Date: April 15, 2013

Location: Village Training Room

Time: 6:15 p.m.

Commissioners:  Brault; Shelley; Crowley; Olvany; Benz
Staff: Lambrecht; Bingham; Wilson; Eppelheimer; Bowen; Specht; Heafey; Donoghue; Groves

Visitors: Scott Saef, Bryan Abbott, Amy Wolfe, Bill Lemieux    
Topics for Discussion:
1) Meeting Called to Order
2) Approval of Minutes
     a) March 18, 2013
3) Communication and Correspondence
     a) Emails
4) Recognition of Visitors
5) Manager’s Reports
      a) Recreation
      b) Lakefront
5) Old Business
     a) Sailing Beach Update
     b) Elmwood Right-of-Way
     c) Platform tennis
6) New Business
      a) Park Permit Requests
7) Adjourn to Closed Session: discussion of minutes of prior meetings lawfully closed under the Open Meetings Act for the purpose of review, approval or release of such minutes per Section a (c)(21) of the Open Meetings Act; and for the discussion of the appointment, employment, compensation, discipline, performance or dismissal of specific employees of the District per Section 1(c)(1) of the Open Meetings Act.
8) Reconvene Regular Meeting
      a) Consider of Action, if any, of items discussed in Closed Section.
11) Adjournment

Discussions/Decisions Made:
1) The Committee reviewed the minutes of March 18, 2013 and approved them by general consent.

2) The Committee reviewed an email communication from Kristen Pettersen which will be taken into consideration during the discussions about the Sailing Beach.

The Committee reviewed an email communication from Steve Kaiser relative to artificial turf fields. Mr. Kaiser will be attending the next Parks and Recreation Committee to make a presentation.

3) Under Recognition of Visitors, Chairman Brault asked if anyone wished to address the Committee and there were none.

4) Under Managers Reports, Lakefront Manager Holly Specht reported registration for Aquatics Camp currently totals 351 which is 110 more than last year at this time. In addition, some sections are already full. Sailing lessons are at 120 compared to 109 in 2012. The Junior Lifeguard Program currently has 19 enrolled to 4 in 2012. Lakeview Center currently has ten reservations scheduled for April.

Lakefront staff is also developing an emergency response plan which will involve all areas of the lakefront including sailing, swimming and the park patrol staff. Sailing staff has begun to dig out the sailing racks. The new stand up paddle (SUP) board racks were built by Building Services staff and have been delivered ready to be installed. The old boat dollies have been overhauled with new tires and carpeting on the bunks. A few new dollies have also been purchased and 20 new pieces of beach mats have been received for use at Sailing and Swimming. Staff is also currently developing contingency plans if the Wilmette Harbor does not open up for boat traffic.

Recreation Program Manager Carol Heafey reported that the North Shore Theater’s production of Annie had opened last weekend to sold-out performances. Shows for the coming weekend are already two-thirds sold out. Auditions for the summer production of Seusical the Musical to be held at Wallace Bowl on April 20th for the children and April 22nd for adults. The Center for the Fine Arts staff has been working with the marketing department to develop some new strategies for print and on the website. Staff is still interviewing counselors and the letters offering employment are being mailed soon. All directors and assistant directors for the camps have been hired. Recreation Camp enrollment is currently at 1,906 compared to 1,644 last year. The final billing for camps has been mailed with a due date of April 15th.

In the Sports Department, soccer practices have begun with games starting on April 20th. The new rain-out line has been tested and is working out very well. T-ball has 422 children enrolled and a football clinic will be held on April 27th. There has been some interest in starting a parent’s board for Eagles Football. As a result, staff is working with the Marketing Department to improve the dissemination of information going out about the Eagles Football Program. Early Childhood has been hosting open houses and staff is pulling information together for the Fall Brochure which covers two registration periods.

Commissioner Shelly asked if the tickets for the North Shore Theater have always been higher than Children’s Theater. Staff replied that they have always had a higher price point because of their target audience. It is also similar to what other surrounding community theaters charge.

Recreation Facilities General Manager Jeff Groves reported that Gymnastics remains busy with 1,990 participants currently enrolled in the spring session. The gymnastics team recently attended a competition in Diamond Lake, Michigan and one of our gymnasts placed 6th on bars and another placed 8th in vault and 9th on the beam. This coming weekend they will travel to Bowling Green, Ohio for a competition and then on April 26th to the 28th for the state competition.  Registration for gymnastics camps is also up.

Staff is currently putting together bids for some new Fitness Equipment including six new treadmills, two-step climbers; two cross trainers and one recumbent bicycle. Staff is also working to install Wi-Fi in the Fitness Center and then expand it throughout the building.

5) The Committee next began the discussion relative to the relocation of the standup paddle boards (SUP’s) to the area at the south end of the Sailing Beach. Staff took Option #1 which the Committee approved at their previous meeting and widened the area at the shoreline so as not to take up too much of the Swimming Beach.  Commissioner Crowley asked where the SUP racks would be placed. Superintendent Bingham replied the location had not yet been finalized. After some discussion, it was agreed that staff would use wood snow fence to separate the area for this year as a temporary solution until the Committee decides if this relocation is permanent. Commissioner Shelly stated she felt the area should be larger. Staff stated that it is larger than it seems and feel it is adequate at this time. However, staff is worried about pushback from swimmers if they take up more space. Executive Director Wilson added that staff believes it is important for the swimmers to be near the beach house so staff will move the accessible path father south to make it easier for swimmers to get to the beach house. After further discussion, the Committee approved staff’s recommendation with the understanding that it is a work in progress and some modification may be needed next year.

6) The Committee asked about the status of the Elmwood Avenue Right-of-Way discussion with the Village. Staff reported they had received a memo from the Village requesting that the Park District provide daily maintenance such has litter pick-up and emptying trash containers and occasionally providing beach patrols during the week and additional staff on weekends and holidays. It is estimated the cost to provide staffing for seven hours a day on weekends and holidays would be $2,772.00 and for nine hours $3,564.00. There may be some days when an extra staff person may be needed at a cost of $60.00 per day. Staff is planning on asking the Village to pay for the security costs. Commissioner Brault stated he feels that there should be two people on weekends at least at the beginning to stop any issues before they begin. Commissioner Olvany inquired if anyone would be posted at the street side of the property and staff replied that the Village had only inquired about the beach. Executive Director Wilson stated he believes that the street should be the Village’s patrol issue. Commissioner Olvany stated now that the site has been cleared, more people will become aware of it which will result in more traffic. Commissioner Shelly stated she agrees that there should be two staff people at least in the beginning. Staff added that the staff would be rotated through the regular beach rotation.

After further discussion, the Committee agreed that there would be two staff members present on weekends and holidays and that the Park District would expect the Village to reimburse the District for the costs. Commissioner Crowley added if they did not want to pay for the labor there will then assuredly be a problem with an unpatrolled beach.

7) The Committee reviewed the bid results for the construction of the Platform Tennis Facility at West Park. Staff presented the results as follows:

     a) General Construction -  Edwin Andersen Construction $ 699,000.00
     b) Electric  -  Genesis Electric   $ 128,993.00
     c) Plumbing  -  Jensen’s Plumbing & Heating $   99,900.00
     d) HVAC   -  Jensen’s Plumbing & Heating $   79,814.00
     e) Fire Sprinkler  -  USA Fire Protection   $   27,800.00
     f) Special Construction -  Total Platform Tennis LLC  $ 356,743.00

Staff stated that the total of all bids came in at $1,392,250.00 and that they had begun to evaluate the project to see where cost reductions could be made. There were some alternates in the platform tennis construction totaling $12,050.00 which eliminated the second set of stairs from each court and some of the concrete piers near the building. In addition, some reductions could be made by transferring the parking lot cost to the Maintenance Facility paving project and by making the warming hut and courts all one level. The Park District would then install the bathroom accessories which reduces the cost by $70,000.00. Commissioner Shelly stated she believes that the stairs are an essential piece of the project and should not be eliminated. Commissioner Brault stated he believes the reductions show a “good faith effort” in order to keep the overall cost down without material sacrifice to the project. Commissioner Shelly disagreed saying it would be a mistake to build them without the stairs and Commissioner Crowley stated the stairs could be added next year. Staff also offered other ways to reduce the costs but these would have a long-lasting impact on the quality of the facility. Staff also offered up two projects to defer until 2014 which were the Forest Avenue Tot Lot ($190,000.00) and the replacement of the eastern irrigation system at Howard Park. These changes brought the overall cost to $1,100,190.00.

After further discussion Commissioner Crowley made a motion to approve the bids as submitted with the reductions as recommended by staff. The project was unanimously approved.

8) The Committee reviewed the following permits recommended by staff:
     a) Midwest Historical Research Society – May 18th and September 8th, 2013 at Gillson Beach to locate items with metal detectors
     b) Ronald Knox Montessori School – May 30, 2013 at Mallinckrodt Park for school picnic.
     c) New Trier High School – June 3, 2013 at Gillson Park Sunrise Graduation event
     d) Central Elementary School – June 7, 2013 at Gillson Park for a 4th Grade picnic
     e) Highcrest Middle School – June 10, 2013 at Gillson Park for a 6th Grade end of year party
     f) Paul Russell & Patricia Musson – at Gillson Park/Wallace Bowl for a wedding
     g) St. Francis Xavier Church – September 29, 2013 at Gillson Park for their 5k race
     h) McGaw YMCA – September 21 & 22 and September 28 & 29 for overnight camp-outs

After some discussion, the Committee approved the permits as submitted.

There being no further discussion, the meeting was adjourned at 7:15 pm.

Minutes taken by Bill Lambrecht.