staff working to sell tickets and organize the events. He recommends continuing the same way we are currently doing it. Commissioner Pellaton suggested pursing more sponsorships opportunities. Superintendent Lambrecht stated we currently have sponsorships and it is continuing to grow. Director Wilson stated that with the new hire of the Communications Manager there are going to be opportunities to pursue this area further.

B. Miscellaneous

Commissioner Abbott asked about allowing free use of the track for walkers at the fitness center. Staff reported that there is a walking membership available for members of the Older Adult group at Mallinckrodt. Jeff Groves stated that the District brings in about $6,000. Ruthie Brew stated it is a Mallinckrodt membership at $35/year and a walking club membership at $36/year. It is $71/year for using the walking track and the small fitness area.

VI. Managers’ Reports

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

  • Fall classes have 2,353 participants enrolled.
  • Soccer has 1,225 participants enrolled.
  • After school clubs have 370 participants enrolled.
  • The Mother Son Dance was held at Michigan Shores with 120 mothers and sons that attended. The event went well.
  • The first Community Wide Garage Sale was held on August 30th with 23 tables sold.
  • World Wide Day of Play was held at Vattmann Park this past Saturday. The event was successful with 225 participants.
  • Movie Mega Night was held with 23 participants this past Friday. This will be held every Friday.
  • Early Childhood is off to a strong start with the changes in staff. There are currently 80 out of 90 spots filled for preschool and 112 out of 120 filled in kindergarten enrichment. Commissioner Pellaton commented that the early childhood schedules do not mirror the reset of the schools and is this something that can change. Carol Heafey stated that historically preschools have always started after Labor Day. She commented that with kindergarten enrichment and the varying schedules and camps it is traditionally how the schedule has been set up. Director Wilson commented that there is no logistical reason but that the schedules are set up the traditional way.
  • There are 187 enrolled in After School Recreation with a waitlist of 12 participants.
  • Center for the Arts with the production of Oliver has a cast of 24 with 11 kids in the production. 6 of the kids are residents. The production will be held November 6th and November 13th weekends.
  • Alice in Wonderland production has a cast of 40 with 21 being residents. The products will be held on November 9th and November 16th weekends.
  • There are many scheduled programs being held throughout the fall.
  • The new Fencing program is doing well with two full classes of 10 participants each.
  • Eagles Football is up and running with some challenges and changes due to the number of participants participating in the program. The 4th graders had to join the league due to the number of participants enrolled. The 5th and 6th graders are also part of the league now as well. The 7th and 8th graders are combined with Winnetka. The numbers continue to drop from 132 last year to 91 this year. In 2012 there were 199 enrolled in the program. Winnetka is also down in numbers for this program.

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

Mallinckrodt:

  • There are currently 688 memberships at Mallinckrodt.
  • There were 12 rentals in September.
  • This past Friday a wedding was held.
  • A documentary will be shown on September 25th, Age of Love. Three weeks later a Senior Speed Dating event will be held October 16th at Lakeview Center. There is a need for 70 and older men.

Gymnastics:

  • There are currently 1,331 participants enrolled and continuing to enroll.
  • Gymnastics team members are getting ready for their competitive season. The season starts on November 7th at the Palatine Park District.
  • Fitness:
  • There is a new addition to the team, Carrie Kolles from tennis. She will still be working at tennis as well. She is the Members Service Coordinator. Her duties will include membership retention and growth, marketing, customer service and among other things.
  • Saturday, September 12th was the 20th Anniversary for the Fitness Club. 10 brand new memberships and 20 renewals.
  • Fall into Wellness program begins October 12th.

VII. Unfinished Business

A. Wilmette Baseball Association (WBA) Agreement Update

Director Wilson and Superintendent Lambrecht met with representatives of WBA regarding the guidelines of the agreement the District has with them.  Director Wilson commented that the Park District pays WBA an annual cost to maintain the fields of $97,000. Director Wilson wanted WBA to supply specific details on how they maintain the fields. Director Wilson stated that the average cost of the last 6 years averaged out to about $86,000 annually, according to WBA. Director Wilson would like to get details what WBA’s actual costs are based on invoices. He commented that after learning what WBA’s expectations were of getting a crew their quickly and the price they are doing it at were not something the District was going to be able to meet in a cost effective way. Director Wilson stated he is also not comfortable paying $97,000 when that is not what the costs are. Commissioner Wolfe asked what percentage of time they use the District’s fields. Superintendent Lambrecht stated that it depends on the time. He stated WBA uses the fields in the spring through summer and again in the fall and mostly evenings and Saturdays with some Sundays about 80 percent of the time it is used. He stated that we don’t have the staff in place to be able to meet their level of service. Commissioner Wolfe would like to know the breakdown of time WBA is using the fields as well as the District using the fields. She wants to make sure that the District is playing fair with everybody across the board. Staff will continue to monitor to evaluate what is the best agreement with WBA. She wants to make sure it is the same across the board.

B. West Park Update

Superintendent Lambrecht commented that the Park District’s drainage work is almost complete. The Village is scheduled to finish their work at the site by the middle of October. The plan is to have the artificial turf field operational in the spring. Director Wilson commented that an email was sent to President Olvany, applauding the District for using virgin rubber for the District’s synthetic turf field. The email stated he wished more communities were doing this.

VIII. Adjournment

There being no further business to conduct, the meeting was adjourned at 7:05 p.m.