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HomeMy WebLinkAbout2020 P&R11 - ELGIN THE crry IN THE SUSUREES' I. Call to Order II III Parks and Recreation Advisory Board AGENDA Tuesday, January 28, 2020 6:00 p.m. The Centre of Elgin Staff Conference Room Upper Level 100 Symphony Way Elgin, IL 60120 Minutes of the October 29, 2019 Meeting Citizens Forum (items not on the agenda) IV. Update on 2020 Budget V. Youth Sports Group Update VI. Staff Highlight: Butch Wilhelmi, Cultural Center Director VII. Miscellaneous/Other VIII. Adjournment 150 Dexter Court, Elgin, IL 60120 847-931-6100 www.cityofelgin.org Mayor David J. Kaptain City Council Corey D. Dixon Terry Gavin Baldemar Lopez Rosamaria Martinez Tish S. Powell Carol Rauschenberger Toby Shaw F. John Steffen City Manager Richard G. Kozal E C-G-11N THE CITY IN THE SUBUREIF Parks and Recreation Advisory Board Meeting Minutes January 28, 2020 6:00 p.m. The Centre of Elgin Staff Conference Room Second Floor 100 Symphony Way, Elgin, It 60120 Mayor David J. Kaptain City Council Corey D. Dixon Terry Gavin Baldemar Lopez. Rosamaria Martinez' Tish S. Powell Carol Rauschenberger Toby Shaw F. John Steffen City Manager Richard G.'Kozal Board Present: Eric Larson,'Fred Moulton, Jim Reuter, Jody Schmeck Board Absent: Nick Korwin, Marino Lamantia, Andy Dogan Absent: Student Representative Maddi Ellsworth Staff Present: Maria Cumpata, Barb Keselica, Greg Hulke, Verdelle Corn; Butch Wilhelmi I. Call to Order: The meeting was called to order at 6:04 p.m. 11. Minutes of the October 29, 201.9 meeting: MOTION: Jim Reuter motioned to approve the October 29, 2019 minutes and Fred Moulton seconded. Motion unanimously approved. III. Citizens Forum: None IV. Update on 2020 Budget: Maria Cumpata, Greg Hulke, Butch Wilhelm! and Barb Keselica provided updates: Maria Cumpata communicated: a. Operations: 2020 operation budget for Parks and Recreation Department remains the same as it was for 2019. b. Capital: Eagle Park: The permit is in place for to replace footbridge at Eagle Park. The seeding for the park will be provided by Parks and Recreation and the labor to seed the property will be provided by the Forest Preserve District of Kane County. Some equipment and mowers are being replaced. Passenger van to be replaced. 150 Dexter Court, Elgin, IL 60120 847-931-6100 www.cityofelgin.org The Sports Complex renovations will continue this year. The past couple of years we extended the netting on the backstop. This next phase, the { netting will move down the sidelines and replace the dugouts. Greg Hulke communicated a. 2020 budget approval obtain to do Lords Park playground located across from the ZOO. b. New truck, mower and PPT staff approved. c. Slade Avenue improvements: Water Director will cover the grading. Parks and Recreation will cover the parking lot. Butch Wilhelmi communicated: A. Hemmens 2020 operational budget will provide purchasing of: Floor care equipment - Supplemental tables for events with the addition of round ones Table coverings for cocktail tables Kawaski Mule used when working with Special Events. This will replace the John Deere Gator, which'is very old and difficult to repair/find parts for. Staff can add snow removal parts to the Kawaski Mule; which the old Gator we could not. Barb Keselica communicated: a. Special Events: Proposed to Council to cancel half of previously held events. Staff _ is working with marketing to identify a few quality events to hold in place of those events recommended to be eliminated. The savings gained we propose to go towards fencing Festival Park. Festival Park can then be marketed as a rental for both open and closed events, which allows for renters to serve alcohol as a 6' fence is required. Renters who wish to serve alcohol typically spend $10,000 to rent the fencing. In addition, fencing enables crowd control so if a child is lost the entry and exit areas can be closed down to locate the child. It costs the renter approximately $10,000, which is generally an amount most renters cannot afford. b. Elgin Public Museum: There is a presentation at the next city council meeting. Staff is proposing the Elgin History Museum consult and assist in getting Elgin Public Museum from a red to a black financial operation. Our goal is for one of our key facilities to operate as a non-profit. c. Fireworks: Our special events coordinator is in process of working on whether the Grand Victoria will sponsor and partner with the City again this year. Regardless, the City has funding in the 2020 budget for a 41h of July fireworks display regardless of whether the Grand Victoria sponsors again. V. Youth Sport Groups' Presentations: The capital improvement requests presented are summarized below. 150 Dexter Court, Elgin, IL 60220 847-931-6100 www.cityofelgin.org 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 inf ill $ 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 = _ 17 838.15 . 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 = �,._ 50 674.00 ELGIN CLASSIC LITTLE LEAGUE (ECLL) 2020 capital improvement requests: - ADA Compliance as listed by item # in quote: ■ 1413:01 Stripe parking lot $ 550:00 ■ 14B:02 Patch, walkway $ 425.00 ■ 14B:03 Adjust door.closure to 8.5 lbs. $ 25.00 ■ 148:04 Move toilet in women's restroom $ 500:00 ■ 1413.05 Move dispenser $ 0.00 ■ 146.06 Replace 24" grab with 36" $ 45.00 ■ 148.07 Replace hinge on stall door to self closing $ 80.00 ■ 148.08 Move partition wall for proper clearance $ 40.00 ■ 1413:09 Move toilet in men's washroom $ 500.00 ■ 1413.10 Move dispenser $ 0.00 ■ 14B..11 Replace 24" grab with 36" $ 45.00 ■ 146.12 Repair transition by men's washroom $ 500.00 ■ 1413.13 Move first aid kit on wall $ 0.00 ■ 148.14 Install pipe wrap on sink $ 45.00 14.13.15 Move refrigerator for proper sink clearance $ 0.00 ■ 1413.16 Lower counter on east wall $ 1,800.00 ■ 1413.17 Keep area by door clean $ 0.00 ■ 14B:18 See item 1413.16 ■ 14B19 Add companion seat to field 5 $ -1,500.00 150 Dexter Court, Elgin, IL 60120 847-931-6100 www.cityofelgin.org ■ 14B.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.23Remove blacktop and re -grade 2,200.00 $ 9,855.00 $ 9855.00 - 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 baselines $ 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 =.$ 36 855.00 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--cangarage (16x20).or a two -car garage (24x20) $ 28,000.-00 • Electricai'installation: Lauderdale Electric for trenching 150feet to new structure $ 15000.00 43,000.00 43..000.00, ELGIN NATIONAL LITTLE LEAGUE TOTAL;; $ 50.500.00 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 2"d turn viewing area (current boardwalk) $ 2,344.40 ELGIN BMX ASSOCIATION TOTAL = $ 22.376.40 150 Dexter Court, Elgin, IL 60120 847-932-6100 www.cityofelgin.org 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 = :T$ 10150.00, 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. Staff Highlight: Butch Wilhelm! VII. 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. Vill. Adjournment: MOTION: Jim Reuter motioned to adjourn the meeting. Carl Missele seconded. Motion carried unanimously. Meeting adjourned at 8:10 p.m. Respectfully submitted, Verdelle Corn` Approved: ?J 150 Dexter Court, Elgin, IL 60120 847-931-6100 www.cityofelgin.org Mayor David J. Kaptain Alm City Council Corey D. Dixon Terry Gavin ELGIN Baldemar Lopez THE CITY IN THE SU 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 31, 2020, regularly scheduled meeting of the Parks and Recreation Advisory Board is cancelled. The next regularly scheduled meeting is May 26, 2020, at 6:00 p.m. DATED: March 16, 2020 CITY OF ELGIN By Verdelle L. Corn, Recording Secretary Parks and Recreation Advisory Board 150 Dexter Court, Elgin, IL 60120 847-931-6001 www.cityofelgin.org PARKS AND RECREATION ADVISORY BOARD NOTICE OF CANCELLATION OF MEETING NOTICE IS HEREBY GIVEN that the May 26, 2020, regularly scheduled meeting of the Parks and Recreation Advisory Board is cancelled. The next meeting is scheduled for July 28, 2020 at 6 p.m. DATED: May 14, 2020 CITY OF ELGIN By Verdelle L. Corn, Secretary Parks and Recreation Advisory Board Mayor David J. Kaptain City Council Corey D. Dixon Terry Gavin Baldemar Lopez THE CITY IN THE SlJi 1. RGS Rosamaria Martinez Tish S. Powell Carol Rauschenberger Toby Shaw F. John Steffen Parks and Recreation Advisory Board AGENDA City Manager Richard G. Kozal Tuesday, July 28, 2020 6:00 p.m. The Hemmens Cultural Center Exhibition Mall Lower Level 45 Symphony Way Elgin, IL 60120 I. Call to Order II. Minutes of the January 28, 2020 Meeting III. Citizens Forum (items not on the agenda) IV. Updates: Furlough of Employees Re -opening of Facilities/Programs Eagle Park Bridge Replacement Lords Park Playground Replacement Bowes Creek Playground Update V. Park Board Member Engagement VI. Youth Sports Group Update VII. Approval of Remote Attendance VIII. Miscellaneous/Other IX. Adjournment 150 Dexter Court, Elgin, IL 60120 847-931-6100 www.cityofelgin.org Parks and Recreation Advisory Board Meeting Minutes Tuesday, July 28, 2020 6:00 p.m. The Hemmens Cultural Center Exhibition Hall/Lower Level 45 Symphony Way, Elgin, IL 60120 Mayor David J. Kaptain City Council Corey D. Dixon Terry Gavin Baldemar Lopez Rosamaria Martinez Tish S. Powell Carol Rauschenberger Toby Shaw F. John Steffen City Manager Richard G. Kozal Board Present: Eric Larson, Fred Moulton, Jim Reuter, Marino Larnantia, Andy Dogan Board Absent: Jody Schmeck, Nick Korwin Staff Present: Maria Cumpata, Barb Kesel ica, Greg Hulke Call to Order: The meeting was called to order at 5:58 p.m. h.. Minutes of the January 28, 2020 meeting:, MOTION: Jim Reuter motioned to approve the January 28, 2020 minutes and Marino Lamantia seconded. Motion unanimously approved. III. CitizensForum: Introduction of Ryan Cortez as a potential board member. Ryan currently works at the Elgin Area Convention and Visitor's Bureau to assist in bringing tournaments and sporting events. IV, Updates: Maria Cumpata, Greg Hulke and Barb Keselica provided updates: Maria Cumpata communicated the following: - Furlough of Employees: 14 full-time employees and 8 part-time employees furloughed from May —July. - Re -opening of Facilities/Programs: The Edward Schock Centre of Elgin's Fitness Center and AdventureIsland lap pool are open to members. Members must reserve a timeslot in advance on-line. Upon arrival members must check in through the Fitness Center's entrance door. The Sports Complex is conducting tournaments and programming in compliance with the state's guidelines. Jim Reuter suggested looking into selling alcohol at the .facility as another revenue stream in the future. Staff will pass on the idea to the Sports Complex Supervisor. 150 Dexter Court, Elgin, IL 60120 847.931-6100 www.cityofelgin.org The Eastside Recreation Center, Hawthorne Hill Nature Center, Hemmens Cultural Center and the outdoor pools all remain closed Greg Hulke communicated the following: Eagle Park Bridge Replacement: Estimated to be completed in 3 weeks. The cost is $50,000, which includes engineering services. The company selected was also the company that did the bridges at Walton Island. Lords Park Playground Replacement: The cost of the project is $100,000. We received an approval for the Play.on Fitness grant in the amount of $40,000. This will be a national demonstration site where data is generated from QR codes located on signs within the park. This project also includesimplementing artificial turf, which requires less maintenance. - Bowes Creek Playground Update: The project is ready togowith construction scheduled' to start in a month. The plan is to reduce shrubbery and wildflowers. - Slade Bike Path: Done. Maria Cumpata communicated the following: - Recreation/Programming Updates: Due to the pandemic, we did not print a summer brochure. We are focusing on offering childcare opportunities for our residents in the fall. Instead of our traditional day camp offerings, we expanded the Drop -In -Playground program from four to seven locations. This program is partnered with the food bank; expanding the locations allowed more lunches to be served. The program sawsolid numbers. - Parks and. Recreation Foundation: The Illinois Brews event will be a virtual event on September 12. Golf: Restaurants at the golf courses are closed. Staff is running the turn -grill, which has shown it is profitable. The request for proposals ('RFP) will be released late this fall to fill the vacant spaces. Part-time Staffing: Positions for part-time opportunities have been very hard -to staff. As we open facilities ability to fill part-time positions becomes the biggest concern. Barb Keselica communicated the following: - Special Events: Events have been cancelled for the summer/fall. This does include Nightmare on Chicago Street. There may be smaller events later in the year but that will be determined on the state's guidelines. Eric Larson suggested creating video or other social media activity on the day's events were supposed to happen to remind people of what event(s) were planned and not happening due to COVIDI9. Staff will pass on the idea to the Special Events Coordinator. V, Park Board Member Engagement: Eric Larson would like opportunities for the board to be more engaged with the department. Suggestions made: providing research when needed and taking pictures of parks. VI. Youth Sports Group Update: Elgin National Little League are not playing this year, however, they are in the process of maintaining the property. Classic Little League, Trout Park Baseball, BMX and Men's Softball have all resumed their seasons. 150 Dexter Court, Elgin, IL 60120 847-931-6100 www.dtyofelgin.org VII. Approval of Remote Attendance: Live quorum is required and up to two members can call in or attend virtually. Some board members expressed their desire to allow for more flexibility for those who need to attendmeetings virtually. MOTION: Andy Dogan motioned to approve to allow remote attendance as outlined in the city's ordinance and Jim Reuter seconded. Motion unanimously approved. VIM, Miscellaneous/Other: Board member thanked staff for stepping up during the pandemic to provide something for the residents. Fred Moulton requests staff to check on the removal of all the playground closed signs. Staff will look into this. IX. Adjournment: Marino Lamantia motioned to adjourn the meeting. Jim Reuter seconded. Motion carried unanimously. Meeting adjourned at 7:00;p.m. Respectfully submitte. Keselica Approved &,f / 150 Dexter Court, Elgin, IL 60120 847-931-6100 www.cityofelgin.org Mayor. David J. Kaptain ji City Council ,1 'Corey D. Dixon Gavin LGITerry EBaldemar'Lopez THE crry 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, September 29, 2020 6:00 p.m. The Hemmens Cultural Center Stage Main Level 45 Symphony Way Elgin, IL 60120 I. Call to Order II. Minutes of the July 28, 2020 Meeting III. Citizens Forum (items not on the agenda) IV. Friends of Lords Park Zoo V. Sports Complex Expansion Plan VI. Updates: Furlough of Employees Re -opening of Facilities/Programs Hawthorne Hill Nature Center Workday Little Park of Horrors Event VII. Miscellaneous/Other VIII. Adjournment 150 Dexter Court, Elgin, IL 60120 847-931-6100 www.cityofelgin.org Eu.71 N THE CrFY IN THE SUBURBS - Parks and Recreation Advisory Board Meeting Minutes Tuesday, September 29, 2020 6:00 p.m. The Hemmens Cultural Center Stage/Main Level 45 Symphony Way, Elgin, IL 60120 Board Present: Eric Larson, Marino Lamantia, Jim Reuter, Jody Schmeck Board Absent: Aridy Dogan, Fred Moulton Staff Present: Maria Cumpata, Barb Keselica, Greg Hulke, Verdelle Corn Call to Order: The meeting was calked to order at 5:59 p.m. II. Minutes:of the July 28, 2020 meeting: Mayor David J. Kaptain City Council Corey D. Dixon Terry Gavin Baldemar Lopez Rosamaria:Martinez TO S. Powell Carol Rawchenberger Toby Shaw F. John Steffen City Manager Richard G. Kozal' MOTION: Marino Lamantla motioned to approve the July 28, 2020 minutes and Jody Schmeck seconded. Motion unanimously approved. III. CitizensForum: None. IV. Friends oftords Park Zoo: Friends of Lords Park Zoo (FLPZ) propose naming the farm:.zoo area in Lords Park as, Tefft's Farm. Terry Gabel. and Margaret Rowe provided FLPZ's informative request. Mr. Gabel noted that The Elgin Historical Society and Elgin Public Museum support the request to name the farm zoo portion as Tefft's Farm to honor Dr. Joseph Tefft, one of the three most important people in ;Elgin's history according to historian E. C. Alft. Part of I Dr. Tefft's dairy farm was located where the farm zoo currently is. Nis. Rowe noted that Dr. Tefft, who passed away in 1888, was Elgin's first doctor, practicing for 40 years, and ,was the first president of the Fox River Medical Association. He was Elgin's first mayor and served five terms. He was a town election judge and served two terms as police magistrate_ and township supervisor. Dr. Teftt was the first president of the Elgin Board of Trade. The Elgin Board of Trade helped Elgin, become 150 Dexter Court,:Elgin, IL 60120 847-931-6100 www.cityofelgin.or$ the dairy capital of Midwest. He had many more accomplishments with the above being just a few. Mr. Gabel noted in 19641he Children's Farm Zoo opened replacing the original Lords Park Zoo, which originally opened]n the 1890s. Adoption of the name, Tefft's Farm) to apply.to the area currently referred to as the Farm Zoo, enables the opportunity to add; interpretative signage and displays to educate visitors regarding this era in Elgin's history.. - FLPZ suggests they partner with the city of Elgin and other community organizations to add interpretative signage and displays. Friends of Lords Park Zoo (FLPZ) will work with Greg Hulke regarding adding of future interpretative signage in both English and Spanish. FLPZ does not want to create more work for staff. MOTION: Marino Lamantia motioned to approve naming the farm zoo area at Lords Park to. Tefft's Form. Jody Sch'meck seconded. Motion unanimously approved. V;: Sports Complex Expansion. Plan: Ryan Cortez of the Elgin Area Convention & .Visitors Bureau was present. PADS current lease is expiring in 2021 and has a solid 2-year plan anda 5-year plan that expands what they do. Maria Cumpata noted that there is interest by PADS to acquire the building at 600 S. State Street. The building being considered is the cornerbuilding and was last occupied years ago by the Kane County Health Department. This is the same building that the. Mayor had previously envisioned as housing nonprofit organizations under one roof. It is to be noted that PADS has not made a formal request. PADS envisions expanding services to include. mental health, drug addition, counseling,' housing options (dorm rooms, apartments, tiny house -community), a garden, co-op kitchen, etc., while working with case workers. Their ,plan is for4.5 acres and as Barb Keselica noted, PADS' intent is to help solve the underlying :homeless problems. Maria noted that from a staff perspective, we feel it would greatly impact our operations and expansion of the Sports Complex. A big portion of the development is the indoor facility, which would :be a private/public partnership. The city has the land and we would finda private developer and create the facility that.we would have use of. A public/private partnership would be.a hard sell if located next to a PADS facility. Board members noted: - If PADS acquires the property, the long-term Sports Complex plans are disrupted as well as the economic impact on revenues for the city, restaurants, hotels, gas stations and so on. PADS plan is a great idea, but not where they propose. Families will not want to participate in athletic programs at the Sports Complex or walk the trails, ride their bikes through, and soon. 150 Dexter Court, Elgin, IL 60120 847-9314100 www.cityofelgin.org Chair Eric Larson communicated that he completely supports the board approved Sports Complex Expansion plans and supports PADS, but not at the expense of economic development. Board members inquired when the Complex expansion will start/would have started. Maria communicated that prior to COVIDI9, grading out property would be the first step and hopefully would have started in about 3 years. Jim Reuter provided feedback on tournaments and the impact on local businesses, noting that tournaments mean families and participants have to go somewhere to sleep and eat and: noted that those economic impact numbers are important. Ryan Cortez noted those numbers would be in the<mlllions. - 'Barb Keselicacommunicated that an impact study was budgeted for this year but was pulled during COVID. - She also noted Elgin prefers a solutionthat everyone is happy with. Maria communicated to the board members that if they receive inquiries on the subject, Parks and Rec's senior staff are available if/when needed. At some point she .may ask board members to talk to Council, if needed'. VI. Updates: Furlough of Employees: 3 full-time staff remain on furlough through January 1. Re -opening of Facilities/Programs: Eastside Recreation Center (ERC) remains closed. ERC's members can reserve time at the Edward' SchQck Centre of Elgin's Fitness Center during the time that ERC is closed. If Centre Fitness gets to capacity, we will re-evaluate ERC closure. Hawthorne Hill Nature Center Work Day:'HHNC has outdoor programming for the fall and on October 1oth an Outdoor work day is scheduled. We have some Sunday rentals at HHNC,:although the facility remains closed to the public. We expect fully opening up the building and: programming in the spring. Little Park of Horrors event: Due to COVID19 Nightmare on Chicago Street will not be held this year. Ten to fifteen thousand:people typically come to downtown Elgin to enjoy Nightmare on Chicago Street. This year we are holding Little Park of Horrors, which is rated PG13. The event is open to vehicle traffic only; :pedestrians are not allowed. Little Park of Horrors will feature horror props with lighting and audio effects, and will run from 6:00 p.m. - 9:00 p.m., October 22 - November 1.On weekends we will have actors to enhance the experience: We partnered with School District U-46 so you can play scary music on your vehicle radio as you drive through Little Park of Horrors. There is a suggested cash donation of $5 per 150 Dexter' Court,' Elgin, IL 60120 841-931-6100 www.cityofelgin.org vehCl.e to support the actors and volunteers involved. You can drive through Wing Park with young children during the day as well. We expect parents to determine if their child/children can handle the evening horror props with lighting and the audio effects. Greg Hulke communicated the following: - Eagle Park is complete.except for a bit of grading to do. Lords Park playground (between Elgin Public Museum and bison pen) demolition is scheduled to start next week (week of October 5) and hope to complete playground. in November, dependent on weather. Landscaping will probably be done in spring. . Tennis courts at Lords and Wing are on hold at this time; crew working on the project contracted COVID and project has been shut down for the time being, plus the weather hasn't been ideal with temperatures too cold, too hot, or too wet for the product to work. Hawthorne Hill culvert project involves putting in culverts to mitigate water' coming off Randall Road and from the: Randall Ridge subdivislon that floods ponds. Lords Park Zoo: A deer passed away about two weeks ago. We finally received' reports back today. The deer appeared to pass away from natural causes as test. results came back negative. At some point in time, the Friends of Lords Park Zoo and staff will probably.look at adding a few more deer once we meet with USDA and see what is appropriate to ensure all the animals are happy with their current enclosure Vli. Miscellaneous/Other::Maria Cumputa provided the following:information: - Sports groups will be on the November meeting's agenda:to present key factors of 2020 and request 2021 funding. 2021 budget is not yet approved and hopefully funding will: continue for groups to repair safety issues and improve facilities: - Watch for the Gail Borden Public Library (GBPL) November/December newsletter. The city has a spot in GBPL's newsletters. The board highlight that Molly Gillespie is submitting for the upcoming issue spotlights Marino Lamantia. Watch for it in your home mail; Vlll. Adjournment: Marino Lam,antia motioned. to adjourn the meeting. Jody S,chmeck seconded. Motion carried unanimously. Meeting adjourned at 6:58 p.m. submitted, it Verdelle Corn 15o Dexter Court, Elgin, IL 60120 847-931-6100 www.cityofelgin.org Mayor David J. Kaptain ANIlk City Council ELGIN Corey D. Dixon Terry Gavin Baldemar Lopez THE CITY INJTHE SiJBURSS Rosamaria Martinez Tish S. Powell CarolRauschenberger Toby Shaw F. John Steffen Parks and Recreation Advisory Board AGENDA City Manager Richard G.Kozal Tuesday, November 24, 2020 6:00 p.m. West Conference Room Lower Level - Edward Schock Centre of Elgin 100 Symphony Way Elgin, IL 60120 I. Call to Order II. Minutes of the September 29, 2020 Meeting III. Citizens Forum (items not on the agenda) IV. Youth Sports Group Update V. Millennium Park Design Review VI. Miscellaneous/Other Gail Borden Public Library — Spotlight on Marino Lamantia 2021 Schedule VII. Adjournment 150 Dexter Court, Elgin, IL 60220 847-931-6100 www.cityofelgin.org Mayor David J Kaptain City Council Corey D. Dixon ELEGIN Terry Gavin BaldemarLopez 17HE CRIB IN'n-IE SUi3l1Ft6S Rosamaria Martinez Tish S. Powell Carol Rauschenberger Toby Shaw R John Steffen Parks and Recreation Rdvisory. Board Meeting Minutes Tuesday, November 24 2020 City Manager y . Richard G. Kozal 6:00 p.m. Conducted: via ZOOM Edward Schock Centre of Elgin West Conference. Room/lower level 100 Symphony Way, Elgin, IL 60120 Board Present (in person): Marino LaMantia Board Present (via ZOOM) Andy Dogan, Eric Larson, Fred Moulton, Jim Reuter, Jody Schmeck Staff Present: Maria Cumpata, Barb Keselica, Greg Hulke, Verdelle Corn Call: to Order: The meeting was called to order at 6:02 p.m. Minutes of the September 29, 2020 meeting: MOTION: Jim Reuter` motioned to approve the September 29, 2020 minutes and Jody Schmeck seconded'.Motion unanimously approved. Ill. Citizens Forum: None. IV, Sports Groups Update: Maria Cumpata communicated that staff cancelled: the presentations to be given by the sport groups at the November meeting. Each group is to provide their presentations to Maria either by email or by hard'copy. if hard copy it received, the presentation(s) Will be scanned. All presentations will be forwarded to each; board member for review at home. There istime to approve requests in April or. May. V. Millennium Park Design Review: Prior to Greg Hulke going through the PowerPoint slides illustrating the options put together by the design firm to replace outdated and very old wood playground structure, which is about 20 years old, Greg provided an update of the past year regarding Millennium Park Greg noted that staff anticipated some funding in 2021 could be allocated even though we do not expect it. We found 150 Dexter Court, Elgin, IL 60120 i847-931-6100 www.cltyofelgin.org out that an OSLAD grant for existing parks that are of certain age was a possibility, but it did not turn out that way. Since February staff has-been working with the design firm, Upland Design. Fliers were sent in the spring to. houses in the Millennium Park neighborhood. Sometime during April/May we sent out around 250 fliers and received about 80 back providing their feedback. The options in Concept Plan A and Concept Plan B are based on the feedback received. As far as age groups, feedback asked for elements for grandchildren, elements for adults, basically elements for all age groups. Greg noted that we will renovate the picnic shelter, repaint post beams, repair concrete paving, redo the pathway and widen the pathway (ADA compliant), bench seating, new playground, game areas, basketball court, a gaga ball pit (a modified form of dodgeball), fitness equipment, and pollinator garden with educational signage, and sand play, area. Feedback on the sand play area was 50-50; 50 percent want to keep sand or 50 percent did not want to keep the sand. Of those that want to keep almost all want to keep the sand area the same size. Concept Plan A elements shown include: Pollinator garden and educational 'signage, path and shelter renovations, sand play area, baggo game and bike parking, new playground, swings; fitness jungle, gaming area, half -court basketball and gaga ba l'pit. Greg explained each -option. Estimate for concept A is at.$672,571.32. Concept Plan B elements shown include: Fitness course — exercise equipment, new playground, baggo game and seating area, path and shelter renovations, half -court basketball, fitness jungle, sand play area, pollinator garden and educational signage, gaga ball pit. Estimate for concept B is at $674,489.62. Greg explained each option shown on concept plans. The goal is to hold a community meeting in December to obtain further feedback. Maria notes that.a virtual community meeting will need to be held to finalize plan and be ready when OSLAD opens up. We need to have all the criteria met and ready to apply for an OSLAD grant when. OSLAD opens up grants again. We need to meet needs of public outdoor recreation. Many of our parks have old' equipment, etc., needing to be replaced. Eric Larson also noted that we are in a better place if we are ready to submit for an OSLAD once the grant is open/available. Board: feedback and questions included: - Jim Reuter commented that kids love gaga ball and that hopscotch and 4-square are making a comeback. Although on one of the concept plans it shows the hopscotch and 4-square being on the court' for basketball. It may be a bit overwhelming for kids to be on a court where basketball is being played. The fitness jungle could be used by children as well as adults. Shade is important as parents want their children shaded from the sun. Also, as the board and staff weigh some of the features we need to keep in mind.that some features have to put in place to obtain points for the grant process. Some elements are weighted more than others when reviewed for granting of OSLAD funding. 150 Dexter -Court, Elgin, IL 60120 847-931-6100 www.cityofelgin.org * Greg Hulke followed up with Jim inquiring if his park district has experience with adding fitness equipment in parks. Jim responded that fitness equipment has been added to several parks and gets very limited use. The elements were added to get OSLAD points and now we are seeing that equipment is breaking down and=parts needed to repair broken areas are difficult to find. Obviously, the equipment from some of the manufacturers have come a long way. We just are not having much success from a maintenance side and a use side of the equipment. Andy Dogan inquired if there are issues with parking at the park. * Greg Hulke communicated that there is quite a bit of street frontage, which allows for on -street parking. * Maria Cumpata noted that the fitness component was requested by the park neighborhood residents in the feedback received. Greg added that all the options in the concept plans were driven by feedback the residents sent in. .To proceed to next step, Maria noted that options need to be paired down so residents can choose easier. Chair Eric Larson requested the board members choices to pair .elements down for residents review and feedback. Choices were as follows: - Fred Moulton' prefers: Plan A Option 2 Plan B, Option 5 with shade. - Jim Reuter prefers: Plan A Option 3 (or can go with Option2) Plan B Option 6 - Jody Schmeck prefers: Plan A Option 2 Plan B Option 6 - Marino Lamantia prefers: Plan A Option 3 - Andy Dogan prefers: - Eric Larson prefers: Plan B Option 4 Plan A Option 2 Plan B Option 5 Plan A, Option 2 Plan B Option 5 or 6 Maria noted that for Concept Plan A, Option 2 was in the lead; and for Concept Plan B, Option 5 was in the lead. Staff will go back to the architect to come up with options to present at the public input meeting. Jim Reuter asked what happens if we are not awarded an OSLAD grant. Greg communicated that options would be removed as we have so many parks to renovate that without an OSLAD grant a park renovation of $350,000 is more practical. 150 Dexter.Court, Elgin, IL 60120 847-931-6100 www.cityofelgin.org VI. Miscellaneous/Other: a. Gail Borden Public Library Newsletter's Spotlight on lWarino Lamantia: Maria noted. that the city of Elgin has a couple pages in the Library's newsletter. Molly Gillespie of the City Manager's Office followed up with Maria wanting to highlight a board member in the next newsletter. b. 2021 Meeting Schedule: No objections to the schedule. Fred Moulton motioned to approve the 2021 meeting schedule as presented. AndyDogan seconded. All agreed. c. Recreation fund'status: During 2020 staffing, had to be increased for enhanced cleaning. COVID19: Tier 3 mitigation came out the day after the budget presentation to council. All programming but preschool were shut down. Since 2020, minimum .wage increased 3 times. For 2021: $197,000 increase in 2021 just for minimum wage increases. In 2.019 recreation fund revenues were 4.2 million, which includes Hernmens Cultural Center. In 2020the projected revenues atyear-end will be 1.7'million. Recreation was short 1:5 million for the proposed 2021 budget. We proposed' to keep Lords Park Family Aquatic Centre closed during 2021, which saves $235000 approximately. We proposed to also keep the Eastside Recreation Center (ERC) closed in 2021. ERC has been closed since March 2020. As you know ERC is a fitness -driven facility. ERC members can work out at the Centre of Elgin. This is a $500,000 cost: savings. Special Events related cost savings includes postponement again of'the concrete pad at Festival Park. The pad was postponed in 2020 and will be again in 2021, which results in a cost savings of $60,000. 4 or 5 special events were cancelled to allow a marketing study during 2020 to gather input from residents what Elgin's next signature event. could be. The study was posted and will be postponed in 2021 resulting in a cost savings of $40,000. Some other savings in staffing are also included. $5001000 will come from the general fund, which then balances our budget. Barring any feedback, we expect these proposals to go into effect for the >2021 budget. d!. Special Events update: Little Park of Horrors put: together in a matter of weeks by Kate O'Leary and Fred Wimm was well received. 6,500 cars with about 4 people in each car went through Wing Park's Little Park of Horrors. Drive by light show begins December 5 at Festival Park. VII. Adjournment: Fred Moulton motioned to adjourn the meeting. Jim Reuter seconded. Motion carried unanimously. Meeting adjourned at 7:21 p.m. Respectfully submitted, Verdell.e Corn, . Approved:...:' . 150 Dexter Court, 'ElgIn, IL 60120 847-931-6100 www.cityofolgin.org.