Wilmette Park District
Parks & Recreation Committee Meeting Minutes
Monday, August 18, 2014
6:30 p.m. – Village Hall Training Room


Attendees Present

Commissioners/Committee: Chair Amy Wolfe, Shelley Shelly, James Brault
Staff:  Kathy Bingham, Bill Lambrecht

Commissioners: James Crowley, Gary Benz, Bryan Abbott
Staff: Steve Wilson, Carol Heafey Shelagh Donoghue, Jeff Bowen, Ken Eppelheimer, Cindy Felicicchia

Attendees Absent

None

I. Meeting Called to Order

Meeting called to order 6:30 p.m.

II. Approval of Minutes

A. Committee approved minutes for the July 21, 2014; by general consent.

III. Communication and Correspondence

A. Commissioner Wolfe acknowledged an email from Michele Coffey praising Junior Day Camp and Staff.

IV. Recognition of Visitors

Attorney Andrew Paine from Tressler LLP
Kathy Routliffe, Wilmette Life/Pioneer Press

V. Manager Reports

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

  • Camps are winding down; late summer camps continue to grow in popularity, this year netting revenue over $94,000.
  • Last year there were 3,679 campers; this year 3,948.
  • Nonresident registration starts tomorrow August 19th. Currently for Fall 1 and II combined, there are 1,727 participants enrolled compared to 1,371 last year.
  • First time offering of “Try Me” classes was well received, with 259 participants enrolled in the 26 classes offered.
  • Jen Bolich started today as the Recreation Activity Coordinator. She will be foreseeing the afterschool clubs now that we have added McKenzie, Romona and Central. Classes to start September 8th. She will also be involved in other responsibilities within the department. 
  • Sarah Heston resigned this week as our Arts supervisor effective August 22nd. The job has been posted; along with taking a look at the needs of the department due to this change.
  • Early childhood starts August 28th.
  • Kindergarten enrichment starting on August 28th.
  • Travel football has started; 81 currently enrolled in travel, 89 last year; house league has 44 enrolled, 51 last year. Heavy weight program did merge with Winnetka to form the Jr. Trevians.
  • Soccer starts on September 6th with 1,183 enrolled; a little down from last year.

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

  • The Two-Week Camp Extension has been busy and well received.
  • The Beat the Heat Gymnastics program has 645 currently enrolled.
  • Community Recreation Center annual cleanup is currently underway.
  • Fitness center will be closed from August 20th through August 22nd for their annual cleanup.
  • Superintendent Bingham handed out a Bid Recommendation sheet for Early Childhood lunches to formalize a contract due to closing of business for the District’s previous vendor. Two bids came back with Quality being the vendor of choice due to price and quality of food. Carol Heafey reported that Quality is very good working with and also when it comes to special preparation of meals and allergies. The Bid Recommendation will go to the full Board next month for approval of contract.

VI. Unfinished Business

A. West Park Intergovernmental Agreement

Director Wilson stated that Attorney Andrew Paine from Tressler LLP will walk the committee through the most recent red-lined version of the Intergovernmental Agreement (IGA). Director Wilson handed out an Odor Control System Testing Protocol sheet which will be discussed with Mr. Paine.

Mr. Paine stated that the Village of Wilmette’s attorney and staff are fine tuning some of the language on their end. He assured committee that everyone seems to be on the same page with the agreement. Mr. Paine stated that the only thing being discussed is the minor details on what the insurance language will be within the agreement.

Mr. Paine stated that the new date for the Term of Temporary Construction Easement section will be September 15, 2015 and not April 30, 2016. This states that the Village of Wilmette will be required to turn over the park at that point. This date should provide enough time for the park district to install the artificial turf and allow programs to startup. The final completion will not be done for the District’s season to begin sometime in March of 2016.

Mr. Paine stated that on item #4 language was added that the Village of Wilmette will provide as far in advance as is practicable under the circumstances any work or repairs that will need to be done. 

Mr. Paine stated that in Section 6.7 the language was made to be more clear that any restoration responsibilities includes the artificial turf fields to quality installed restoration.

Mr. Paine stated that in Section 6.10 it outlines and defines the project commencement date and establishes penalties if the Village of Wilmette does not meet our deadlines. The only thing the Village of Wilmette added was in Section G, if an event in delay of construction is caused by weather, acts of God, and things outside of people’s control it will not be held against them with delays in construction.

Mr. Paine stated that in Section 9 the agreement is clear that the Village of Wilmette needs to remediate any sort of environmental contamination or hazardous materials that are discovered at any point.

Mr. Paine stated that in Section 10.1 it clarifies that the Village of Wilmette, in the event the agreement is terminated or easement is terminated the Village is required to remove all at-grade and above-grade improvements. But if the District decides it needs to build something the Village of Wilmette will have the responsibility and expense to stabilize the below-grade improvements.

Mr. Paine stated that in Section 13 it clarifies the specific types of Insurance involved within the project and that the Village of Wilmette committing to buying the insurance.

Mr. Paine highlighted on the odor control testing protocol section stating if there are 3 times in any twelve month period; or six times total for and after the effective date of agreement action will be taken. Also, the odor for a 24 hour period was taken out and now reads H2S level registers at or above 2 PPM.

Mr. Paine commented that he does not see major impediments based on his conversation with the Village of Wilmette’s attorneys. His recommendation would be to recommend approval to the Board to authorize the Board President in conjunction with legal counsel to make any immaterial changes to the Agreement. Commissioner Brault made a motion to recommend to the full Board we approve the Agreement as submitted subject to immaterial changes with Board President and legal counsel. Commissioner Shelly seconded the motion. All agreed. Motion carried.

VII. New Business

None

VIII. Adjournment

There being no further business to conduct, the meeting was adjourned at 7:02 p.m.