Parks & Recreation Committee Meeting Minutes
Monday, February 15, 2016
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:  Director Wilson, Carol Heafey, Jeff Groves, Julie Mantice, Ken Eppelheimer, Cindy Felicicchia

Attendees Absent


I. Meeting Called to Order

The meeting was called to order at 6:26 p.m.

II. Approval of Minutes

A. Commissioner Foster moved and Commissioner Pellaton seconded a motion to approve the minutes of January 18, 2016 Parks & Recreation Committee meeting.

Minutes were approved as amended with the following changes:
Page 1 of 3, III. (A) 2nd sentence should read: After some discussion, the Committee asked that staff contact her to say that they will continue to have discussions with ComEd.

III. Communication and Correspondence

Commissioner Wolfe commented on feedback she has received regarding the 5th grade boys’ basketball and how teams are formed and what the policy is due to some complaints received. Superintendent Bingham stated that Staff will gather information and report back to the Committee.

IV. Recognition of Visitors


V. New Business

A. Field Permit Rates

The Committee discussed field rental options at West Park and how the fields will be divided up. The Committee also discussed amended fees that were previously outlined in the budget. The revised fees reflect how the fields will be divided up.

Commissioner Pellaton moved and Commissioner Foster seconded a motion to approve the Field Permit Rates as amended for 2016. All agreed; motion carried.

B. Memo re: Bid Recommendation for Fitness Center Spin Bikes

The Committee discussed the bid recommendation from Staff regarding the Fitness Center spin bikes. Staff recommended going with Direct Fitness Solutions bikes based on feedback. Julie Mantice stated that 4 bikes were demoed and based on the input from the fitness membership they seem to like the Stages bike. She outlined some of the features of the Stage SC3 bike and what the fee includes.

Commissioner Pellaton moved and Commissioner Foster seconded a motion to approve the bid from Direct Fitness Solutions for the Stages SC3 spin bikes. All agreed; motion carried.

C. Memo re: Bid Recommendation for Fitness Center Camp Fusion Bikes

The Committee discussed the bid recommendation from Staff regarding the Camp Fusion bikes. Staff recommends going with the Wilmette Bike Shop. They are conveniently located and the quality of the bike is good. They will measure all the kids for their bikes for this camp. The Committee discussed the quality of the bike and what the fee includes in the camp cost.

Commissioner Foster moved and Commissioner Pellaton seconded a motion to approve the bid from Wilmette Bike Shop for the Camp Fusion bikes. All agreed; motion carried.

Superintendent Bingham commented on a meeting she had with the Wilmette Wings Association and what their needs may be. Some discussions included lighting the fields. Wilmette Wings would be willing to rent portable lights for the fields. Commissioner Wolfe commented that if the District can get more revenue with extended use out of using lights it is something to pursue further.

Commissioner Pellaton commented on some negative feedback he has received regarding Thornwood Park and lights. He recommended proceeding cautiously. Director Wilson commented that if the Committee proceeds with lighting we would need to go through zoning. The Committee decided to have Staff gather more information from Wilmette Wings and see what they are willing to do financially with field lights and to see what kind of support they were able to get with their petition on lights.

VI. Managers’ Reports

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

  • Camp planning is coming along. Orientations are scheduled for June 9th and 10th. Camps start on June 13th. Camp enrollment is currently up over 200 people. There are currently 2,275 this only includes the recreation department.
  • NSSRA requests are coming through. The District supported over 80 kids last summer.
  • Fall II planning is underway due to family medical leave absences from Staff.
  • Sleeping Beauty had 1,639 in attendance over 6 shows.
  • Music Man opening date is March 4th.
  • Daddy/Daughter Dance was held again this year at Michigan Shores. There were 128 Dads and Daughters in attendance which was at capacity.
  • Early childhood is gearing up for kindergarten enrichment for 2016-17 registration.
  • Basketball is in full swing.

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

  • Gymnastics: There are currently 1,736 participants enrolled in gymnastics. The travel team had a meet on February 6th and 7th at the Lake County Fairgrounds. The next competition will be March 27th and 28th. In March the athletes will compete for their respective state meet.
  • Fitness: There are currently 2,085 active members and 89 active trial memberships. Staff has been busy with the bids that were approved tonight. The Lose to Win program has 88 participants enrolled.  The 8 week program for Camp Fusion is currently sold out.

VII. Unfinished Business

Director Wilson commented on plans that the Village potentially has for West Park Drive and paving the road. Superintendent Lambrecht stated that during the time of paving the road the District may be able to add more parking and pay only the parking portion of plan. Director Wilson stated that the use of this area has increased and parking needs to increase as well. 

Director Wilson commented on the agreement with Wilmette Baseball Association (WBA) and the fee the District pays them to run these programs on the Districts fields. Director Wilson stated after reviewing WBA’s numbers for landscaping, they were paying significantly less than what the District was paying WBA. Director Wilson stated that it was decided that the cost will be split amongst the District and WBA 50/50 every year. The Committee stated that Director Wilson will oversee any field maintenance and or projects that need to be done with the District’s property before WBA proceeds. The Committee agrees with the 50/50 split and Director Wilson overseeing the projects of WBA.

Commissioner Wolfe asked if there was a policy in place regarding field rental space at the District. Commissioner Wolfe commented that she would like to be able to refer to a policy if people inquire about field rental space. Superintendent Bingham stated that there are ordinances in place. She will bring the ordinance to the next meeting for Committee to look at and discuss. 

VIII. Adjournment

There being no further business to conduct, the meeting was adjourned at 7:25 p.m.