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HomeMy WebLinkAbout2019 P & R Advisory Bd Agendas & Minutes Mayor David J. Kaptain City Council ELFN Corey D. Dixon Terry Gavin THE CITY IN THE SUBURBS' Rosamaria Martinez Tish S. Powell Carol Rauschenberger Toby Shaw F.John Steffen Parks and Recreation Advisory Board City Manager AGENDA Richard G. Kozal Tuesday,January 29, 2019 6:00 p.m. The Centre of Elgin Staff Conference Room Upper Level 100 Symphony Way Elgin, IL 60120 I. Call to Order II. Minutes of the November 27, 2018 Meeting III. Citizens Forum (items not on the agenda) IV. Youth Sports Group Update V. Parks and Recreation Advisory Board Term Limits VI. Miscellaneous/Other VII. Adjournment r 150 Dexter Court, Elgin, IL 60120 847-931-6100 www.cityofelgin.org Mayor David J. Kaptain City Council EL-G I N Corey D. Dixon Terry Gavin THE CITY IN THE SUBURBS Rosamaria MartinezCITY Tish S. Powell Carol Rauschenberger Toby Shaw F.John Steffen Parks and Recreation Advisory Board Meeting Minutes City Manager Richard G. Kozal January 29, 2019 6:00 p.m. The Centre of Elgin Staff Conference Room Second Floor 100 Symphony Way, Elgin, IL 60120 Present: Tom Armstrong, Marino Lamantia, Carl Missele, Fred Moulton Absent: Andy Dogan, Chin Keomuongchanh, Eric Larson, Michelle Santucci Staff: Maria Cumpata, Barb Keselica, Greg Hulke, Verdelle Corn Guests: Matthew Downing, Jim Reuter t. Call to Order: Carl Missele called the meeting to order at 6:02 p.m. As there were four members in attendance, this meeting did not have a quorum. Agenda topics were not voted on and will be addressed at the next advisory board meeting. Maria introduced guests Matthew Downing and Jim Reuter who completed applications to serve on the Parks and Recreation Advisory Board and were present to observe the meeting. II. Minutes of the November 29, 2018 meeting: No vote was called due to lack of quorum. Citizens Forum: None. IV. Youth Sport Groups' Updates: Maria Cumpata, Greg Hulke, Wayne Carlstedt and Andy Dogan met December 3 to review requests presented at the October board meeting. $50,000 is available to be awarded for 2019. Maria noted that BMX supplied information on costs for the curves on the track to be asphalted. C 150 Dexter Court,Elgin,IL 60120 847-931-6100 www.cityofelgin.org Elgin Youth Football (EYF) had requested$5,200 to put additional heat in their concession building. Andy inquired when and how the additional heating would be used. The additional heat would not help the washrooms, winterizing of the building would still need to be done each year, and it will not help the basement where there are freezing issues. What it would do is make one or two meetings over the winter a little warmer. For these reasons we passed on approving the funding for EYF's additional heating at a cost of$5,200. The port-a-let enclosure at Elgin National Little League we included in their estimate to add a concrete pad. It looks much nicer and makes it a lot easier for Waste Management when they are servicing those units. Elgin Men's Baseball had several estimates for doing warning tracks on their fields on both the sidelines of their fields and the outfield. Maria asked them to break out those estimates to see if we could get just the outfields done on a couple fields or maybe an outfield and a sideline on one field and an outfield on a second field. In discussing options with staff,we decided it would be best to complete one field. The $7,000 is to complete both the sidelines and the outfield warning tracks on the big field (Field #1). BMX's estimate was broken out into a two-year program and a one-year program to resurface the asphalt track turns. There is cost savings with the one-year program; therefore, Maria proposed that$18,850 be covered through this grant if BMX could cover the remainder and complete the resurfacing in one year. If agreed, the $18,850 would have to be approved by the Parks and Recreation Advisory Board. BMX guaranteed they could do that. The total cost was around $22,000 with $18,850 coming from the city's 2019 grant. The Board asked if approval of the 2019 Athletic Facility Improvement grant allocations can have a motion be done electrically,followed by an electronic vote. Maria will follow up with the city clerk. Parks and Recreation Advisory Board Term Limits: Maria Cumpata noted we have two individuals present who have filled out applications for a board member position. There is also one position for a student representative on the board. Three students completed applications. One of those students declined noting he is not available, one was going to be at tonight's board meeting, and the third communicated that he could not attend this evening and hopes to attend the next board meeting. Maria summarized the changes to the Municipal Code regarding how members of boards and commissions term limits are calculated. Members are limited to a maximum term of six years on the same board and an additional six years as chairman on the same board. When filling an unexpired term the years being filled are not included in the overall six years on the same board. The limitation does not apply to a member who continues to serve until their successor has been appointed and qualified. V. Miscellaneous/Other: Fred Moulton inquired if Parks and Recreation offered a drop-in site for seniors for coffee. It was noted that the Rakow Center, Dundee Township Park 150 Dexter Court,Elgin,II 60120 847-931-6100 www.cityofelgin.org District has an age 50 and over social club that is free to all regardless of residence location. VIII. Adjournment: Meeting adjourned at 6:40 p.m. Respectfully submit ed, Verdelle Corn Approved: `214t(6t't 27(r .2Z4 't r r 150 Dexter Court,Elgin,IL 60120 847-931-6100 www.cityofelgin.org Mayor David J.Kaptain E LG N City Council Corey D. Dixon Terry Gavin THE CITY IN THE SUBURBS Rosamaria Martinez Tish S. Powell Carol Rauschenberger Toby Shaw F.John Steffen Parks and Recreation Advisory Board City Manager AGENDA Richard G. Kozal Tuesday, February 26,2019 6:00 p.m. The Centre of Elgin Staff Conference Room Upper Level 100 Symphony Way Elgin,IL 60120 I. Call to Order II. Minutes of the November 27, 2018 Meeting III. Minutes of the January 29, 2019 Meeting IV. Citizens Forum (items not on the agenda) V. Youth Sports Group Update VI. Gifford Park Association Request VI. Miscellaneous/Other • Board Appointments VII. Adjournment C 150 Dexter Court,Elgin,IL 60120 847-931-6100 www.cityofelgin.org Mayor David J.riaptain s ,M City Council E L_c I N Corey D Dixon Terry Gavin THE CITY IN THE SUBURBS Rosamaria Martinez Tish S. Powell Carol Rauschenberger Toby Shaw F.John Steffen Parks and Recreation Advisory Board Meeting Minutes City Manager Richard G. Kozal February 26, 2019 6:00 p.m. The Centre of Elgin Staff Conference Room Second Floor 100 Symphony Way, Elgin, IL 60120 Present: Tom Armstrong, Andy Dogan, Chin Keornuongchanh, Eric Larson, Carl Missele, Fred Moulton Absent: Marino Larnantia, Michelle Santucci Staff: Maria Cumpata, Barb Keselica, Greg Hulke, Verdelle Corn Call to Order: Eric Larson called the meeting to order at 6:02 p.m. II. Minutes of the November 29, 2018 meeting: MOTION: Carl Missele moved to approve the November 29, 2018 minutes and Andy Dogan seconded. Motion unanimously approved. III. Minutes of the January 29, 2019 meeting: MOTION: Tom Armstrong moved to approve the January 29, 2019 minutes and Fred Moulton seconded. Motion unanimously approved. IV. Citizens Forum: None. V. Youth Sport Groups' Updates: Maria provided a summary of the last month's update. If we get approval on the breakdown to award the funding for 2019 at tonight's board meeting, the agenda memo has already been submitted for the March 6 meeting so it can make the March 20 Council meeting for final approval. If approved, Maria will notify the leagues reminding them that we still need final approval from City Council at the March 20 Council meeting. The budgeted amount for 2019 is $50,000. Staff, along with Board Member Andy Dogan, reviewed and discussed the requests narrowing them to the projects listed below. The highest priority is for the projects that are related to safety issues and ADA compliance. 150 Dexter Court,Elgin, IL 60120 847-931-6100 www.cityofelgin.org Elgin National Little League • Portable Toilet Enclosure $ 3,500 • Replace Fence Field 7 $ 2,000 • Improve Drainage Field 7 $ 3,000 Total $ 8,500 Trout Park Baseball • Storage Shed $ 7,400 Total $ 7,400 Elgin Youth Football • Hand Blower $ 1,800 • Replacement Gutters $ 1,600 • Regrade entrance area $ 2,850 Total $ 6,250 Elgin Men's Baseball • Warning Track Field 1 Sidelines/Outfield $ 7,000 • League Sign $ 350 • Automated External Defibrillator (AED) $ 1,650 Total $ 9,000 The Hill BMX • Asphalt Resurfacing on Track Turns $ 18,850 Total $ 18,850 Total presented for consideration: $ 50,000 VI. Gifford Park Association (GPA) Request: GPA submitted a request for the board to consider waiving of the Lords Park Pavilion rental fees on Friday, April 26 for their organization to host their annual pot luck dinner. GPA members host and man a water station for the participants of the annual Fox Trot. MOTION: Carl Missele motioned the board approve the waiver of fees for GPA's April 26th Pavilion rental. Tom Armstrong seconded. Motion unanimously approved. VII. Miscellaneous/Other: • Board Appointments: Maria summarized the status of appointments to serve on the Parks and Recreation Advisory Board. o Two students applied to serve. The first student can no longer serve due to other commitments. The second student was going to observe the February meeting, but had something else come up and was not available. Maria followed up again with the second student who cannot observe this event's board meeting and cannot commit to serve on the board. • Suggestions from the Board members include following up with teachers and guidance counselors for students to serve as board members. Also the board suggested following up with Holly Yee, Ellis Middle School 7th and 8`" 150 Dexter Court, Elgin, IL 60120 847-931-6100 www.cityofelgin.org . ...„ grade science teacher, who heads the environmental club, Science N.E.R.D.S. ci Appointments for two adult board members are moving forward and we are waiting for consent at the next Council meeting. Once finalized, the two new members will replace Michelle Santucci and Tom Armstrong. VIII. Adjournment: MOTION: Carl Missele moved to adjourn the meeting. Fred Moulton seconded. Motion carried unanimously. Meeting adjourned at 6:21 p.m. Respectfully submitted, /. ' Verdelle Corn Approved: (31/4/ [(1 r r 150 Dexter Court, Elgin, IL 60120 847-931-6100 www.cityofelgin.org Mayor David J. Kaptain City Council E LCA I N Corey Dixon Terry Gavin THE CITY IN THE SUBURBS' Rosamaria Martinez Tish S. Powell Carol Rauschenberger Toby Shaw F.John Steffen City Manager Richard G. Kozal PARKS AND RECREATION ADVISORY BOARD NOTICE OF CANCELLATION OF MEETING NOTICE IS HEREBY GIVEN that the March 19, 2019, regularly scheduled meeting of the Parks and Recreation Advisory Board is cancelled. The next regularly scheduled meeting is April 30, 2019, at 6:00 p.m. DATED: March 11, 2019 CITY OF ELGIN By Verdelle L. Corn, Recording Secretary Parks and Recreation Advisory Board r 150 Dexter Court, Elgin,IL 60120 847-931-6100 www.cityofelgin.org Mayor 'I David J. Kaptain �1> E LG II\i City Council Corey D. Dixon Terry Gavin THE CITY IN THE SUBURBS` Rosamaria Martinez Tish S. Powell Carol Rauschenberger Toby Shaw Parks and Recreation Advisory Board F.John Steffen AGENDA City Manager Richard G. Kozal Tuesday, April 30, 2019 6:00 p.m. The Centre of Elgin Staff Conference Room Upper Level 100 Symphony Way Elgin, IL 60120 I. Call to Order II. Minutes of the February 26, 2019 Meeting r III Citizens Forum (items not on the agenda) IV. Sherman Hospital Property V. Slade Avenue Bike Path VI. Festival Park Playground VII. Festival Park Fountain VIII. July is Parks and Recreation Month IX. Kids to Parks Day - May 18 X. Meeting Schedule XI. Miscellaneous/Other XII. Adjournment r 150 Dexter Court,Elgin,IL 60120 847-931-6100 www.cityofelgin.org Mayor David J. Kapta n City Councii E LG 1 N Corey D Dixon Terry Gavin THE CITY IN THE SUBURBS" Rasamaria Martinez Tish S. Powell Carol Rauschenberger Toby Shaw F.John Steffen Parks and Recreation Advisory Board Meeting Minutes City Manage Richard G. Kozal April 30, 2019 6:00 p.m. The Centre of Elgin Staff Conference Room Second Floor 100 Symphony Way, Elgin, IL 60120 Present: Matthew Downing, Chin Keomuongchanh, Marino Lamantia, Eric Larson, Carl Missele, Fred Moulton,Jim Reuter Absent: Andy Dogan Staff: Maria Cumpata, Barb Keselica, Greg Hulke, Verdelle Corn I. Call to Order: Eric Larson called the meeting to order at 6:01 p.m. Il. Minutes of the February 26, 2019 meeting: MOTION: Carl Missele moved to approve the February 26, 2019 minutes and Chin Keomuongchanh seconded. Motion unanimously approved. Ill. Citizens Forum: None. IV. Sherman Hospital Property: Eric summarized: In 2015 a portion of the hospital property was put up for sale. The property was the area south of the building, which contained a parking lot. There was not much interest from developers, although the hospital and Northeast Neighborhood Association (NENA) reconnected and has resulted in more communication between the association and the hospital. More recently the hospital, which still has two buildings on the northeast property, is auctioning their property and the process is to be completed on May 23. One of the challenges in selling the property is that the property is zoned for hospitals and medical use. If the intended use made commercial sense to the purchaser, the purchaser could request rezoning of the property. Maria asked if the hospital has shared with NENA what the hospital will do with the buildings and property if it does not sell. Currently, the hospital is non-committal 150 Dexter Court, Elgin, II 60120 847-931-6100 www.cityofelgin.org regarding donating the property. The parking lot on the south side of Slade Avenue has the foundations of houses torn down to create the parking lot. In 2015 it would have been estimated at around $1M to remove the asphalt, residential foundations and any subsequent pipes, etc., in order to make ready the property for a park development. V. Slade Avenue Bike Path: Maria provided background on the project for new board members. The boat ramp and bike path intersect. For safety reasons, the plan is to move the bike path east and away from the boat launch and parking spaces. Greg Hulke provided a summary of the project budgeted at $25,000, which may not be enough to cover the costs. The drive is to be asphalted. Greg will follow up with the Water Department Director. VI. Festival Park Playground: Greg noted the work was planned to be completed by May 15, but due to the weather the last two weeks the completion may be delayed. Approximately 75 percent is completed. VII. Festival Park Fountain: Greg also provided status on the fountain at Festival Park. The quote is in on the splash pad. The controller doesn't work. Internal components are to be replaced, which will fix the problem with an anticipated two years life span. It is a band-aid remedy while we look for options for a full revamp of the structure. VIII. July is Parks and Recreation Month: Each year a proclamation is read at Council towards the end of June for "July is Parks and Recreation Month." This year's theme is Game On, and Parks and Recreation Department will have activities and events during the month of July. IX. Kids to Parks Day— May 18: A proclamation will be read at the May 8 council meeting. Kids to Parks Day is an initiative to get kids out to parks. Staff hold a scavenger hunt at Hawthorne Hill Nature Center. Eric Larson inquired if there is anything neighborhoods can do or participate in Kids to Parks Day or other events. Maria agreed neighborhoods participating is great and suggested organizing for July is Parks and Recreation Month, especially since the theme is games. Maybe neighborhood organizations can host an activity in July. Downtown Neighborhood Association (DNA), South West Area Neighborhood (SWAN), Gifford Park Association (GPA), NorthEast Neighborhood Association (NENA), and Near West are organizations meet regularly to support what DNA is doing that rolls out to neighborhoods bordering downtown Elgin. Barb Keselica will follow up with Jen of DNA and Eric Larson communicated that NENA could take a leadership role organizing/coordinating the neighborhood activities. X. Meeting Schedule: Maria noted that the past few years the board was busy with Community Development Block Grant (CDBG) projects. This year that is not the case and is not as busy. Our City Clerk stated that we can choose to change the meeting schedule. - Maria suggests the board meet every other month for the remainder of the year and asked for feedback. 150 Dexter Court,Elgin, IL 60120 847-931-6100 www.cityofelgin.org ( - No issues were raised by members of the board; although Eric asked for confirmation on whether the board and staff can status through emails. - Carl Missele suggested the board keep the summer tour of parks and the meeting in October for youth sport organizations annual meeting with board and staff. - Tentatively meetings will be held in June, August and October. - Maria will follow with the city clerk and get back to the board. XI. Miscellaneous/Other: - Elgin Parks and Recreation Foundation is holding a Golden Memories event on Walton Island at the nature center on May 18, 2-4 p.m. - Park Projects: We have punch list items on the Sports Complex and Abbott Park playgrounds that were started last year. Other than that there no other park projects this year. - Expansion of Elgin Sports Complex is not in the 2019 budget and will submit again for 2020 budget. - Master Plan update is not in the 2019 budget and will try again for 2020. - We do have the three-year plan that Parks and Recreation submitted last year as a park replacement next year and another the following year. Those are Randall Ridge Park and Millennium Park. - Fred Moulton recommended the board look at budget and have a strategy session during a board meeting to support Parks and Recreation's priorities. Board members can then influence and advocate priorities and needs gathering support from decision makers. XII. Adjournment: MOTION: Carl Missele moved to adjourn the meeting. Matt Downing seconded. Motion carried unanimously. Meeting adjourned at 7:00 p.m. Respectfully submitted, Verdelle Corn Approved: 1:•6 s-.F ), ; . 1 r 150 Dexter Court,Elgin,IL 60120 847-931-6100 www.cityofeigin.org Mayor David J. Kaptain City Council Corey D. Dixon E LG I N Terry Gavin Baldemar Lopez THE CITY IN THE SUBURBS Rosamaria Martinez Tish S. Powell Carol Rauschenberger Toby Shaw F.John Steffen City Manager Richard G. Kozal PARKS AND RECREATION ADVISORY BOARD NOTICE OF CANCELLATION OF MEETING NOTICE IS HEREBY GIVEN that the May 28, 2019, regularly scheduled meeting of the Parks and Recreation Advisory Board is cancelled. The next regularly scheduled meeting is June 25, 2019, at 6:00 p.m. DATED: May 15, 2019 CITY OF ELGIN By Verdelle L. Corn, Recording Secretary Parks and Recreation Advisory Board r 150 Dexter Court,Elgin, IL 60120 847-931-6001 www.cityofelgin.org Mayor David J. Kaptain City Council Corey D. Dixon E LG I N Terry Gavin Baldemar Lopez THE CITY IN THE SUBURBS- Rosamaria Martinez Tish S. Powell Carol Rauschenberger Toby Shaw F.John Steffen Parks and Recreation Advisory Board AGENDA City Manager Richard G. Kozal Tuesday, June 25, 2019 6:00 p.m. The Centre of Elgin Staff Conference Room Upper Level 100 Symphony Way Elgin, IL 60120 I. Call to Order II. Minutes of the April 30, 2019 Meeting III Citizens Forum (items not on the agenda) IV. Staff Highlight V. Remaining 2019 Meeting Schedule VI. Park Tour VII. North Country Knolls Property Owners Association Request VIII. Miscellaneous/Other IX. Adjournment r 150 Dexter Court,Elgin,IL 60120 847-931-6100 www.cityofelgin.org Mayor David J.Kaptain i ' City Council Corey D. Dixon E L Terry Gavin Terry ar Lopez THE art IN THE SUBURBS Rosamaria Martinez Tish S. Powell Carol Rauschenberger Toby Shaw F.John Steffen Parks and Recreation Advisory Board Meeting Minutes City Manager June 25, 2019 Richard G. Kozal 6:00 p.m. The Centre of Elgin Staff Conference Room Second Floor 100 Symphony Way, Elgin, IL 60120 Present: Andy Dogan,Matthew Downing, Marino Lamantia, Carl Missele, Fred Moulton Absent: Eric Larson,Jim Reuter Staff: Maria Cumpata, Barb Keselica, Greg Hulke, Verdelle Corn I. Call to Order: Carl Missele called the meeting to order at 6:02 p.m. II. Minutes of the April 30, 2019 meeting: MOTION: Fred Moulton moved to approve the April 30,2019 minutes and Matt Downing seconded. Motion unanimously approved. III. Citizens Forum: None. IV. Staff Highlight: At future board meetings, a staff person will attend a meeting to get to know the board members and build relationships. Each meeting a staff person will provide information on their responsibilities and answer any questions you may have. V. Remaining 2019 Meeting Schedule: Maria Cumpata explained that Verdelle worked with our City Clerk who determined our best course of action regarding the remainder of 2019's scheduled meetings. Verdelle will post meeting cancellations for July, September and November. We will meeting August 27 and again October 29. VI. Park Tour: At the end of the August 27 board meeting the staff and board members will proceed with the annual tour of parks. Suggestions were gathered from board members and include St. Francis Park, Abbott Park, Festival Park and Wing Street Park. r 150 Dexter Court,Elgin,IL 60120 847-931-6100 www.dtyofeigin.org VII. North Country Knolls Property Owners Association Request (NCKPOA): NCKPOA requests the rental fee be waived for use of the Hawthorne Hill Nature Center(HHNC) on August 6 during National Night Out. Many of the members of NCKPOA volunteer at HHNC and grounds surrounding the Nature Center as well as support HHNC in a variety of ways. MOTION: Andy Dogan motioned the Board approve the waiver of fees for NCKPOA's August 6th rental of Hawthorne Hill Nature Center for the National Night Out Against Crime gathering. Marino Lamantia seconded. Motion unanimously approved. VIII. Miscellaneous/Other: - Fred Moulton inquired if there was anything that needed to be done this year on Jack E. Cook Park. Maria reported that just last week she met with the Mayor, City Manager and Monica Meyers of Forest Preserve District of Kane County to talk to her about the Kane County side of the property. A conference call is set up with Smithgroup 1JR, which is the firm that designed the work done on our side of the property to discuss them providing a proposal for a cost estimate on what it would cost to start the planning process for that side of the property. Kane County is looking to get something done. The original concept plan for that part of the property included an outdoor amphitheater and other elements that the soils cannot support. The plan that is attached to the Kane County agreement includes a natural area, walking paths, future pond. Soccer fields are being used for soccer, lacrosse, rugby and a couple of dog Frisbee contests. We are very diligent on how much the soccer fields are used. Because there is no water on the site we cannot overuse the fields. - Fred was asked to inquire about the drinking fountain at St. Francis Park. Greg Hulke noted that it was originally not installed properly. Greg is meeting with the plumber soon to repair the fountain. - Carl noted that once a month Hawthorne Hill Nature Center (HHNC) has a work day. Recently NTN Bearing sent 15 employees out to the HHNC. They worked from 9:00 a.m. until noon. They were incredibly good workers. We covered a lot of territory with wood chips although there are a lot of trails still need to be wood chipped. What comes up once in a while is that we get all these volunteers that we track. First have to sign a liability waiver and we track their hours that have to be turned in to you essentially. How do we use those hours? Maria noted that there are different applications that volunteer hours are used for. Volunteer hours are tracked quarterly. Our big volunteer hits are Hawthorne Hill Nature Center and our youth sport programs such as youth basketball and youth soccer that have a huge number of volunteers. We have a variety of volunteers that help with special events. JP Morgan Chase provides volunteers for a variety of events we do such as our annual dance recital and Illinois Brews @ Bowes Creek. Volunteer hours we track are used for when we apply for grants that often ask for volunteer hours. At budget time when we talk about different programs and facilities we often highlight the volunteer hours logged for those areas. 150 Dexter Court,Elgin,IL 60120 847-931-6100 www.cityofelgin.org - Andy Dogan,who lives west of Randall Road,wanted to thank Land Management and Greg for the quick action taken at Heritage Park. A couple weeks ago there was an incident at the park where some kind of hate speech was scrawled into some benches. A couple people called 311 and it was addressed right away. XII. Adjournment: MOTION: Andy Dogan moved to adjourn the meeting. Marino Lamantia seconded, Motion carried unanimously. Meeting adjourned at 6:26 p.m. Respectfully submitted, 7 Verdelle Corn Approved: 7 r r 150 Dexter Court,Elgin,IL 60120 847-931-6100 www.cityofelgin.org David J. Kaptain City Council CoreyMayor D. Dixon E Lc I N Terry Gavin Baldemar Lopez THE CITY IN THE SUBURBS` Rosamaria Martinez Tish S. Powell Carol Rauschenberger Toby Shaw F.John Steffen City Manager Richard G. Kozal PARKS AND RECREATION ADVISORY BOARD NOTICE OF CANCELLATION OF MEETING NOTICE IS HEREBY GIVEN that the July 30, 2019, regularly scheduled meeting of the Parks and Recreation Advisory Board is cancelled. The next regularly scheduled meeting is August 27, 2019, at 6:00 p.m. DATED: July 26, 2019 CITY OF ELGIN By Verdelle L. Corn, Recording Secretary Parks and Recreation Advisory Board r 150 Dexter Court,Elgin,IL 60120 847-931-6001 www.cityofelgin.org • Mayor David J. Kaptain City Council Corey D. Dixon IE. LG I N Terry Gavin Baldemar Lopez THE CITY IN THE SUBURBS' Rosamaria Martinez Tish S. Powell Carol Rauschenberger Toby Shaw F.John Steffen Parks and Recreation Advisory Board AGENDA City Manager Richard G. Kozal Tuesday, August 27, 2019 6:00 p.m. The Centre of Elgin Staff Conference Room Upper Level 100 Symphony Way Elgin, IL 60120 I. Call to Order II. Minutes of the June 25, 2019 Meeting III Citizens Forum (items not on the agenda) IV. Tyler Creek Watershed Coalition Request V. Miscellaneous/Other VI. Park Tour: St. Francis Park, Abbott Park, Wing Street Park, Festival Park VII. Adjournment C 150 Dexter Court,Elgin,IL 60120 847-931-6100 www.cityofelgin.org Mayor David J.Kaptain City Council Corey D. Dixon E LG I N Terry Gavin Baldemar Lopez THE CITY IN THE SUBURBS Rosamaria Martinez Tish S.Powell Carol Rauschenberger Toby Shaw F.John Steffen Parks and Recreation Advisory Board Meeting Minutes City Manager August 27, 2019 Richard G. Kozal 6:00 p.m. The Centre of Elgin Staff Conference Room Second Floor 100 Symphony Way, Elgin, IL 60120 Present: Eric Larson, Marino Lamantia, Carl Missele, Fred Moulton, Jim Reuter Absent: Andy Dogan, Matthew Downing Staff: Maria Cumpata, Greg Hulke Guest: Wendi Howard, Maddi Elsworth I. Call to Order: Eric Larson called the meeting to order at 6:03 p.m. II. Minutes of the June 25, 2019 meeting: Jim Reuter obstained as he was not present at the June meeting. MOTION: Carl Missele moved to approve the June 25, 2019 minutes and Fred Moulton seconded. Motion unanimously approved. III. Citizens Forum: Wendi Howard introduced herself and talked about why she would like to serve on the Board. Maddi Elsworth introduced herself and talked about why she would like to serve on the Board. IV. Tyler Creek Watershed Coalition Request: Tyler Creek Watershed Coalition submitted a request for the board to consider waiving of the Hawthorne Hill Nature Center rental fees on Wednesday, September 18 for their annual meeting and program, Stream Water Quality as Determined by Indicator Species; speaker for the evening is Pam Otto, naturalist for St. Charles Park. MOTION: Fred Moulton motioned the board approve the waiver of rental fees for Tyler Creek Watershed Coalition's September 18 meeting and program at Hawthorne Hill Nature Center. Jim Reuter seconded. Motion unanimously approved. 150 Dexter Court,Elgin,IL 60120 847-931-6100 www.cityofelgin.org V. Miscellaneous/Other: Marino Lamantia thanked Greg Hulke for the additional trash receptacles for event at Bowes. VI. Park Tour: After adjourning the board's meeting, they will tour St. Francis Park, Abbott Park, Wing Street Park and Festival Park. VII. Adjournment: MOTION: Carl Missele moved to adjourn the meeting. Marino Lamantia seconded. Motion carried unanimously. Meeting adjourned at 6:15 p.m. Respectfully submitted, M Maria Cumpata Approved: D' 2.61 1 I' r r 150 Dexter Court,Elgin,IL 60120 847-931-6100 www.cityofeigin.org Mayor David J. Kaptain h City Council Corey D. Dixon E LG I N Terry Gavin Baldemar Lopez THE CITY IN THE SUBURBS` Rosamaria Martinez Tish S. Powell Carol Rauschenberger Toby Shaw F.John Steffen City Manager Richard G. Kozal PARKS AND RECREATION ADVISORY BOARD NOTICE OF CANCELLATION OF MEETING NOTICE IS HEREBY GIVEN that the September 24, 2019, regularly scheduled meeting of the Parks and Recreation Advisory Board is cancelled. The next regularly scheduled meeting is October 29, 2019, at 6:00 p.m. DATED: September 9, 2019 CITY OF ELGIN By Verdelle L. Corn, Recording Secretary Parks and Recreation Advisory Board C 150 Dexter Court,Elgin,IL 60120 847-931-6001 www.cityofelgin.org Mayor David J. Kaptain City Council �'' Corey D. Dixon E LG I N Terry Gavin Baldemar Lopez THE CITY IN THE SUBURBS' Rosamaria Martinez Tish S. Powell Carol Rauschenberger Toby Shaw F.John Steffen Parks and Recreation Advisory Board AGENDA City Manager Richard G. Kozal Tuesday, October 29, 2019 6:00 p.m. The Centre of Elgin West Conference Room Lower Level 100 Symphony Way Elgin, IL 60120 I. Call to Order elk II. Minutes of the August 27, 2019 Meeting III. Citizens Forum (items not on the agenda) IV. Introductions of New Board Members V. Youth Sports Group Presentations VI. Miscellaneous/Other VII. Adjournment r 150 Dexter Court,Elgin,IL 60120 847-931-6100 www.cityofelgin.org Mayor David J.Kaptain City Council E LCA I Isi Corey Dixon Terry Gavin THE CITY IN THE SUBURBS Baldemar Lopez Rosamaria Martinez Tish S.Powell Carol Rauschenberger Toby Shaw F.John Steffen Parks and Recreation Advisory Board Meeting Minutes City Manager October 29, 2019 Richard G. Kozal 6:00 p.m. The Centre of Elgin West Conference Room, Lower Level 100 Symphony Way, Elgin, IL 60120 Board Present: Marino Lamantia, Eric Larson, Carl Missele,Jim Reuter,Jody Schmeck Board Absent: Matt Downing, Andy Dogan, Fred Moulton Absent: Student Representative Maddi Ellsworth Staff Present: Maria Cumpata, Barb Keselica, Greg Hulke,Verdelle Corn I. Call to Order: The meeting was called to order at 6:00 p.m. II. Minutes of the August 27, 2019 meeting: MOTION: Jim Reuter motioned to approve the August 27, 2019 minutes and Carl Missele seconded. Motion unanimously approved. III. Citizens Forum: - Nick Corwin was present to observe the meeting. - Roger Eads was present to observe the meeting and to address staff and board members regarding pickleball courts. The new pickleball court nets at St. Francis are not set at correct height. It was communicated that the courts were designed for dual use for both tennis and pickleball. He also communicated that there is a large number of people, including himself,that have had to play in Hoffman Estates,which is a large number of outdoor courts. Elgin resident players are hopeful Elgin builds outdoor courts especially as the sport has grown immensely. Elgin population around 112,000. Schaumburg, which has a population of approximately 73,000 and has at least 6 indoor pickleball courts and some outdoor courts; Palatine has 6 indoor courts and 6 outdoor courts; Hoffman Estates with a population of 51,000 has 6 outdoor courts and just voted to add 4 more outdoor pickleball courts,and they have 8 indoor courts plus within their boundaries there are other private pickleball courts. Rockford has around 8 outdoor pickleball courts. All of these courts are dedicated pickleball courts. The Centre's court is available only on Thursday and there are always about 14 people 150 Dexter Court,Elgin,IL 60120 847-931-6100 www.cityofelgin.org waiting for time to play. He inquired about the addition of outdoor dedicated pickleball courts he has heard mentioned. Maria noted those are included in concept plans for property extending the Sports Complex. - Others present are participating in sports group presentations. IV. Introduction of New Board Member: Eric Larson introduced Jody Schmeck. Jody communicated that she is a retired registered nurse for the State of Illinois. V. Youth Sport Groups' Presentations: The capital improvement requests presented are summarized below. TROUT PARK BASEBALL 2020 capital improvement requests: - Batting Cage/Bullpen Project(itemized below) Projected cost for CA6 base rock for bullpens $ 1,200.00 2" grass turf: 5 rolls 15'W x 75' $ 3,563.16 25 tons silica sand infill for batting cage turf $ 1,361.85 Estimated delivery charge for infill $ 300.00 $ 6,425.01 $ 6,425.01 - Artificial turf home plate (labor and base rock supplied by Trout Park) $ 5,913.14 - Complete warning track red granite project $ 5,500.00 TROUT PARK BASEBALL TOTAL= 17,8384_ ELGIN MEN'S BASEBALL LEAGUE (EMBL)2020 capital improvement requests: - Warning track for field 3 and 4. $ 9,500.00 New fencing for field 3 $ 11 500.00 - Stripe parking lot $ 1,200.00 - Install a main walkway to fields 2 and 3 $ 21,674.00 - Install a safety net for back stop on field 4 $ 12,500.00 Purchase and install new scoreboard for field 1 $ - Empty septic tank $ - Paint rest of dugouts,concession building,sheds and bleachers (donations/volunteers) $ - Add privacy fence to bathrooms (work to be completed by EMBL) $ Clean, gravel and repair fence corral for outside storage (work to completed by EMBL) $ ELGIN MEN'S BASEBALL LEAGUE TOTAL= • 674.00 ELGIN CLASSIC LITTLE LEAGUE(ECLL) 2020 capital improvement requests: - ADA Compliance as listed by item #in quote: • 146.01 Stripe parking lot $ 550.00 • 146.02 Patch walkway $ 425.00 • 14B.03 Adjust door closure to 8.5 lbs. $ 25.00 • 14B.04 Move toilet in women's restroom $ 500.00 ■ 14B.05 Move dispenser $ 0.00 • 146.06 Replace 24" grab with 36" $ 45.00 • 14B.07 Replace hinge on stall door to self closing $ 80.00 150 Dexter Court,Elgin,IL 60120 847-931-6100 www.cityofeigin.org • 14B.08 Move partition wall for proper clearance $ 40.00 ■ 1413.09 Move toilet in men's washroom $ 500.00 • 148.10 Move dispenser $ 0.00 • 1413.11 Replace 24"grab with 36" $ 45.00 • 14B.12 Repair transition by men's washroom $ 500.00 • 146.13 Move first aid kit on wall $ 0.00 • 146.14 Install pipe wrap on sink $ 45.00 • 148.15 Move refrigerator for proper sink clearance $ 0.00 • 14B.16 Lower counter on east wall $ 1,800.00 • 14B.17 Keep area by door clean $ 0.00 • 14B.18 See item 148.16 • 146.19 Add companion seat to field 5 $ 1,500.00 • 146.20 Add picnic table that is ADA approved $ 1,150.00 • 1413.21 Add access near softball field.Change gate. $ 150.00 • 146.22 Repair crack $ 300.00 • 14B.23 Remove blacktop and re-grade S 2,200.00 $ 9,855.00 $ 9,855.00 - New roof and gutter system for concession stand $ 5,500.00 - LED lighting for intermediate and softball field $ 11,500.00 - Tball field renovation; regrade infield, install sod in infield, create new base lines $ 10,000.00 - AAA shed repair $ - Dugouts: replace roofs, paint, install new fascia and new benches $ - Softball field dugouts: repair bricks, paint, install new fascia and new benches Softball shed: repair drip tray on outside and paint $ - Paint concession stand $ - Paint storage garage/intermediate field announcer box $ - Install permanent roofs over AA field dugouts $ ELGIN CLASSIC LITTLE LEAGUE TOTAL= 36 :55.00 ELGIN NATIONAL LITTLE LEAGUE (ENLL) 2020 capital improvement requests: - Major field renovation, field 6, north side: $ 5,000.00 • Repair infield with baseball mix, remove old infield and replace baseball mix with 1'depth • Level uneven outfield terrain - New light fixtures on concession stand,south side: $ 2,500.00 • Replace old overhead light fixtures on concession stand,south side • Possibly need rewiring - Storage building, south side, behind field 1: • Building would be size of a one-car garage (16x20)or a two-car garage(24x20) $ 28,000.00 • Electrical installation: Lauderdale Electric for trenching 150 feet to new structure $ 15,000.00 $ 43,000.00 $ 43,000.00 ELGIN NATIONAL LITTLE LEAGUE TOTAL= $ 50,500.00 150 Dexter Court,Elgin,IL 60120 847-931-6100 www.cityofelgin.org ELGIN POST 57 LEGION BASEBALL 2020 capital improvement requests: - Announcers/scorers booth with equipment/tools storage shed below $ - Netting extending westerly behind garage or replace backstop $ with a much higher one ELGIN POST 57 LEGION BASEBALL TOTAL= $ ELGIN BMX ASSOCIATION 2020 capital improvement requests: - Phase 2 of asphalt resurfacing $ 16,397.00 - Pave staging area $ 3,635.00 - Replace 2nd turn viewing area (current boardwalk) $ 2,344.40 ELGIN BMX ASSOCIATION TOTAL= $ /2,376.40 ELGIN YOUTH FOOTBALL LEAGUE(EYFL) and CHEER 2020 capital improvement requests: - Install fence topper $ 2,300.00 - Install new double storage shed doors $ 3,100.00 - Concession stand tables and chairs $ 1,200.00 - Landscaping bushes around concession stand $ 1,300.00 - Sod replacement on lower field $ 1,700.00 - Install a baby changing station $ 550.00 ELGIN YOUTH FOOTBALL LEAGUE and CHEER TOTAL= $ 10,150,00 r Maria Cumpata summarized next steps. Staff members and board members who are interested in reviewing the capital improvement requests in detail and determine which projects should go forward. Once review and recommendations are completed the result will be presented to the Board and once final it will be presented to City Council. VI. Miscellaneous: Maria Cumpata: Agreements for the sports groups expire at the end of 2019. Maria, Barb Keselica and Greg Hulke will update each agreement. We want to include in the agreements that the groups/organizations must attend the year-end presentation to board including a recap of current year. Attendance will be required regardless of whether or not the group is requesting capital improvement funding. VIII. Adjournment: MOTION: Jim Reuter motioned to adjourn the meeting. Carl Missele seconded. Motion carried unanimously. Meeting adjourned at 8:10 p.m. Respectfully submitted, 7 //- Verdelle Corn Approved: :,41:. /,ri,/ ic.A40, ( 150 Dexter Court,Elgin,IL 60120 847-931-6100 www.cityofeigin.org Mayor David J. Kaptain i; E; a City Council Corey D. Dixon E L ' F' Terry Gavin Baldemar Lopez THE CITY IN THE SUBURBS` Rosamaria Martinez Tish S. Powell Carol Rauschenberger Toby Shaw F.John Steffen City Manager Richard G. Kozal PARKS AND RECREATION ADVISORY BOARD NOTICE OF CANCELLATION OF MEETING NOTICE IS HEREBY GIVEN that the November 26, 2019, regularly scheduled meeting of the Parks and Recreation Advisory Board is cancelled. The next regularly scheduled meeting is January 28, 2020, at 6:00 p.m. DATED: November 18, 2019 CITY OF ELGIN By Verdelle L. Corn, Recording Secretary Parks and Recreation Advisory Board r 150 Dexter Court,Elgin,IL 60120 847-931-6001 www.cityofelgin.org Teri Allison m: Kim Dewis ent: Wednesday, January 29, 2020 1:23 PM To: Teri Allison Subject: FW: Attached: October minutes approved last night Attachments: 10_29_19 PandR Adv Bd Minutes - APPROVED.pdf Teri: FYI Kim From:Verdelle Corn Sent:Wednesday,January 29, 2020 1:21 PM To: Boards and Commissions<Boards@cityofelgin.org> Subject:Attached: October minutes approved last night Attached are the minutes approved at last night's advisory board meeting. The November meeting was cancelled and the advisory board never meets in December. For calendar year 2019,the advisory board met in January, February, April,June,August and October. rive meetings were cancelled including the meetings originally scheduled for the months of March, May,July, Jeptember and November. 1