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HomeMy WebLinkAbout2008 Veterans Memorial Park Minutes .t. VETERANS MEMORIAL PARK COMMITTEE Wednesday, Meeting of October 15, 2008 MINUTES A. Call to Order. The meeting of the Veterans Memorial Park Committee was called to order by Chairman pro temp Sandor at 5:15 p.m. at the City Hall, 2nd Floor North Conference Room. B. Roll Call. Members Present: Gene Banke, Rich Dunne, Tom Schmidt, Gordon Schnulle, Wally Wetzel, Tom Sandor, John Walters, Jerry Turnquist and Library member Carole Medal. Ex-Officio Members Present: Mike Millikan. Members Absent: Jack Cook, Jerry Deering, Wally Porter. Ex-Officio Members Absent: Sue Olafson and Cherie Murphy Others Present: Jim Bell, Parks Superintendent, Public Works, Elinor Richoz and Bill Dreher. C. Approval of Minutes. A motion to approve the September 17, 2008,minutes of the Veterans Memorial Park Committee was made by Mr. Banke and seconded by Mr. Schnulle. The motion unanimously passed. D. Comments from audience (one subject per person, limited to three minutes each). There were no comments from the audience at this time. E. Park construction update. Mr. Bell indicated that the light fixtures have been installed and the flagpoles will soon thereafter be installed and tested. He also indicated that the sod will be laid mid-next week. After that, caulking will be done on the joints and the bricks will be re-sanded. He indicated that the plaques would be going in today. Mr. Sandor opened the floor for any questions or concerns for Mr. Bell. Mr. Sandor started by asking whether the concrete surfaces would be unfriendly to graffiti. Mr. Dunne indicated that he had talked to a foreman(Roger) from Shales McNutt who indicated that there is a coating that will be applied to the surfaces which will help in preventing any graffiti from absorbing permanently into the concrete surfaces. Mr. Sandor indicated that some Committee members noticed that apparently the monoliths were not put in chronological order by service dates but that now it was too late to do anything about it and it would be left as is. F. Dedication Ceremony update. Mr. Sandor informed the Committee that Ms. Olafson was unable to attend the meeting but had relayed updated information to present to the Committee. He indicated that Ms. Olafson is actively working on the ceremony and has arranged to have Commander Biesel of the Navy as the keynote speaker. All persons in attendance at the ceremony will be given a commemorative coin with the City logo on one side and the Veterans Memorial Park Committee logo on the other. The ceremony is set to start at 11:00 a.m., should last for approximately an hour, with the following program: o At the onset of the ceremony, no flags will be raised. An introduction will be given and then the raising of the colors by active duty personnel will take place. o This will be followed by speakers—Mayor Schock, Chairman Cook, and Mr. Turnquist—and then invited guest, keynote speaker, Commander Biesel. o Following the speakers, the raising of the service colors by two individuals, one Veteran and one active duty personnel, will take place with the service anthems played with raising of each flag. The only problem Ms. Olafson has run into was getting someone from the Merchant Marines and the Coast Guard to raise its respective flag. o Once those colors are raised, the POW flag will be raised by both active duty and Veterans while the Taps are being played. o This will be followed by the firing squad, if wanted, and, finally, the Benediction. o Following the outdoor ceremony,there will be a buffet luncheon held in the Heritage Ballroom of The Centre of Elgin at which time our second invited guest, Col. Clardy will speak. Mr. Wetzel wondered who would be invited to the ceremony and Mr. Sandor indicated that it would be open to all. Mr. Wetzel indicated that, generally, the American Legion holds a ceremony on Veterans Day but that, this year, it will be replaced by the Veterans Memorial Park Dedication Ceremony. Ms. Kolba brought to the meeting a box of Dedication Ceremony invitations and passed them out among the Committee members to take to their various Veterans' organizations and/or pass out to friends and family. Mr. Sandor indicated that Ms. Kolba was going to prepare appreciation plaques to be given to the keynote speakers, Commander Biesel and Col. Clardy, on behalf of the Committee at the ceremony. Mr. Millikan indicated that Congressman Foster's office called about speaking at the ceremony but the consensus of the Committee members was that the ceremony was not going to be about politics but, rather, about the Veterans. Mr. Turnquist asked Mr. Sandor if he was going to emcee the ceremony and Mr. Sandor acknowledged that he was. Mr. Dunne suggested that, in case of inclement weather, the Committee should have an abridged version of the ceremony at the Veterans Memorial Park and then have both keynote speakers give their presentations inside during the luncheon. Mr. Bell wondered if tents should be provided and the consensus was that would be up to City officials. G. Engraved brick sale update. Mr. Millikan informed the Committee that brick orders were coming in and that the first order, consisting of 27 regular brick pavers, 3 bench pavers, and 1 tree paver, had been sent to the engravers so that those bricks could be installed into the park prior to the Dedication Ceremony. Mr. Millikan said that the general turnaround time for the bricks is 6 to 8 weeks, but indicated that this first order would be expedited. Mr. Millikan indicated that, since processing the first order, there have been 2 more orders for bench pavers and the regular brick pavers now total 45. Mr. Millikan indicated that he has received some orders requesting language not related to someone who has served, i.e., "Elgin High School, Class of 1941." He was going to contact those persons and/or organizations to ask them to add language, i.e., "God Bless Our Troops" or"Thank You Veterans." Mr. Dunne suggested that, as far as the Elgin High School Class of 1941 was concerned, perhaps they could add something to the effect of"For Our Fallen Classmates,"which should be acceptable. Mr. Millikan indicated that he had also received some orders which were strictly advertising which is not allowed and he would be contacting those people. Mr. Turnquist suggested that the confusion regarding the recommended wording on the bricks may have to do with the fact that the brochure does not specifically indicate that the bricks should only honor Veterans and those that are serving. Mr. Millikan indicated that some organizations are submitting orders and asking that their bricks be grouped together and he indicated that he and Mr. Bell would work together to be sure that that will happen. Mr. Schnulle wondered how many bricks needed to be ordered at one time? Mr. Millikan indicated that there was no specific amount and he would place an order to the engraver as the bricks orders would come in. The cost of shipping, per brick, was the same whether ordering 1 or 99 bricks. Mr. Sandor suggested that a table be set up at the Dedication Ceremony with the brochures for anyone who may be interested in purchasing a brick. Mr. Millikan offered to man that table. H. Committee Reports: Large Contributions (Tom Sandor, Jerry Deering, Gene Banke): Mr. Turnquist was still concerned about the fact that the large donors are not currently being recognized in any way at the park. He believed that they should be recognized at the Dedication Ceremony in some way and it should be announced that, during Phase II, a plaque will be added to the park showing the names of all large donors. Mr. Sandor suggested that Mr. Turnquist put together a brief outline for presentation at the Ceremony. Plaques and Bricks (Tom Schmidt, Jerry Turnquist and Tom Sandor): Mr. Turnquist, the Committee member who has been reviewing and signing off on all plaques before ordering, indicated that, except for one of the dedication plaques which had the Mayor's name spelled incorrectly, all of the other plaques were approved. It was suggested that, on the plaque that needed changes, the order of the names should be changed, perhaps alphabetized, and that past and present members should perhaps be incorporated into one list. It was also suggested that, on the list of City Council members, the three past members should be incorporated within the list with their terms of service following their names. The current list was passed around to the Committee members to be sure names were spelled correctly. Ms. Kolba agreed to immediately type up a corrected list and send it to Mr. Underwood. Mr. Turnquist indicated that the plaques from Old Main would not be at the Dedication Ceremony but that the Combat Infantryman Badge would be there in time for the ceremony. As far as the previous mentioned dedication plaque was concerned, it may or may not be ready in time for the ceremony. Merchandising(Gordon Schnulle, Wally Wetzel, Tom Schmidt and Rich Dunne): Mr. Dunne indicated that Mr. Porter was busy selling polo shirts at the VFW during its Bingo nights. Mr. Wetzel indicated that he was finally given authority to sell the polo shirts at the American Legion and would come by the City Hall and pick up a mixture of shirts from Ms. Kolba. G. Other Business. Mr. Wetzel wondered if any more thought had been given to the parking/handicap parking situation at the park. Ms. Medal responded by saying that she certainly understands the Committee members' concerns about parking, but that it was difficult for the Library, having already given up four spaces, and that the Library staff is having difficulty themselves finding parking in the staff parking lot. Ms. Medal indicated that, on the date of the Dedication Ceremony, she will instruct her staff to park on the other side of the Library so that there will be plenty of parking for visitors to the Ceremony. Mr. Sandor indicated that, for the Ceremony, there will be additional parking at other locations with trolley buses available for transportation to and from the park. Mr. Dunne indicated that, eventually, once the riverfront is expanded by the City,there may be more parking available and, at that time, the Committee and Library can again address that issue. Mr. Sandor indicated that the Committee members should arrive at the park at least a half hour prior to the ceremony to be sure that they get a parking spot. Mr. Dunne asked the Committee if, at the Dedication Ceremony, Elinor Richoz would be able to be seated with the rest of the Committee members and all agreed that that was acceptable. A short discussion ensued regarding whether Mrs. Richoz should be added to the plaque along side her husband's name but the consensus was that, although she did attend every meeting, she was not a member of the Committee and should not be named on the plaque. H. Adjournment. A motion to adjourn was made by Mr. Banke and was seconded by Mr. Schnulle. An oral vote was taken and the motion passed unanimously. The meeting of the Veterans Memorial Park Committee was adjourned at 6:00 p.m. Res ctfully submitted, andr� ' � '' / Pi o ba Recording Secretary Community Development Group Date Approved: / -al/-0 I l ) 1 VETERANS MEMORIAL PARK COMMITTEE Wednesday, Meeting of September 17, 2008 MINUTES A. Call to Order. The meeting of the Veterans Memorial Park Committee was called to order by Chairman Cook at 5:15 p.m. at the Gail Borden Library, Room C, 270 N. Grove Avenue, Elgin, Illinois. B. Roll Call. Members Present: Jack Cook, Gene Banke, Wally Porter, Tom Schmidt, Gordon Schnulle, Wally Wetzel, Tom Sandor, John Walters, Jerry Turnquist and Library member, Karen Maki (for Carole Medal). Ex-Officio Members Present: Mike Millikan and Cherie Murphy. Members Absent: Jerry Deering, Rich Dunne. Ex-Officio Members Absent: Sue Olafson. Others Present: Jim Bell, Parks Superintendent, Public Works, Elinor Richoz, Rose Martinez and Bill Dreher. C. Approval of Minutes. A motion to approve the August 20, 2008, minutes of the Veterans Memorial Park Committee was made by Chairman Cook and seconded by Mr. Schnulle. The motion unanimously passed. D. Comments from audience (one subject per person, limited to three minutes each) There were no comments from the audience at this time. E. Park construction update. Mr. Bell indicated that the concrete work had been completed, the flagpoles would be received by Friday, and the pre-casts received by the following Tuesday and installed by the following Friday. Plaques had also been ordered. Mr. Sandor was concerned about the bronze plaques and how they would be protected from theft. Mr. Bell responded that they would be "anchored in" and, if thieves wanted to steal the plaques, they would have to take the wall with them. He indicated that the walls would be illuminated and the police would be on patrol at all times. Mr. Schmidt asked Mr. Bell about the other stand-alone plaques and Combat Infantryman's Badge and wondered if they were still going to be put in the park. Mr. Bell acknowledged that they would be placed in between the landscaping but, currently, the mounting was at issue and suggested a pre-cast mounting with indentations for the plaques. All members agreed with that suggestion. Mr. Bell also indicated that, as the engraved bricks are received, they will be replaced in the border brick area along the radius of the park. F. Committee Reports: Large Contributions (Tom Sandor, Jerry Deering, Gene Banke) and Plaques and Bricks (Tom Schmidt, Jerry Turnquist and Tom Sandor): Issues up for discussion: Tiered pricing for plaques and approval of plaques per recent mailing: Mr. Turnquist was concerned about whether past and future large donors should receive some kind of recognition, perhaps in the form of a plaque at the park. Mr. Walters suggested that the names of those large donors be named on the Dedication Ceremony program saying "Thank you to the following people for their generous donations: ..." All Committee members agreed. Mr. Turnquist was still concerned that might not be enough and that the Committee might get more large contributions if the donors knew that they would be recognized in some way at the park, even using, for example, small 1" x 3"plates screwed onto a larger"Contributions" plaque. Ms. Martinez agreed that a "wall"noting the donations, using gold, silver, and bronze plates (depending upon amount of donation) might be nice idea and, as donations would be received, the donors' names could be added over time. Mr. Sandor suggested that the plaque idea is something that the Committee should consider as part of their Phase 2 plans and that, for the time being, the Committee should start with recognizing the donors on the program. Mr. Porter indicated that the Navy Club was trying to raise funds so that they could purchase a plaque. Regarding Mr. Turnquist's mailing showing the sample plaques, he wondered if there should be any changes made, indicating that Mr. Underwood from Hitchcock wanted him to sign off of on the plaques. Mr. Sandor indicated that the Marine Corp plaque was not correct and had some spelling errors and let Mr. Turnquist know what the corrections should be. Mr. Wetzel gave Mr. Turnquist the wording that should be on the American Legion plaque. Merchandising(Gordon Schnulle, Wally Wetzel, Tom Schmidt and Rich Dunne): Chairman Cook asked Mr. Schnulle what the Committee still had available to sell for fundraising purposes and it was determined that the Committee still had a large stock of polo shirts. The Committee has only collected $696 toward the $4,000 spent on the polo shirts and hats. Mr. Millikan suggested that a shirt inventory be prepared and the Committee should start selling the shirts again. Mr. Wetzel suggested that the shirts need to be displayed at all of the Veterans organizations. Mr. Porter indicated that he w would come to City Hall and pick up shirts to be sold at the VFW. G. Other Business. Park Dedication Ceremony on November 11, 2008: Mr. Sandor indicated that an Admiral and flag officer from Great Lakes would be at the Dedication Ceremony. A luncheon will follow after the ceremony at the Heritage Ballroom at the Centre with Col. Clardy as a speaker. All visitors attending the Dedication Ceremony will receive a ceremonial coin with the City of Elgin logo on one side and the Veterans Memorial Park logo on the other side. The ceremony will be similar to last year's groundbreaking ceremony but including a more complete dedication with active military to raise their flags. As far as the color guard and firing squad, it was hopeful that the active military could do that also so that the Elgin Veterans could be honored and enjoy the ceremony. Mr. Porter replied that he believed that the Elgin Veterans would be more than honored to raise their own flags and act as color guard and firing squad. Handicap Parking Issues: Mr. Wetzel indicated that, after looking at the parking lot, he believed that there should be at least two or three handicap stalls designated to the Veterans Memorial Park only. Ms. Maki indicated that, during most ceremonies, the Library would be closed and there would be plenty of parking, but Mr. Wetzel was more concerned about day-to-day visitors to the park, not just ceremonies and said that a lot of Veterans are in wheel chairs and needed handicapped parking near the entrance to the park. It was also suggested by Mr. Banke that there should be two spaces on either side of the entrance to the park that would be designated specifically for the park. Ms. Maki said that she would see what she could do. H. Adjournment. A motion to adjourn was made by Mr. Banke and was seconded by Mr. Schmidt. An oral vote was taken and the motion passed unanimously. The meeting of the Veterans Memorial Park Committee was adjourned at 6:00 p.m. spectfully submitted )46CtidAli'--0, 40/6\ Sandra L. Kolba Recording Secretary Community Development Group Date Approved: /) -5-DT VETERANS MEMORIAL PARK COMMITTEE Wednesday, Meeting of August 20, 2008 MINUTES A. Call to Order. The meeting of the Veterans Memorial Park Committee was called to order by Chairman Cook at 5:15 p.m. in the Second Floor North Conference Room at the City Hall of Elgin. B. Roll Call. Members Present: Jack Cook, Gene Banke, Jerry Deering, Rich Dunne, Wally Porter, Tom Schmidt, Gordon Schnulle, Wally Wetzel, Tom Sandor, John Walters, Jerry Turnquist. Ex-Officio Members Present: Mike Millikan, Sue Olafson and Cherie Murphy. Members Absent: Library member, Carole Medal. Ex-Officio Members Absent: None. Others Present: Jim Bell, Parks Superintendent, Public Works, Steve Hendrickson, Shales McNutt, and Bill Dreher. C. Approval of Minutes. A motion to approve the July 18, 2008, and August 6, 2008, minutes of the Veterans Memorial Park Committee was made by Mr. Banke and seconded by Mr. Deering. The motion was unanimously passed. D. Comments from audience (one subject per person, limited to three minutes each) There were no comments from the audience at this time. E. Park construction update. Mr. Bell handed out to the Committee new drawings of the park with the requested change eliminating the landscaping area in front of the American flagpole and replacing it with a raised platform area. Mr. Bell indicated that the site concrete, such as the sidewalks, was nearly complete, that the pre-casts were in full production, the flagpoles would be received in a couple of weeks, the area was in the process of final grading, and they were ready to meet with the landscapers. Mr. Bell felt that the park was in good shape. The archway was going to be built as the Committee had approved. The landscaping area which the Committee did not want would be replaced with a raised platform area with two steps for easy access to the American, State and City flagpole mechanisms which would be approximately 5' high and facing the front, while the other flagpole mechanisms would be operated from the back. Mr. Banke wondered if there would be electric outlet boxes on the platform and was informed by Mr. Hendrickson that there would be one at the base of the American flag. Mr. Bell indicated that he had talked with Mr. Underwood from Hitchcock regarding the dedication plaque and Mr. Bell handed out to the Committee a sample sheet showing the plaque and the suggested verbiage. He wondered if the Committee wanted to include the City seal on the dedication plaque. Mr. Sandor believed that the dedication plaque did not need the City seal but, rather, should instead have the service branch seals on this plaque. The Committee members agreed. Mr. Sandor made a motion for two separate dedication plaques: 1) a plaque with city seal and with the City Council members, elected officials and appointed officials; and 2) a dedication plaque with the service branch seals and the dedication verbiage. Mr. Schmidt and Mr. Banke simultaneously seconded the motion; a role call vote was taken with the following results: Yes 10/No 0/Abstain 0. The motion passed unanimously. After the vote, a discussion was held as to who should be listed on the first plaque, specifically, should past members of the City Council and the Veterans Memorial Committee be included? It was decided that all members, current and past, should be included. The Committee asked Ms. Kolba to put together a list, to be approved by Mr. Deering, and submitted to the Mr. Bell at her earliest convenience. Mr. Bell also handed out a list of the Committee's chosen conflicts. It was indicated that, after many heated discussions, the plaque sub-committee had agreed to add: 1) the Global War on Terrorism, 2001- ; and 2) the Cold War. A motion was made by Mr. Banke to add a"Global War on Terrorism, 2001- ." conflict plaque at the end and to move the Cold War conflict plaque to follow after the "World War II" conflict plaque. The motion was seconded by Mr. Dunne. A role call vote was taken with the following results: Yes 10/No 0/Abstain 0. The motion passed unanimously. A discussion was had as to whether the name of the Mexican-American War should remain as is or be changed to Mexican War. It was agreed that the name should remain Mexican-American War. Another discussion was had regarding the Indian War and whether it should or should not be included in the conflict list. After discussion, a motion was made by Mr. Wetzel to not include the Indian War on the list of conflict plaques. Mr. Sandor seconded the motion. A role call vote was taken with the following results: Yes 9/No 1/Abstain 0. The motion passed. Mr. Turnquist and Mr. Sandor submitted a final version of what they felt the verbiage should read on the dedication plaque. After discussion, a motion was made by Mr. Sandor to accept the revised version of verbiage for the dedication plaque. A role call vote was taken with the following results: Yes 10/No 0/Abstain 0. The motion passed unanimously. F. Committee Reports: Large Contributions (Tom Sandor, Jerry Deering, Gene Banke): Issue up for discussion: past donations, etc.: A question was raised as to whether the large contributors, those that have donated over$5,000, should receive some kind of recognition at the park and whether JoAnn Armenta, who donated $1,000 on behalf of her father, should be offered a brick to be placed alongside a tree or a bench. Consensus was that Ms. Armenta should be called and asked what she would prefer, if anything. No further discussion was had regarding this issue. Merchandising(Gordon Schnulle, Wally Wetzel, Tom Schmidt and Rich Dunne): There was no report offered on this matter from this sub-committee. Plaques and Bricks (Tom Schmidt, Jerry Turnquist and Tom Sandor): Issue up for discussion: Review of plaque/brick texts: Mr. Schmidt indicated that he had been in contact with Midwest Engraving, out of Ohio, regarding the brick pavers. For a cost to the Committee of$15.50 per brick (with a purchase of between 1 and 99 bricks), they could offer a 4"x 8" laser engraved brick in a sandblasted red color, with three lines of 20 characters per line, with all capital letters. After discussion, it was agreed that the price was good, but that the cost for shipping the bricks from Ohio would be expensive and that it might be in the Committee's best interest to look locally for a brick vendor and use the same engraver used by the Riverfront Park Committee. A motion was made by Mr. Schmidt to use the 4"x 8"bricks pavers with 3 lines, 20 characters per line, all capital letters, laser engraved, and selling for$50 per brick, with a specific vendor to be chosen at a later date. A role call vote was taken and the results were: Yes 10/No 0/Abstain 0. The motion passed unanimously. A question was raised as how and when the engraved bricks would be placed at the park and Mr. Bell indicated that, once a group of 100 bricks were available, he would go out and install them. G. Other Business. Issue up for discussion: Fundraising Brochure: Ms. Murphy presented a rough draft sample brochure to the Committee indicating that it was consistent with the Riverfront Committee's brochure. Other than the fact that the number of characters available for the bricks was less than the 20 characters agreed upon, the rough draft brochure was acceptable to the Committee. Mr. Deering indicated that Mr. Millikan and his support staff will be the point person on the brochure when it comes to the purchase of the bricks and also indicated that the purchasers of the brick pavers would pay the City for the bricks and the City would be responsible for paying the brick and engraving companies. Issue up for discussion: Cell phone update: Mr. Turnquist indicated that this concept would move forward sometime in the future. Chairman Cook asked Ms. Olafson if she and Mr. Sandor were in the process of working on the program for the park's dedication ceremony. Ms. Olafson indicated that they were in the process of working on it and, as a matter of fact, had just filled in her first military lk i form. Chairman Cook indicated that she had done such a good job at last year's ceremony and was looking forward to this year's ceremony. H. New designs (on display boards) from Hitchcock. Who wants one? Mr. Deering told the Committee that he had five sets of the new drawings that have been mounted for display purposes and could make more if needed. He indicated to the Committee that, if anyone or any organization would like one for display purposes, they should contact Ms. Kolba and/or come down to the office to pick one up. I. Other Business. Mr. Banke asked if the Committee was going to solicit donations from large companies and Mr. Deering indicated that the Committee should do some kind of solicitation. Mr. Turnquist wondered what the status was regarding the three historical plaques as well as the Combat Infantryman's Badge. Mr. Bell indicated that three of the four plaques were fine but one was damaged and would take $1,500 to repair. He also indicated that the Combat Infantryman's Badge was something that would be done in-house. K. Adjournment. A motion to adjourn was made by Mr. Banke and was seconded by Mr. Dunne. An oral vote was taken and the motion was passed unanimously. The meeting of the Veterans Memorial Park Committee was adjourned at 6:30 p.m. Re ctfully submitted, ,d,,,,, ittk ndra . Kolba Recording Secretary Community Development Group Date Approved: 9 /7—b I • VETERANS MEMORIAL PARK COMMITTEE SPECIAL MEETING WITH HITCHCOCK/SHALES MCNUTT Wednesday, Meeting of August 6, 2008 MINUTES A. Call to Order. The meeting of the Veterans Memorial Park Committee was called to order by Chairman Cook at 5:15 p.m. in the Second Floor North Conference Room at the City Hall of Elgin. B. Roll Call. Members Present: Jack Cook, Gene Banke, Jerry Deering, Rich Dunne, Wally Porter, Tom Schmidt, Gordon Schnulle, Tom Sandor, and John Walters. Ex-Officio Members Present: Mike Millikan, Sue Olafson. Members Absent: Wally Wetzel, Jerry Turnquist, and Library member, Carole Medal. Ex-Officio Members Absent: Cherie Murphy. Others Present: Jim Bell, Parks Superintendent, Public Works; Dick Hayden, Hitchcock Design Group; Mark Underwood, Hitchcock Design Group; Steve Hendrickson, Shales McNutt; Eleanor Richoz and Bill Dreher. C. Presentation by Hitchcock Design Group and Shales McNutt. Jim Bell began his presentation by introducing to the Committee a packet which was prepared by Hitchcock and Shales McNutt showing the design that the Committee voted on as well as construction drawings. He reminded the Committee that the City's contract is with Shales McNutt and not with Hitchcock and that Hitchcock is a subcontractor of Shales McNutt. Mr. Bell acknowledged that, although still shown on a few pages of the packet, the new design does not include the star design. He did not believe that Hitchcock was going to update its perspective, although Mr. Deering indicated that he would check to see what the price would be to have Hitchcock update the drawing. Mr. Bell indicated that the most critical issues for Shales McNutt are that they need to know what style brick pavers would be used and the number of conflict plaques. He acknowledged that the Committee had questions for Shales McNutt and/or Hitchock and turned the floor over to Shales McNutt representative, Steve Hendrickson. Mr. Hendrickson asked the Committee to look at the document he handed out entitled "Construction Schedule." He pointed out that it was divided into three sections -- what was 100% done, what was 1-99% done, and what was 0% done. He indicated that, based the document, everything was on schedule. He indicated that the flagpoles and pre-casts are in production and should be received by mid-September. He also indicated that the shop drawings were received for the arch and was ready to go to the fabricator. He reiterated that the most important thing that the Committee needs to get to him was the brick and plaque information. Mark Underwood from Hitchcock presented a new drawing of the park. He noted that the star pattern was gone, that the flagpoles had been adjusted per the Committee's request, and the gateway and arch was moved from the east side to the west side of the park. He indicated that Hitchcock needed the list of conflicts for the plaques and Mr. Schmidt gave him the agreed-upon list of the conflicts. Mr. Underwood indicated that the plaques would go through a proof process to be presented to the Committee and/or the Brick and Plaque sub-committee for approval. Mr. Underwood also asked the Committee to provide him with the verbatim needed for the Memorial Dedication Plaque and asked where the Committee wanted it placed within the park. Mr. Sandor indicated that he would put the wording together and get it to Mr. Underwood within a week. The Committee agreed that the Memorial Dedication Plaque should be placed on the arch at the gateway to the park. D. Question and answer period. Mr. Banke was wondering about the possibility of the placement of eight pedestals for use by the firing squad at various ceremonies. A discussion ensued stating the pros and cons and it was agreed that, for the time being, temporary pedestals would be used at the ceremonies, perhaps made out of plywood and placed down before the ceremonies. Mr. Sandor was concerned about the semi-circular planter area placed in front of the flags which the Committee voted on to remove and be replaced by regular brick pavers which was still shown on the construction documents and drawings. He believed that people should be able to get as close to the flags as possible, especially if the flags would need to be placed at half-mast for ceremonial purposes or otherwise. Hitchcock asked whether the Committee would want to have a 6"raised area in front of the flags in place of the planter area and, after discussion, it was agreed that a small platform in front of the flags would be acceptable. Mr. Dunne indicated that he was mostly concerned about the mechanics of the raising and lowering of the flags and whether it would be easy enough to be done by the elderly, etc. and whether the mechanism would be internal or external. Hitchcock indicated that the mechanisms would be internal. The Committee raised an issue as to how high the mechanisms would be placed and that the mechanisms needed to be placed on the front or side of the monument for ease in raising and lowering the flags. Mr. Sandor was also concerned about the material that Hitchcock had selected for the top of the arch. Mr. Underwood indicated that it would be constructed of an aluminum material. Mr. Sandor believed that material did not have enough class for the Veterans Memorial Park and felt that, if it was similar to the material used at Festival Park, it would look"cartoonish." Mr. Bell indicated that cost was involved in the selection of the material and that, as an alternative, the arch could have a more solid front or the aluminum could be colored to look like marble. Mr. Sandor also asked about the columns on the arch and Mr. Bell indicated that there were six rectangular metal columns, each one representing the six branches of the military, which could also be painted to match the concrete at the base of the arch. Mr. Schmidt was concerned that the design that Hitchcock brought in did not include placement of the free-standing plaques and Combat Infantryman Badge. Hitchcock thought that the placement of those plaques would be part of the Phase II but the Committee adamantly indicated that it wanted those plaques in place by the opening ceremony. Mr. Underwood was concerned about the cost involved and wondered where those items would be placed and Mr. Schmidt reminded Hitchcock that they had already provided a design of where those plaques would go and should follow that plan. Hitchcock indicated that they needed the exact size of each plaque and wondered how the Committee wanted them mounted. Mr. Sandor told Hitchcock that the plaques were readily available anytime. It was agreed by the Committee that the plaques should be mounted on a concrete or granite type monument with the plaques laid at an angle facing upward. Mr. Schmidt wondered what was the size of the brick pavers, how they would be engraved (number of spaces per line and number of lines), and where they would be placed since he believed they should be in an area where they would not be walked upon. Mr. Underwood provided a sample of the bricks for the Committee's approval and indicated that based on the design the bricks would be placed along the edge of the park with the border bricks. Mr. Underwood provided to Mr. Schmidt the name and phone number of Midwest Engraving to contact to get more specific information regarding the engraving of the bricks. Mr. Porter asked Shales McNutt and Hitchcock if, in the original phase plan, the electric that would be needed for Phase II for the water element area was included. Hitchcock responded that they would be sure that extra conduit would be placed down in that area for electric connections as needed in the future. Mr. Sandor asked what material the service emblems were going to be made of and Hitchcock responded that they would be made of a contoured bronze. Mr. Sandor indicated that the Marine Corp donated a check for a dedication plaque to be placed on the Marine monolith and he would get the verbiage for that plaque to Mr. Schmidt. Ms. Olafson indicated that, by the next meeting, she and Ms. Murphy would provide a draft copy of the fundraising brochure but, in the meantime, needed to know who would be responsible for taking the donations to enable those funds to be tax deductible. Both Mr. Sandor and Mr. Deering indicated that this was not an issue and that the City can take the tax deductible donations and that Ms. Olafson should check with Mr. Cogley to verify that information. Ms. Olafson indicated that she still needed a "point person"who would be contacted in case there would be any questions. • y T Mr. Sandor wondered if the Committee could get a copy of the new design that Hitchcock brought in, without the semi-circular area in front of the flags. Mr. Deering reiterated that he would check with Hitchcock to see what the cost would be for the revision and to get an electronic copy of the design which would enable the Committee to make any size and number of copies. E. Adjournment. A motion to adjourn was made by Mr. Sandor and was seconded by Mr. Banke. An oral vote was taken and the motion was passed unanimously. The meeting of the Veterans Memorial Park Committee was adjourned at 6:15 p.m. espectfully submitted, Sandra L. Kolba Recording Secretary Community Development Group Date Approved: -08 C C VETERANS MEMORIAL PARK COMMITTEE Wednesday, Meeting of July 16,2008 MINUTES A. Call to Order. The meeting of the Veterans Memorial Park Committee was called to order by Chairman Cook at 5:15 p.m. in the Second Floor North Conference Room at the City Hall of Elgin. B. Roll Call. Members Present: Jack Cook, Gene Banke, Rich Dunne, Wally Porter, Tom Schmidt, Gordon Schnulle, Tom Sandor, John Walters, Jerry Turnquist. Ex-Officio Members Present: Mike Millikan. Members Absent: Jerry Deering, Wally Wetzel, and Library member, Carole Medal. Ex-Officio Members Absent: Sue Olafson and Cherie Murphy. Others Present: Eleanor Richoz and Bill Dreher. C. Approval of Minutes. A motion to approve the June 18, 2008, minutes of the Veterans Memorial Park Committee was made by Mr. Banke and seconded by Mr. Schnulle. The motion was unanimously passed. D. Comments from audience (one subject per person, limited to three minutes each) Eleanor Richoz indicated that Art was interested in having a plaque made for the Veterans Memorial Park similar to one that he loved at St. Germaine. Chairman Cook asked Mr. Schmidt to look at the information Ms. Richoz brought with her and make necessary arrangements. E. Progress report on park construction. Ms. Kolba handed out to the Committee members a drawing of the archway with the park name at the top—Veterans Memorial Park—and a drawing of the park showing where the archway, plaques and flags will be located. Mr. Millikan indicated that construction on the park had begun, that they were moving dirt and prepping the berm. The timeline is being followed and construction should be done by November 4. Mr. Millikan indicated that Hitchcock had been invited to this meeting but was unable to make it. Mr. Millikan was asked by Jim Bell to verify with the Committee members that the name of the park was as shown on the drawing—Veterans Memorial Park. The apostrophe • issue was brought up, whether or not to include it, and if the word "Veteran" should be singular or plural and, after discussion, Mr. Sandor made a motion to accept the name of the park as shown on the drawing—Veterans Memorial Park. Mr. Schmidt seconded the motion. A roll-call vote was taken on the motion and the results were: Yes 8/No 0/Abstain 0. The motion passed unanimously. Mr. Millikan asked the Brick and Plaque sub-committee responsible for choosing the conflicts for the plaques if they had come to a decision. It was determined that, based on the list that had been previously provided, the Mexican War through the Persian Gulf War, and adding the Cold War, was their choice. Mr. Porter asked if the lights which will be placed around the flags were going to have electric roughed in during construction and Mr. Millikan responded that he did not know but would find out. Mr. Sandor indicated that, based on the current drawing, he was concerned about the landscaping area shown in front of the American, State, and City flags, and wondered what its purpose was. After discussion, it was agreed that there should be no landscaping in that area in the event there would be the need to lower the flags to half-mast or for placement of the firing squad in front-and-center during ceremonies. Mr. Millikan reminded the Committee that all prior drawings have included this landscaping area. Mr. Porter wondered if there might be a delay in the park construction if this landscaping was eliminated. Mr. Millikan was concerned that the pre-casts for the park may or may not have already been ordered. Mr. Sandor made a motion to remove the landscaping area in front of the American, State and City flags and replace the area with paving materials. Mr. Schnulle seconded the motion. A roll-call vote was taken on the motion and the results were: Yes 7/No 1/Abstain 0. The motion passed. A concern was raised regarding the Library parking lot access to the park as the drawing showed only standard parking spaces and no handicap parking spaces. Mr. Millikan indicated that the construction documents probably have more detail regarding the parking lot, but it was agreed that this was a matter that would have to be taken up with the Library. Mr. Sandor wondered how many benches, etc., are available for fundraising purposes. Chairman Cook suggested that another meeting should be set up in two weeks and that a representative from Hitchcock should attend this meeting. Mr. Millikan indicated that he would see what he could do to arrange for Hitchcock to attend the meeting. F. Dedication Ceremony—who should be invited: Regarding the dedication ceremony, scheduled for Veterans Day, the main question was who should be invited and who should do the inviting. General opinion was that this job should be turned over to the City staff-- Sue Olafson and Cheri Murphy. Mr. Sandor suggested that, other than the usual people to invite, perhaps the Committee could get a contingent from each branch of service to raise their flag in order of longevity. He also suggested that the Commander of the Great Lakes Naval Base or the head of the National Guard might make great keynote speakers. Chairman Cook suggested that Mr. Sandor meet with Sue Olafson and Cheri Murphy to get that information together before the next regularly scheduled meeting. Mr. Schmidt offered to be on that sub-committee. Mr. Dunne was concerned that the Committee should start now to reserve a band to play at the ceremony, perhaps contacting Great Lakes and/or the local high school bands. Mr. Sandor and Mr. Turnquist volunteered to arrange for the band. G. Follow-up report on possible use of a cell phone for information at park. Mr. Turnquist indicated that the cell phone concept would be costly but that it would be a great idea for Elgin. There would be an initial cost for setting up the system and then a cost of$195 per month to maintain ($50 extra if in English and Spanish). He explained that the way the program works is that the City could have up to 60 different sites each marked with a small sign indicating a phone number and specific extension in which to call. The caller would then receive specific information relative to that location. Examples of locations the City might target would be: 1) the Veterans Memorial Park adjacent to specific items or for the park at large; 2) the Historical Museums; 3) the Fire Museum; 4) in front of historical buildings; etc. The company that offers this program has a 45-day free trial period. Mr. Turnquist called a numbers used by the City of Aurora and the City of Philadelphia and the Committee listened to samples of what the caller might hear once he or she dialed a specific extension. Mr. Sandor asked if this program might qualify for the Neighborhood Improvement Grant program and Mr. Millikan indicated that program would not start up again until January of 2009. Mr. Walters indicated that perhaps this concept is something that the City could consider after the first of the year when the budget is getting set. Mr. Turnquist made a motion to approve the cell phone concept idea and request funding when available. Mr. Sandor seconded the motion. A roll-call vote was taken on the motion and the results were: Yes 8/No 0/Abstain 0. The motion passed. H. Report on Elgin Marine Corp. League donation. Mr. Sandor indicated that Elgin Marine Corp League donated $1,000 to the Veterans Memorial Park Committee with the condition that a plaque dedicated to the Marine Corp be placed on the Marine Corp flag pole. Mr. Turnquist wondered if the same offer should be given to the people who have donated thus far to the Committee, i.e., JoAnn Armenta who might perhaps receive a plaque for a bench, light or tree for her donation. Mr. Cook indicated that this was something that we should put on the next agenda. Report from Gordon Schnulle re: Honor Flight trip to Washington D.C. Mr. Schnulle reported that his Honor Flight trip to Washington D.C. was a wonderful experience that he will never forget. He indicated that the Honor Flight program started in 2005, operates on donations, and is entirely free and extremely organized. While in Washington D.C., every two visiting Veterans had a guardian and every Veteran in a wheelchair had his or her own guardian who spent the entire day with them. Mr. Schnulle indicated that he spent 2 hours at the World War II Memorial, 1 hour at the Korean War Memorial, and 1 hour at the Iwo Jima Memorial. When they arrived at Dulles International Airport for their flight back, they were greeted by two fire trucks and a water salute and, once arriving at Midway, the Color Guard greeted them upon their arrival. Mr. Schnulle indicated that if anyone knew of any World War II Veterans, they should urge them to go on this trip. Mr. Sandor indicated that World War II Veterans were preferred but any terminally ill Veterans from any conflict would get priority and bumped up on the list. J. Other Business. 1) Mr. Schmidt reiterated his feeling about brick pavers not being put into the ground where people would be walking. Mr. Millikan indicated that the plan shows the brick pavers would only be placed around the outer edge of the park where people would not be walking. Mr. Sandor asked if a brick paver fundraising plan had yet been established and Mr. Millikan presented a brochure from the Riverfront Plan showing how different items were priced for fundraising purposes -- $50 for a brick; $250 for a tree; $500 for a bench or a light. Mr. Millikan indicated that he would talk to Ms. Murphy and/or Ms. Olafson about putting together a similar brochure for the Veterans Memorial Park Committee for fundraising purposes. 2) Mr. Schnulle wondered if the Library would do something in conjunction with the opening of the park such as running of the DVD showing interviews taken of Elgin Veterans recorded at the Elgin Academy (the same video that has been sent to the Library of Congress) to run continuously. 3) Mr. Dunne wondered if the luncheon held after the opening ceremony of the park rik could be held at the Library rather than at the Hemmens since it is so much closer to the park but the Library does not have facilities for food so that would probably not be possible. 4) The Committee members agreed to hold a special meeting on Wednesday, July 30, 2008, to give the Committee members an opportunity to meet with Hitchcock and hold a question and answer period regarding the design, construction, etc. K. Adjournment. A motion to adjourn was made by Mr. Banke and was seconded by Mr. Dunne. An oral vote was taken and the motion was passed unanimously. The meeting of the Veterans Memorial Park Committee was adjourned at 6:30 p.m. espectfully submitted, crpoo,, ( i Sandra L. Kolba Recording Secretary Community Development Group Date Approved: IOCY0 VETERANS MEMORIAL PARK COMMITTEE Wednesday, Meeting of June 18, 2008 MINUTES A. Call to Order. Due to the fact that Chairman Cook was absent, the meeting of the Veterans Memorial Park Committee was called to order by Chair pro temp Sandor at 5:15 p.m. in the Second Floor North Conference Room at the City Hall of Elgin. B. Roll Call. Members Present: Gene Banke, Jerry Deering, Wally Porter, Tom Schmidt, Gordon Schnulle, Wally Wetzel, Tom Sandor, John Walters, Jerry Turnquist, and Library member, Karen Maki. Ex-Officio Members Present: Mike Millikan. Members Absent: Jack Cook and Rich Dunne. Ex-Officio Members Absent: Sue Olafson and Cherie Murphy. egik Others Present: Eleanor Richoz, Bill Dreher and Bob Balsmao. C. Approval of Minutes. A motion to approve the May 21, 2008, minutes of the Veterans Memorial Park Committee was made by Mr. Banke and seconded by Mr. Schnulle. The motion was unanimously passed. D. Comments from audience (one subject per person, limited to three minutes each) Mr. Sandor opened that the floor to any audience comments. No comments were offered. E. Update on Design Development Plan Review Mr. Deering indicated that all changes voted on at the last meeting are being taken care of by Hitchcock and Shales-McNutt and they will also pay all additional costs involved as a donation to the Veterans Memorial Park Committee. The water element would be the only item left for Phase II. Mr. Sandor asked Mr. Deering if a cost has been figured for the requested changes and Mr. Deering indicated that he did not yet have a cost figure. Mr. Sanders also wondered when construction would be starting and Mr. Deering indicated that it was imminent, there appeared to be no delays, and the contractors know the Committee's timetable. Mr. Deering indicated that he would provide a status of the design and construction at the next meeting. Mr. Porter wondered if the Committee would be getting a picture of the new design and all members agreed that they wanted to have an actual picture of the design with the requested changes because they want an accurate depiction of the park for fundraising purposes. Mr. Deering indicated that he didn't realize that the Committee wanted to see the new design but would look into the cost involved in getting that to the Committee. Mr. Porter also wondered when Shales-McNutt would actually start the groundbreaking and construction of the park? Mr. Deering indicated that he would get more detailed information regarding the construction and pass it along to the Committee in a week or so. Mr. Millikan said that there was a slight setback due to the changes requested by the Committee but believed that construction would be starting the week after the Fourth of July. F. Items needed to be discussed: 1) Survey and soil: No discussion was had on this item. 2) Permits: No discussion was had on this item. 3) Design refinements (plaques, etc.): Mr. Schmidt, a member of the Plaques and Bricks Committee, asked where, in the new design, the brick pavers were going to go and whether the plain pavers will originally be placed in the ground and then replaced with the new engraved brick pavers as needed. Mr. Deering indicated that Mr. Bell, Parks Superintendent of the Public Works Department, and Mr. Millikan would have those answers, but he believed that the engraved brick pavers would probably be replaced around the periphery of the park as they were sold. Mr. Deering indicated that he would get this information to the Committee members. Mr. Sandor asked about the idea of putting the bricks on the back of the wall since the timeline would now be moved from the back to the front of the wall. Mr. Porter responded that that idea would nearly be impossible since, as brick pavers would be added, it would be like rebuilding the wall. Mr. Deering indicated that he would get clarification about the possibility of putting bricks pavers in the wall. Mr. Sandor was wondering where the Combat Infantry Badge was going to be placed in the park? He asked Mr. Deering if he could arrange for a representative from Hitchcock or Shales-McNutt to come to the next meeting and Mr. Deering indicated that he would. Mr. Turnquist asked if the Historical Society had been contacted yet regarding the choices of the plaques that the Committee had voted on being incorporated into the park. No one indicated that they had contacted the Historical Society so Mr. Deering volunteered to write the letter but needed information as far as who should receive the letters, etc. Ms. Kolba passed out an historical list of wars which was provided to the Committee by Mr. Turnquist and Mr. Sandor suggested that the Committee members turn to page 4 of the document to look at the suggested list of conflicts to be incorporated on the bronze plaques at the park. Mr. Millikan indicated that the designers need to know as soon as possible how many bronze plaques should be ordered. Mr. Sandor opened up the floor for discussion as to what conflicts should be included at the park. It was agreed that only conflicts after 1835, the year that the city of Elgin was incorporated, should be listed, starting at the Mexican War. A discussion was held by the Committee members regarding whether the Panama and Grenada conflicts, as well as the Cold War, should or should not be included on the plaques. After discussion, a motion was made by Mr. Porter as follows: Based on the list of conflicts provided by Mr. Turnquist, conflicts should start with the Mexican War to the end of the list and add Panama, Grenada and the Cold War to the list of suggested conflicts. Mr. Schmidt seconded the motion. Mr. Millikan reminded the Committee that the important issue now was not to decide which wars to include but how many plaques should be ordered. Mr. Deering suggested that this motion be voted down and a new motion brought before the Committee to direct Hitchcock to buy 15 plaques and to set up a sub-committee to select the conflicts for the plaques. A roll-call vote was taken on the original motion and the results were: Yes 2/No 8/Abstain 0. The motion by Mr. Porter did not pass. Mr. Deering renewed his motion to direct Hitchcock to purchase 15 plaques and set up a sub-committee; Mr. Wetzel seconded the motion. A roll-call vote was taken on the motion and the results were: Yes 10/No 0/Abstain 0. The motion passed unanimously. Mr. Sandor asked for volunteers to be on the sub-committee to select the conflicts for the plaques and Mr. Porter, Mr. Turnquist and Mr. Sandor volunteered to be on that sub- committee. 4) Next step: No discussion was had on this item. G. Committee Reports. Large Contributions: There was no report on this matter. Plaques and Bricks: There was no report on this matter. Merchandising: There was no report on this matter. r • H. Other Business. 1) Mr. Turnquist asked if the Committee might want to look into the possibility of using a phone number which could be used by park visitors to get information. Basically, when a visitor would come to the park, there would be a number shown that the visitors could call from their cell phones and receive a two to three minute message regarding the park or a specific event, and the message could be changed on a daily, weekly or monthly basis depending upon upcoming events. Mr. Turnquist thought this would be a way to bring people back to the park to see what is new. Mr. Banke wondered what the cost of this would be and wondered why park visitors couldn't be directed to the library where all information would be available regarding the Veterans and the park. Mr. Turnquist indicated that he would get more information, including cost, for next meeting, at which time this matter will be included on that meeting's agenda. 2) Mr. Turnquist wondered if there could be a small area at the park where there could be a changing display, perhaps a bulletin board of some type, which could be used for student displays, memorializing a particular Veteran, or something similar. He thought that this would enable the park to be an evolving and changing memorial. Mr. Banke again indicated that that information would be available at the library. Ms. Maki thought that, if the park did have a bulletin board of some kind, there could be a notation to go to the Library for more information. 3) Mr. Sandor indicated to the Committee that he had a current accounting of the Veterans Memorial Park Committee accounts. He indicated that there was a balance of $26,358.00 in the escrow account; a balance of$673,649.10 in the city fund allowance account; a total of$76,350.90 in expenses to date; and a final balance in both accounts totaling $699,807.10. 4) Mr. Porter indicated that he heard that Mr. Dunne believed that the Committee had voted to change the name of the park to Veterans Park. All members of the Committee reiterated that a vote was taken at the last meeting and it was decided that the park should remain Veterans Memorial Park. Adjournment. A motion to adjourn was made by Mr. Banke and was seconded by Mr. Porter. An oral vote was taken and the motion was passed unanimously. The meeting of the Veterans Memorial Park Committee was adjourned at 6:10 p.m. spectfully su• itted, VI � Sandra L. Kolba Recording Secretary Community Development Group Date Approved: -7'/6 oY • VETERANS MEMORIAL PARK COMMITTEE Wednesday, Meeting of May 21, 2008 MINUTES A. Call to Order. The meeting of the Veterans Memorial Park Committee was called to order by Chairman Cook at 5:15 p.m. in the Second Floor North Conference Room at the City Hall of Elgin. B. Roll Call. Members Present: Jack Cook, Gene Banke, Wally Porter, Tom Schmidt, Gordon Schnulle, Wally Wetzel, Tom Sandor, John Walters, Jerry Turnquist, and Library member, Carole Medal. Ex-Officio Members Present: Mike Millikan and Cherie Murphy. Members Absent: Jerry Deering and Rich Dunne. Ex-Officio Members Absent: Sue Olafson. Others Present: Bill Dreher, Bob Balsmao, Rose Martinez,Norm Bellows and Nicole Brooks. C. Approval of Minutes. A motion to approve the April 16, 2008, minutes of the Veterans Memorial Park Committee was made by Mr. Banke and seconded by Mr. Wetzel. The motion was unanimously passed. Prior to the beginning of the agenda, Chairman Cook talked about the loss of Art Richoz who had passed away the previous Sunday. All of the Committee members were saddened by the loss of such a valuable member. D. Update on Status of Park Construction. Prior to the beginning of the meeting, Ms. Kolba handed out copies of the Construction Documents/Design Development Review provided by Hitchcock Design Group, a list of American conflicts, and a list of military plaques located in Elgin. Mr. Millikan told the Committee that he had met with Hitchcock Design and Shales/ McNutt and construction documents, although not final documents, were provided to him. Shales/McNutt was now in the process of permit approvals from Federal, State and City officials. A letter would soon be sent to the Army Corp of Engineers indicating that the park would not be encroaching on the flood plain, and Mr. Millikan believed that a permit would not be required but, rather,just a waiver. A State permit would be required for the water shed and construction permits would be required by the City. The Committee was told that, once the City permits were applied for, the plan review would be done immediately upon receipt. Shales/McNutt plans on starting construction of the park in June and believed that construction would be done before Veteran's Day, 2008. Mr. Millikan explained the Construction Documents/Design Development Review packet to the Committee members, pointing out the topography and elevations; a view of the Memorial Park showing the plaza, the wall and the archway at the entrance to the park from the parking lot; the star design; and a picture of the archway. In regard to the archway, Mr. Millikan indicated that, if it would be constructed of all precast concrete, the cost of its construction would double the $30,000 budget, therefore, the design shows the archway constructed of two precast concrete bases with ironwork at the top. Chairman Cook opened the floor for discussion. Ms. Medal started by asking whether there should be an apostrophe in the word "Veterans," and, if so, whether it should be singular or plural. After a brief discussion, the Committee unanimously agreed that no apostrophe should be inserted in the word "Veterans." Mr. Sandor indicated to the Committee that he wondered whether the word "Memorial" should be part of the name of the park since the word "memorial" generally describes the deceased whereas the park is supposed to celebrate both living and deceased Veterans. rik Mr. Millikan stated that he believed that the ceremonies which will be done at the park would be for reflection and for memorializing loved ones. Mr. Medal believed that the word"memorial" is interpreted in any way a person would want it to mean. She believed that, by taking away the word "Memorial" out of the name of the park, it might take the seriousness away. Mr. Turnquist indicated that, in his opinion, he liked "Memorial" as being part of the name of the park. Mr. Banke indicated that the Arlington National Cemetery is not called Arlington National Memorial Cemetery. Mr. Porter believed that people who are alive can still get memorialized and he had no problem with dropping the word"Memorial." Mr. Porter reminded the Committee members that all the polo shirts and hats which have already been sold as well as the ones that are still available for fundraising purposes show the name of the park as Veterans Memorial Park, but Mr. Sandor replied that shirts and hats have limited lives whereas the park is forever. Mr. Sandor made a motion to change the name of the park from Veterans Memorial Park to Veterans Park and Mr. Banke seconded the motion. A vote was taken by roll call with the following results: Yes 2/No 5/Abstain 2. The motion did not pass and the park will remain being called Veterans Memorial Park. Mr. Wetzel continued further discussion of the design by wondering if anyone knew anything about elevations and indicated that, based on what he was looking at in the packet, the elevation of the park showed a variance of only 7.1' to 7.7', essentially a flat park. He wondered what happened to the original idea of having a 7' "pit" with the semi- circular seating area. Mr. Schmidt, a member of the Brick and Plaque subcommittee, wondered what the plan was for bricks and, based on the design, wondered where they were going to go? Mr. Millikan responded that the paver bricks would be embedded in sections on the plaza in the ground, but Mr. Schmidt responded that he didn't like the idea of the bricks being on the ground for people to walk on. Mr. Balsamo indicate that, all-in-all, the plan for the park was good but voiced his concern regarding: 1) the remediation of the soil and wondered, if more dirt is moved from the property, would the area continue to be safe; 2) the number of flag poles and how the flags would be illuminated; and 3) what was the significance of the star in the design? Mr. Millikan responded: 1) the remediation issue would be resolved with the State permitting process; 2) the lighting issue was still pending regarding whether the lighting would be at an angle or at the base; and 3) there was no actual specific significance to the star other than the park might look plain without it and, since a star represents patriotism, it could jazz up the park. Mr. Sandor believed that, since the star had no significant meaning to the park, he made a motion to remove the star from the park. Mr. Banke seconded the motion. A vote was taken by roll call with the following results: Yes 6/No 1/Abstain 2. The motion was passed. Ms. Martinez wondered which conflicts would be represented on the plaques and whether they would include space for present and future wars. Mr. Millikan responded that, based on the design plan, the conflict plaques could be interchangeable as necessary. Based on the current design with the flags and emblems facing westward, Mr. Sandor was concerned about the location of the wall and the archway. Being that the focal point of the park appeared to be from off the bike path, the archway seemed to be located at the back door to the park. He suggested that the archway be moved to the west side of the park near the bike path and that the wall needed to be flipped around, combining the conflict plaques and armed service emblems on the front (west side) and leave the back (east side) for bricks. Ms. Medal was concerned that, based on these suggestions, the park may not be completed in time for Veterans Day. Mr. Sandor responded that the Committee had only one chance to get the park done right. Mr. Schmidt added that he believed that it would nice to be able to see the archway from State and Kimball Streets. Mr. Wetzel wondered if the bike path would be considered the park's main entrance. Mr. Sandor reminded the Committee that, during ceremonies, the Color Guard would be coming into the park from the bike path. Based on the Committee's discussion regarding the archway, Mr. Sandor made a motion to move the archway from the east side of the park to the west side of the park off of the bike path. Mr. Banke seconded the motion. A vote was taken by roll call with the following results: Yes 5/No 2/Abstain 2. The motion was passed. Mr. Millikan indicated that he would contact Hitchcock Design and Shales McNutt regarding the Committee's vote and the requested changes. Mr. Sandor made a motion to move the conflict plaques from the back of the wall to the front, on the same side as the armed service emblems, and use the back of the wall for the bricks, plaques and other memorabilia. Mr. Schmidt seconded the motion. A vote was taken by roll call with the following results: Yes 7/No 0/Abstain 2. The motion was rik passed. Regarding the placement of the flags, Mr. Banke made a suggestion to put the American Flag in the middle with the State and City flag on each side, a bit behind and 2 feet lower than the American Flag, all together on one pedestal. Mr. Sandor indicated that it was his belief that the City and State flags should be superior to the service flags so the service flags should be placed on either side a bit lower than the City and State flags. Mr. Sandor felt that the Committee should verify the flag protocol. Mr. Banke made a motion to place the American Flag in the middle, 2 feet higher than the City and State flags placed on each side, with the service flags to the sides and a bit lower than the City and State flags. Mr. Schmidt seconded the motion. A vote was taken by roll call with the following results: Yes 7/No 0/Abstain 2. The motion was passed. Mr. Millikan asked the Committee to look at the "American Conflict List," originally compiled by Mr. Cundiff, which was provided to all members at the beginning of the meeting. He asked the Committee to make a decision as to which conflicts it felt should be included on the wall. The Committee discussed the matter and the conclusion was that only major conflicts should be included on the wall. Mr. Turnquist said that he would get in touch with the American Legion and VFW to look at their conflict lists and determine which conflicts should be included in the wall. Mr. Millikan then asked the Committee to look at the "Military Plaques, Etc. Located in Elgin" list compiled by Jerry Turnquist because the designers needed to know what would be incorporated into the park. He understood that the Combat Infantry Badge was definitely going to be incorporated but the Doughboy statute, the cannons and the anchor would not be included. Mr. Sandor indicated that the back of the wall could be used for incorporation of some of those chosen plaques. Mr. Banke indicated that he felt the list included too many World War I plaques. After discussion by the Committee, Mr. Sandor made a motion to incorporate the Civil War/Spanish American War Plaque, the World War I Plaque (Library), the World War I Plaque (Watch Co.), and the Combat Infantry Badge in the Veterans Memorial Park. Mr. Porter seconded the motion. A vote was taken by roll call with the following results: Yes 7/No 0/Abstain 2. The motion was passed. E. Participation in "Elgin Sampler" on June 8,2008. Ms. Murphy informed the Committee that there would be a dedication of a new city park at the Westpoint Gardens subdivision at which time the Elgin Parks and Recreation Department would be hosting a function showcasing what Elgin has to offer and allowing organizations, schools, theaters, etc. to set up booths. Ms. Murphy thought that our Committee would be interested in having a booth at this event. She believed that Hitchcock Design could create a larger photograph of the Veterans Memorial Park to present to the citizens of Elgin. The Committee could sell its polo shirts and gather names and addresses of persons interested in purchasing brick pavers, benches, etc. Mr. Sandor thought it was a great idea to participate and suggested that all of the Veterans organizations may want to set up a table. Chairman Cook asked if anyone on the Committee would like to volunteer to man a table at the event and Mr. Schnulle and Mr. Turnquist volunteered to chair the event and get the needed volunteers. F. Discussion of Dedication Date. Chairman Cook told the Committee that the contractors proposed that there be two dedication ceremonies of the new park, one on Tuesday,November 4, and the other on Tuesday,November 11. Mr. Millikan added that the reason for that suggestion was because the contractors thought that there should be a dedication ceremony separate from the actual annual Veterans Day ceremony. Chairman Cook indicated that most of the Veterans probably would not go to the November 4 dedication ceremony but only to the November 11 Veterans Day ceremony. Mr. Millikan said that he would relay that information to the contractors. Chairman Cook believed that there was no reason to vote on this matter. G. Committee Reports. Large Contributions: There was no report on this matter. Plaques and Bricks: There was no report on this matter. Merchandising: There was no report on this matter. H. Other Business. Mr. Porter asked if any other members, besides Mr. Richoz, have passed away since the formation of the Committee and he was told that none had. Mr. Porter wanted it to be recognized that we have now lost one member so the Committee needs to limit its delays and meet the deadline for all Veterans. Mr. Porter added that he felt it would be fitting to name something in the park in memory of Arthur Richoz, perhaps a plaque of some sort. He asked if the City would be dedicating a plaque to the park with the names of the Mayor, City Council members, and Veterans Memorial Park members and the consensus was that there would be such a plaque and, perhaps, an asterisk could be put after Mr. Richoz's name indicating that he is deceased. Chairman Cook asked all of the Committee members who represent a service organization give to him or Ms. Kolba a count of the number of members from each organization. He indicated that he will give more information regarding this at a future meeting but did say that he didn't want the Committee to fade away and he wanted to have an opportunity perpetuate the Committee down the road. Ms. Martinez indicated that the American Legion had 275 members; Mr. Porter indicated that the VFW had 372 members and the Navy Club had 14 members; Mr. Schmidt indicated that VietNow had 11 members. G. Adjournment. A motion to adjourn was made by Mr. Schnulle and was seconded by Mr. Porter. An oral vote was taken and the motion was passed unanimously. The meeting of the Veterans Memorial Park Committee was adjourned at 6:40 p.m. Re pectfully submitted, orrokAof- 4-el" Sandra L. Kolba Recording Secretary Community Development Group Date Approved: 6 ,-/IF-Oi r r , 0 VETERANS MEMORIAL PARK COMMITTEE "` Wednesday, Meeting of April 16, 2008 MINUTES A. Call to Order. The meeting of the Veterans Memorial Park Committee was called to order by Chairman Cook at 5:30 p.m. in the Pioneer Room of The Centre of Elgin. B. Roll Call. Members Present: Jack Cook, Gene Banke, Jerry Deering, Art Richoz, Wally Porter, Tom Schmidt, Gordon Schnulle, Wally Wetzel, Tom Sandor, John Walters, Jerry Turnquist, and Library member, Carole Medal. Members Absent: Rich Dunne and Wally Wetzel. Ex-Officio Members Absent: Mike Millikan, Sue Olafson and Cherie Murphy. Others Present: Eleanor Richoz, Bill Dreher, Dennise Truelsen and Bob Balsmao. C. Approval of Minutes. A motion to approve the March 19, 2008, minutes of the Veteran's Memorial Park Committee was made by Mr. Banke and seconded by Mr. Schnulle. The motion was unanimously passed. D. Discussion of Committee's Role This Point On Until Completion of Park. Chairman Cook addressed his concerns about where the Committee would be going from here and what procedures should be followed from this point on. His feeling was that the Committee had done about as much as it possibly could do until given the tools needed to proceed. He believed that what happens from this point on is dependent upon City contacts. He felt that the Committee needed reassurances that at least a Phase II would become a reality because, without those reassurances, the Committee cannot begin fundraising. Chairman Cook indicated that he believed that this meeting was a "transitional meeting," and wondered if the Committee should continue as a group or if it should meet as Sub-Committees. Chairman Cook also believed that the Committee needed a liaison which would work with City Hall, Shales McNutt, Hitchcock Design Group, and the Committee and would give the Committee the stimulus of what needs to be done beginning to end. Chairman Cook wondered what the Ex Officio members, who were added to the Committee for this r reason, were going to do to help the Committee. He believed that Mr. Deering might serve well as this liaison. Mr. Deering responded that, to date, the Veteran's Memorial Park was well under way, "signed, sealed, delivered,"that the design was complete other than one or two points that would be determined down the road (such as what kind of pavers, etc.). He suggested that, perhaps for the next meeting, Hitchcock Design could provide a list of items for fundraising donations, such as benches, pavers, or any other design elements, etc., and then the Committee could come up with dollar amounts for those donations. Mr. Porter indicated that he was waiting for benches to go on sale because he is sure that, once they are available, people will buy them. Mr. Deering also indicated that an electronic copy of the design, including all pictures and graphics for reproduction for fundraising purposes was now available to the Committee members. Chairman Cook opened the floor for discussion. Mr. Wetzel asked Mr. Deering what the progress was with Shales McNutt regarding permitting, etc. Mr. Deering said that the contract was awarded to Shales McNutt but was still in the design phase with Hitchcock Design. Mr. Richoz wondered whether the Doughboy statue, CIB and commemorative plaques would be part of the memorial, since those items were originally discussed at the Committee's very first meeting. Mr. Turnquist did not believe that the Doughboy statue should be stripped out of its current neighborhood. He indicated that there are plaques in storage at GAR Hall which he felt should be part of the memorial. Mr. Deering responded by saying that the Committee needed to gather a comprehensive list of items and pictures of those items that the Committee would like incorporated in the park and, once the list was comprised, he would get it to Hitchcock for incorporation into the plans for the park. Mr. Deering added that he believed that, although it seemed as though it fell through the cracks, it was not too late to incorporate the plaques and other items into the design. He reminded the Committee that those items were not incorporated in Mr. Cundiff s design either. Chairman Cook asked Mr. Deering if he could set up a meeting with Hitchcock and Shales McNutt. Ms. Medal suggested that someone should volunteer to coordinate a list of the items that the Committee would like incorporated into the park. Mr. Turnquist volunteered to be the person to comprise the list to be brought to Hitchcock's attention. A motion was made by Chairman Cook to appoint Jerry Turnquist as the coordinator of the list, Mr. Deering seconded the motion, a vote was taken and the motion passed unanimously. Mr. Banke wondered if the Committee would be supplied with a model of the park by Hitchcock by the next meeting. Mr. Deering reminded him that the contract had only been awarded a week ago. Mr. Wetzel wondered exactly what Phase I consisted of and what would be left for Phase II. Mr. Deering reminded the Committee members that they had decided against the fountain due to cost so the only item left out of the original design on Phase I was the river access element. The archway has been incorporated into Phase I of the park. Mr. Walters also reminded the Committee that the river access, which would have to be part of Phase II due to time and financial constraints, was in a flood plain, that the Army Corps of Engineers would need to get involved, and that permits would be required. Ms. rh Medal indicated that the Library would work on the river access also. Mr. Schmidt believed that any improvements to the original design could be done in the future in Phases I or II and, over the years, bricks could continually be added to the memorial. He said that he believed that the kiosk idea that Mr. Sandor suggested was a good idea, but not for our Veterans Memorial Park which, he believed, needed bricks and plaques as a more visible memorial. Mr. Schnulle wondered what the star in the middle of the chosen design stood for or what it represented? He also wondered why Hitchcock, if it wanted to design the park, didn't enter into the design competition. Mr. Sandor was concerned that everything seemed to be frozen in place since there was no design to show anyone. He was concerned that whatever the Committee sells will be regarded as offsetting the city costs rather than adding value. He wondered what is defined as Phase II? He also wondered what the Committee would do if someone wants to contribute to Phase I rather than Phase II? He summed up by saying that the memorial needs to be built first and then move on to Phase II. Mr. Porter reminded the Committee that some things such as the electronics for the P.A. system need to be incorporated in the current design and the infrastructure needs to be in place. Mr. Deering responded that those things have been addressed and that Chairman Cook was at the meeting when those things were discussed. Mr. Dreher, although not a Committee member but rather an interested visitor, said that he noticed that some of the Committee members were from various Veterans organizations. He wondered why, if there were six service flags at the park, why each organization couldn't donate the funds for a flagpole and flag and, also, why an independent organization, such as the Knights of Columbus, Rotary Club or Kiwanas couldn't donate the funds needed for the main flagpole and flag. He also reminded the Committee that American Legion Post 57 already donated $10,000 and wondered why other Veterans' groups couldn't do the same. Mr. Dreher also indicated that he knew of a concrete supplier who would give the Committee a discount on concrete. He wondered if he could find out how many yards of concrete would be needed and he would approach the concrete supplier. Mr. Deering indicated that Mr. Shales would have that information for Mr. Dreher. Chairman Cook said that he was nowconvinced that the Committee should continue. Based on the current information, he asked the Committee if it wanted to wait longer for the park to be completed or be satisfied as a group and put trust into the people who are working on getting the park done by its target date of Veteran's Day. Mr. Sandor reiterated to the Committee that the idea of the park was brought before the City Council three years ago, that the city went through an elaborate design competition, and bricks and plaques have been discussed over and over. He added that the Committee has a plan, although not as good as the one that they originally wanted, but better than nothing, and should just move forward. The consensus was to continue to move forward. r E. Committee Reports. Large Contributions: There was no report on this matter. Plaques and Bricks: There was no report on this matter. Merchandising: There was no report on this matter. F. Other Business. There was no new business. G. Adjournment. A motion to adjourn was made by Mr. Banke and was seconded by Mr. Porter. The motion was passed unanimously. The meeting of the Veterans Memorial Park Committee was adjourned at 6:15 p.m. spectfully submitted, 1/441A°1- --" Sandra L. Kolba Recording Secretary Community Development Group Date Approved: 31-014 8 r VETERANS MEMORIAL PARK COMMITTEE e"' Wednesday, Meeting of March 19, 2008 MINUTES A. Call to Order. The meeting of the Veterans Memorial Park Committee was called to order by Chairman Cook at 5:00 p.m. in the Pioneer Room of The Centre of Elgin. B. Roll Call. Members Present: Jack Cook, Gene Banke, Rich Dunne, Art Richoz, Wally Porter, Gordon Schnulle, Tom Sandor, John Walters, Jerry Turnquist, and Library member, Carole Medal. Ex-Officio Member Present: Mike Millikan and Sue Olafson. Members Absent: Jerry Deering, Tom Schmidt and Wally Wetzel. Ex-Officio Members Absent: Cherie Murphy. Others Present: Eleanor Richoz, Bill Cogley, Jim Bell, Bill Dreher and Christopher Cundiff. C. Approval of Minutes. A motion to approve the February 20, 2008, and March 5, 2008, minutes of the Veteran's Memorial Park Committee was made by Mr. Banke and seconded by Ms. Medal. The motion was unanimously passed. D. Discussion of Committee's Vote from March 5,2008 Meeting. Chairman Cook indicated that there was some apparent miscommunication at the last meeting and indicated that there would be an opportunity at this meeting for all members, as well as visitors, to voice their opinion and concerns. Mr. Dunne started by stating that he had no concerns. Mr. Sandor said that he wasn't at the last meeting but asked the Committee to reiterate which design it had chosen, and the response was that Plan 2 was the design that received the majority of votes. Mr. Schnulle said that he believed that Hitchcock was supposed to reconfigure Chris Cundiff s design but, instead, came in with its own design which got voted in. Mr. Banke indicated that the vote left Mr. Cundiff high and dry. Mr. Porter indicated that he had no comment. Mr. Turnquist indicated that he voted in favor of Plan 2 and reminded the Committee that it had to adapt the new location because it was smaller and the Committee was not able to do exactly as originally planned. Mr. Richoz agreed that things didn't seem to get done as planned but agreed on Plan 2 to get things moving. Ms. Medal indicated that she voted for Plan 2 because all of the elements were incorporated from the original design. She indicated that she truly felt that that particular plan was more conducive to the location of the park. She added that she had met with Hitchcock regarding the library gardens and the design creates a cohesive mold between the gardens and the Veterans Memorial Park. She said that the park is not only for the three or four days of Veterans' ceremonies but will also be used year round. She believed that the selected design was welcoming. Mr. Walters said that he looked at both designs but did not vote on either since he saw value in both designs. He indicated that he knew that Mr. Cundiff s original design would not work and agreed that Plan 1 was designed in the spirit of Mr. Cundiff's original design but was still a big change. Mr. Walters believed that Plan 2 was an okay design, but the more important issue was that whatever design was chosen should get visitors to come to the park. Mr. Bell opined that both designs fit within the Committee's current budget but he believed Plan 2 was a better fit for the elements requested and would accommodate 50 to 100 more people. Sue Olafson and Mike Millikan indicated they had no comment on the decision. Mr. Cundiff indicated that he was torn in different ways and said that he always felt that he had a personal interest in the design of the park. He was disappointed that his design was pushed aside and that Hitchcock didn't do what they were asked to do with his design, but he respected whatever decision the Committee made. He indicated that he understands Hitchcock's direction. Chairman Cook indicated that he believed that all of the Committee members have an emotional involvement. Mr. Dreher indicated that he agreed with the vote on March 5. Mr. Dunne added that the Committee wants to be sure that the deadline of November 11, 2008, would be met for the Veteran's Day opening day ceremony. Mr. Dunne was concerned about the Committee members' age factor as well as that of all World War II veterans. Mr. Sandor believed that, from the very beginning, the Veterans Memorial Park was supposed to have a sense of being, be in a distinct place, and be a place to reflect and get a sense of Elgin's history. His concern was that the location of the park, as designed in Plan 2, basically "spills out" over the bike path. He also believed that the park resembles an"off ramp" from the bike path. Chairman Cook introduced Joann Armenta to the Committee. Ms. Armenta thanked the Committee for its hard work and determination to get the Veteran's Memorial Park in Elgin. She presented a photograph of her father at the age of 17, "a war hero" during World War II. She indicated that, when she found out about the construction of the Veteran's Memorial Park, she donated $1,000 to the Committee in memory of her father and all World War II veterans. Chairman Cook asked Mr. Cogley if he had anything he wanted to add to the discussion. Mr. Cogley indicated that he looked at the minutes from the March 5 meeting which he felt were recorded accurately. He also spoke with Mr. Deering who communicated with at least six members of the Committee regarding the confusion and all expressed their clear view of the chosen plan. Mr. Cogley reminded the Committee that, since the vote on March 5, both Hitchcock and Shales McNutt have proceeded in doing more specific design drawings and getting cost information. He believed that they have already expended at least $20,000 based on the chosen design and, if the Committee began to change its plans, the Committee would be out that amount and the park would not be ready for opening by its target date of Veterans Day, 2008. Mr. Cogley also told the Committee that, if it chose to do a motion for reconsideration, the motion would have to be presented by one of the nine people who voted for Plan 2 and the motion would have to be made at this meeting. He reminded the Committee that a vote means something, especially a 9-2 vote, and now that money has already been spent, it would not be a wise decision to have a re-vote. It was also his opinion that it did not appear that there was any sense of confusion after listening to the Committee members' comments at this meeting. Mr. Sandor agreed with Mr. Cogley that a vote is a vote and that, in his opinion,the decision should not be re-voted. He added that, since the Committee was only given a concept plan of the park, he wondered if the Committee would receive a more detailed drawing and be given an opportunity to go over the details. Mr. Cogley responded that he didn't know for sure but indicated to the Committee that, although the Committee should have some input, it could not manage the project each step of the way. However, he said that he would find out and let the Committee know. Mr. Dunne said that, from a marketing point of view and fundraising purposes, the Committee would need a drawing or a conceptual plan E. Committee Reports. Large Contributions: There was no report on this matter. Plaques and Bricks: Mr. Sandor reiterated a suggestion he had made at a previous meeting about a trip he had taken to Scotland where he had visited a similar type memorial. It had a kiosk-like element with a"book of remembrance," a digital touch screen type of thing which was perpetual and names could be continually added. Mr. Sandor felt that this was an option that the Committee may want to consider rather than the brick and mortar ideas. Ms. Richoz thought that the kiosk idea was a good one but wondered how many people could use it at one time? Mr. Sandor thought that any r number of people could use it, especially if it could be linked to the library. Mr. Porter indicated that he has technological knowledge and that the kiosk idea, although good, would have to constantly be updated. Also he wondered how the kiosk would be guarded from vandalism. His opinion was that the bricks and plaques idea was something that would last forever. Merchandising: There was no report on this matter. F. Other Business. Mr. Banke wondered if Hitchcock would be bringing anything to the next meeting. Mr. Porter said that he would like to see a picture of the park and Mr. Dunne agreed that the picture should show what Phase II of the park will look like for fundraising purposes. Mr. Sandor reiterated that the fundraising was actually geared for Phase II improvements. Mr. Cogley stated that he will get in touch with Hitchcock with the Committee's concerns. Chairman Cook reiterated that the park would have to be completed in phases and those phases would be dependent upon the Committee's finances. He knows that the Committee is anxious to start fundraising but, with the confusion about the design and the need for the Committee to bring forth ideas, things have slowed down in that area. Chairman Cook indicated that the Committee members should put their ideas in writing for next month's meeting. He also indicated that he would reorganize the Committee into sub-committees. He was hopeful that the Committee would be enthusiastic about moving forward. G. Adjournment. A motion to adjourn was made by Mr. Dunne and was seconded by Mr. Richoz. The motion was passed unanimously. The meeting of the Veterans Memorial Park Committee was adjourned at 6:05 p.m. iRpectfully submitted, at* 19' 164 Sandra L. Kolba Recording Secretary Community Development Group Date Approved: Ii"/ 6 -6 y VETERANS MEMORIAL PARK COMMITTEE Wednesday, Special Meeting of March 5, 2008 MINUTES A. Call to Order. The meeting of the Veterans Memorial Park Committee was called to order by Chairman Cook at 5:00 p.m. in the River Room of the Gail Borden Public Library. B. Roll Call. Members Present: Jack Cook, Gene Banke, Jerry Deering, Art Richoz,Rich Dunne, Wally Porter, Gordon Schnulle, Tom Schmidt, Wally Wetzel, Jerry Turnquist, John Walters and Library member representatives, Carole Medal and Karen Maki. Ex-Officio Member Present: Cherie Murphy. Members Absent: Tom Sandor. Ex-Officio Members Absent: Mike Millikan and Sue Olafson. Others Present: Bill Dreher, Christopher Cundiff, Hitchcock Design representatives Richard Hitchcock, Eric Hornig and Mark Underwood, and Shales McNutt representataives John McNutt and Keith York. C. Presentation of Concept Plans by Hitchcock Design Group. Chairman Cook introduced Richard Hitchcock to the Committee and asked the Committee members to wait until the end of Mr. Hitchcock's presentation to ask questions and/or pose their concerns. Mr. Hitchcock apologized for not being able to make it to the Committee's last meeting. He reintroduced Mr. Underwood and Mr. Hornig, the two presenters from the last meeting. Mr. Hitchcock reiterated a summary of the background of the park and the challenges that will be faced in completing the park: cost (the budget of$750,000);jurisdictional issues (adjacent to the Fox River); timing (constructed by Veteran's Day 2008); and context. Mr. Hitchcock presented two new concept plans. Plan 1 was more in tune to Mr. Cundiff's original plan, lying in a north/south direction. Plan 2 was one of Hitchcock's concept designs from the last meeting, lying in an east/west direction. Both plans were amended to initially eliminate the gateway, the fountain, and the water element/plaza due to cost and time issues, all of which could be added in the future in phases. Concept Plan 1 included a walkway, a central plaza, a conflict wall, a larger plaza with the service branch flags and monolith, and a smaller deck near the river. The park would accommodate at least 100 people in bleachers and 100 people in folding chairs. This plan could be constructed within the budget of$750,000. Concept Plan 2 included a larger plaza with a walkway around the park, a conflict wall and monlith with service branch flags, and a pathway toward the river where the POW flag would be displayed. This park would accommodate at least 100 people in bleachers and 150 people in folding chairs. This plan would also be constructed within the budget of$750,000. Mr. Hitchcock introduced to the Committee the breakdown of construction costs indicating what the Committee would be getting with its $750,000 budget. He also indicated what the approximate costs would be for some of the additional items that the Committee might want to include as a Phase 2 or Phase 3 project: • Fountain - $300,000 • Gateway- $15,000 • Riverfront Plaza- $300,000 • Shoreline Improvements - $285,000 • Contingency fees - $200,000 Mr. Hitchcock gave the Committee a timeline that would have to be met if the Committee wanted to have a dedication of the new park by Veteran's Day 2008: • Veterans Committee meeting on March 19, 2008 • City Council meeting on April 9, 2008 • Construction documents completed by May 28, 2008 • Construction start on May 29, 2008 • Construction completed by October 28, 2008 • Dedication of park on November 4, 2008 • Veteran's Day, November 11, 2008 The floor was open for discussion, comments and questions. Mr. Wetzel wondered how far the park would extend into the Library parking lot? Mr. Hitchcock indicated that the park would eliminate three parking spaces and would extend into the parking lot by 18 feet. Mr. Wetzel also wondered, for a cost of only$15,000, why the Committee couldn't include the gateway in the original plan? Mr. Shales indicated that the Committee probably could raise the funds necessary for the addition of the gateway, such as selling benches for $750 or lights for$150, etc., and at that rate, the$15,000 could be raised quickly. Mr. Dunne indicated that he also believed that the gateway was important and was something that could be added during the construction process if the funds could be raised in the interim. Mr. Banke was still concerned about the bike path running through the park and worried that vandals may deface the memorials and wanted to have the bike path rerouted through the library parking lot. Chairman Cook's response to Mr. Banke was that it would delay the completion of the park if the bike path was an issue. Rich Dunne indicated that he was told that a police detail would close off the bike path during ceremonies being held at the Veterans Memorial Park. Mr. Dunne also wanted to remind the Committee that the boat ramp was just north of the park and could be a temporary location which the Committee could use for any of its water ceremonies. He agreed that the water element could be added in a future phase once all of the permits could be obtained and funds raised. Mr. Schnulle indicated that he believed that Plan 1 was more in line with Mr. Cundiff's original design and what the City Council approved and that plan is what the Committee paid Mr. Cundiff for. Mr. Hitchcock responded by saying that he understood Mr. Schnulle's concern but that Plan 1 is simply a modification of the plan that was approved by City Council and it is an alternative to take a look at. Mr. Schnulle said that the plans were not what the Committee paid for and voted for. Mr. Cook reminded the Committee that other aspects of the park can be done in phases. Mr. Porter asked if the city was planning on keeping the Committee intact until the completion of all phases of the park and Mr. Walters responded affirmatively. Chairman Cook reiterated that the Committee will remain in existence until all phases are completed. Mr. Shales indicated that the fountain would have to be considered during the first phase because the water lines would need to be installed during the initial construction. Mr. Dunne indicated he believed that the Committee did not feel that the fountain was a huge priority and not a key issue to get the construction started. It was Mr. Dunne's opinion that the $300,000 would be better spent on getting the water feature done in a future phase. Mr. Richoz indicated that, in his opinion, as long as the Veteran's Memorial Park is adjacent to the river, the dam, and Walton Island,there was no need for a fountain. Chairman Cook suggested that the Committee entertain a motion to decide upon the two plans so that construction could begin in a timely manner. Mr. Banke responded by indicating that he believed that a motion was made during the last meeting indicating that Plan 1 was the plan that had been chosen but was to just be redesigned without the fountain feature. Mr. Wetzel disagreed and said that Hitchcock was supposed to amend the original plans to eliminate the fountain and water feature and stay within budget and within the Committee's timeline. Mr. Cook asked Ms. Kolba to read the motion from the minutes from the meeting of February 20 and she so read the following: Mr. Sandor presented a motion to ask Hitchcock to come back with a redesign of the original option design, without the fountain, to meet more with the Committee's budget, and to not select either the first or second option designs. Mr. Banke seconded the motion; a vote was taken and the motion passed unanimously. Mr. Wetzel asked Hitchcock to come back with a design eliminating some of the trees and adding more grassy area. Chairman Cook asked that • Hitchcock come back in with a revision of the original option designs with a budget closer to the $750,000. r After that portion of the minutes was read aloud, Mr. Porter asked if the Committee was going to vote on the designs and, if so, would it be voting for one or the other plan or vote on whether to accept either plan? Mr. Deering indicated that, in his opinion, he preferred Plan#2, but was willing to go with whatever plan the Committee agreed on. Chairman Cook asked if anyone wanted to entertain a motion. A motion was made by Mr. Schnulle to vote for Plan#1 and Mr. Banke seconded the motion. It was suggested by Mr. Dunne that a secret ballot be cast for either Plan #1 or Plan#2 but Mr. Cogley indicated that, because this was an open meeting, a secret ballot could not be cast. Chairman Cook then called for an open vote as far as preference between Plan#1 and Plan#2. The vote resulted in the following: Those in favor of Plan#1: 2 votes Those in favor of Plan#2: 9 votes After the vote, a motion was made by Mr. Dunne to approve Plan#2 and to continue with the schedule set forth. Mr. Porter asked that the motion be amended to approve Phase 1 only of Plan#2 and Mr. Dunne agreed to amend his motion accordingly. Mr. Wetzel seconded the motion and a vote was taken and the motion passed unanimously. r Mr. Dunne indicated that now the Committee would be able to go out into the community with a definite design plan and begin the necessary fundraising. D. Adjournment. A motion to adjourn was made by Chairman Cook and was seconded by Mr.Richoz. The motion was passed unanimously. The meeting of the Veterans Memorial Park Committee was adjourned at 6:30 p.m. Vovr ectfully submitted, l��l�'6 e, , / lra L. Kolba Recording Secretary Community Development Group Date Approved: 5-1q—O? r VETERANS MEMORIAL PARK COMMITTEE Wednesday, February 20, 2008 MINUTES A. Call to Order. The meeting of the Veterans Memorial Park Committee was called to order by Chairman Cook at 5:34 p.m. in the Pioneer Room of the Centre. B. Roll Call. Members Present: Jack Cook, Gene Banke, Rich Dunne, Wally Porter, Gordon Schnulle, Tom Schmidt, Wally Wetzel, Tom Sandor, Jerry Turnquist, John Walters and Library member representative, Deputy Director Karen Maki. Ex-Officio Members Present: Mike Millikan, Cherie Murphy and Sue Olafson. Members Absent: Art Richoz and Jerry Deering. Others Present: Bill Dreher, Christopher Cundiff, City of Elgin Parks Superintendent Jim Bell and General Services Group Director David Lawry, Hitchcock Design representatives Eric Hornig and Mark Underwood, and John McNutt from Shales McNutt. C. Approval of Minutes. A motion to approve the January 16, 2008, minutes of the Veterans Memorial Park Committee was made by Mr. Schnulle and seconded by Mr. Wetzel. The motion was unanimously passed. D. Status of Veteran's Memorial Park/Presentation by Hitchcock Design. Chairman Cook indicated that this would be a big night and a turning point toward the construction of the Veterans Memorial Park. He welcomed all guests, including Eric Hornig and Mark Underwood from Hitchcock Design, who would be doing a presentation of its vision of what the new park could look like. Chairman Cook asked that questions be reserved until the end of the presentation. Mr. Hornig* introduced himself and Mr. Underwood as Hitchcock Design landscape architects. He stated that, although neither he nor Mr. Underwood were Veterans themselves, they have the deepest respect for all Veterans and realize and thank them for all the sacrifices they have made. He continued by saying that Hitchcock's job was to review the project history, envision design options, review the Committee's input, and to design options with the hope that the Veterans would select one as a base with details to follow. They carefully reviewed Mr. Cundiff's winning design with its essential elements, the City's concept design for the new location, and the Library's master plan for a public garden for that area. They knew that they had to revise the original plans from a square shape to a rectangular shape. Mr. Hornig* understood that there were time constraints with the Committee's plans to complete the park by November 11, 2008. He indicated that there were three aspects to getting the park done: 1) scope; 2) schedule; and 3)budget. He reiterated that the schedule was tight if the park would be ready for opening ceremonies by November 11, 2008. He also reminded the Committee that the budget for the park was $750,000. After working with a task force, which included Mr. Cundiff, the following elements were determined to be important and needed to be incorporated into the park: 1) enough space to accommodate 400 people for various ceremonies; 2) space for quiet reflection; 3) flags in recognition of the six service branches; 4) a conflict wall; 5) memorial and/or donor walls; and 6) the Library gardens. What would have to be put on hold and held as a"Phase 2"project due to time and money constraints would be: 1) the fountain; 2) the water's edge element; and 3) statuary and military equipment. Mr. Hornig* introduced two new designs. Both designs had been flipped from a north/south direction to an east/west direction. The first design incorporated the following elements: 1) entry of the parking lot leading to a path around the edge of the park; 2) a two-sided memorial wall; 3) flags representing the service branches on columns on the wall; 4) a space for a planted area in the middle (where the fountain would originally have been placed); 5) a wall at the river with the POW flag toward the west. The second design was similar to the first design as far as the elements were concerned,but was more of a circular design. The memorial wall would encircling the planted area in the middle with the flags representing the service branches on columns along the wall. After Hitchcock's presentation, Chairman Cook opened the floor for discussion and/or questions. Mr. Wetzel expressed his concern about the entrance into the park. The gateway to the park should be attractive and Mr. Wetzel disapproved of anything other than Mr. Cundiff's original design of the gateway to the park. Mr. Sandor agreed that the archway gave the park a sense of place, like entering something different. Mr. Hornig's* response to Mr. Wetzel's and Mr. Sandor's concerns was that of budget constraints. Mr. Banke's concern was for the Navy Club's ceremonies which take place by the river and he would like the water element to be added to the designs. Mr. Dunne added that the water element was extremely important to the Navy Club which puts a wreath down on the water. Mr. Porter, the Committee's member from the Navy Club, reiterated the importance of the river element. Mr. Hornig* responded that, if you touch the water in any way, shape or form, there will be delays due to permits,jurisdictions, etc. He did state, however, that this is an element that could be considered as part of"Phase 2" in the future where a deck or a tier could be added to the park. Mr. Hornig* was also curious about the number of people who come to the Navy Club ceremony, which was determined to be at least 50 to 75, and wondered if the existing canoe portage could be used for the time being. Mr. Porter also was concerned about the bike path cutting through both designs of the park. Mr. Sandor believed that, as designed, the park looks like it"spills out" over the bike path. Mr. Hornig* wondered if, during ceremonies, whether the bike path could be re-routed,but most of the Committee members didn't think that would work and more importantly, wasn't just concerned about the bike path crossing through the park during ceremonies, but during times of quiet reflection, bikes would be flying past and would be very distractive. Mr. Walters was concerned about kids yelling and screaming during ceremonies and wondered if the bike path could be permanently moved? Mr. Dunne indicated that, currently, five ceremonies take place in one day at different locations and that the idea of the park was to incorporate all of the ceremonies into one location, which could attract 200 or more people. Mr. Turnquist indicated that he felt that there should be seating for at least 100 to 200 people. Mr. Hornig* asked the Committee to take a look at the colored concrete at Festival Park, which was an equivalent to the area on the two designs, and indicated that in that area, there is enough standing room for 500 people. Mr. Banke indicated that he was not happy with the designs insofar as the placement of the flags. The flags are to be seen by people crossing the bridge and, with the number of trees shown in the design,he wondered if they would block the view of the flags from the bridge. Mr. Sandor expressed concern about the "planters"in the middle of the park and wondered if that element would limit the ability to do some programming due to having to look over and around the planters. Mr. Dreher was concerned about the Memorial Day ceremonies as an example. He felt that,with the number of people who come to that ceremony, there would be a need to put up a grandstand on either side of the park. There would have to be enough room to accommodate school bands, Veteran Color Guards, and a podium for a speaker. Mr. Turnquist reiterated his concern about the accommodation of risers for speakers without blocking the view. Mr. Hornig* indicated that the trees could be pulled back a bit. Mr. Sandor was concerned about the practical side, specifically the $750,000 budget. He reminded the Committee of its short window for fundraising. He asked Mr. Hornig* what was the cost for the two designs? Mr. Hornig* indicated that both designs were close to $800,000 without the fountain and, if the Committee wanted to include the fountain, the cost would be an additional $300,000. Mr. Wetzel indicated that he was emphatic about time and cost but, at one point in time, there was a bridge incorporated in the plans as a focal point where the Veterans could throw flowers into the river and/or have a gun salute, etc. Mr. Hornig* indicated that, as far as time and budget were concerned, that element had to be abandoned but that it could be accommodated in the future. Mr. Cundiff was concerned that the designs didn't show much in the way of benches around the main areas of the park. He was concerned that the Veterans, who were unable to stand for long periods of time, would not be accommodated. Mr. Hornig* indicated that there would be plenty of benches incorporated into the park. Mr. Cundiff wondered if the Committee and Hitchcock could talk about the original option design. Mr. Hornig* indicated that certainly there could be discussion about that design but that, although the original design was truest to Mr. Cundiff's design, it would cost at least two times the current budget. [ Mr. Banke said that we might as well throw out the two new plans because nothing was provided for the Veterans that they originally wanted as elements of the park. He indicated that the park needed a larger sitting area and that the flags in the back of the park would not be seen from the bridge. Mr. Hornig* indicated that the concrete steps from the original design could possibly be incorporated into the design and asked the Committee if it felt terrace seating would be better and most of the Committee agreed it would. Mr. Lawry indicated that he was conscious of the facts presented at the meeting and of all of the elements that this Committee wanted incorporated into the park,but felt that those elements should be considered for a later date, as "Phase 2." He reiterated that the budget is set at $750,000 and that there are no more funds available at this point. He wondered what kind of money the Committee could fundraise. He added that the City needs to set an agreement with Shales McNutt by April in order to get the park completed by November 11, 2008, but was confident that, if this Committee could make a decision soon, it would move forward in a timely manner. Mr. Schnulle believed that Hitchcock should concentrate on the original north/south design with all of the original components. Mr. Sandor wondered if the Committee could live without a fountain in the park and the Committee members responded that the fountain element was for the sound effects of water running. Mr. Dunne indicated that the City could put aerators in the river if there was a need for the sound of running water. Mr. Lawry added that the extension of utilities to a fountain was a large part of the cost of the fountain, somewhere between $50,000 and $75,000. Mr. Hornig* indicated that he realizes the importance of the river element to the park and that the fountain is easy to defer to a second phase. Mr. Porter indicated that his concern was seating more than it would be of whether the park had a fountain or not. Mr. Sandor presented a motion to ask Hitchcock to come back with a redesign of the original option design, without the fountain, to meet more with the Committee's budget, and to not select either the first or second option designs. Mr. Banke seconded the motion; a vote was taken and the motion passed unanimously. Mr. Wetzel asked Hitchcock to come back with a design eliminating some of the trees and adding more grassy area. Chairman Cook asked that Hitchcock come back in with a revision of the original option designs with a budget closer to the $750,000. Mr. Hornig* said that, in his opinion, the biggest issue was how to make the park work with both ceremonial events and also as intimate space which would be the way the park would be for 51 weeks out of the year. Mr. Dreher suggested to the Committee that, since more funds are needed, he wondered how much a flagpole costs and the answer to that was about $5,000 each. He wondered if each of the clubs would be willing to donate the cost of one flagpole each to the Committee and it was agreed that was something to consider. • •• Hitchcock representatives indicated that they could get new design to the Committee for its consideration within the next two weeks. Mr. Dunne moved that a special meeting be scheduled in two weeks to have the opportunity to look at the redesign and get the project moving along. Mr. Banke seconded the motion and, after a vote, the motion was passed unanimously. A meeting was scheduled for Wednesday, March 5, 2008, 5:30 p.m., at the River Room of the Gail Borden Library. E. Committee Reports. Large Contributions: There was no report on this matter. Plaques and Bricks: Mr. Sandor had a suggestion regarding fundraising and thought it was something that the Committee might want to consider. He was concerned that,based on the situation with choosing the design, the Committee will not have time to actually sell bricks and/or plaques for the park. He had taken a trip to Scotland and visited a similar memorial there where they had a kiosk-like element to the park, with a"book of remembrance,"which was a digital touch screen type of thing which was perpetual and names could be continually added. Mr. Sandor felt that this was an option that the Committee may want to think about. Merchandising: There was no report on this matter. r F. Other Business. No other business was discussed at this meeting. G. Adjournment. A motion to adjourn was made by Mr. Banke and was seconded by Mr. Schnulle. The motion was passed unanimously. The meeting of the Veterans Memorial Park Committee was adjourned at 6:30 p.m. Respectfully submitted, 0(MkOW6c Sandra L. Kolba Recording Secretary Community Development Group Date Approved: *and/or Mr. Underwood VETERANS MEMORIAL PARK COMMITTEE Wednesday, January 16, 2008 MINUTES A. Call to Order. The meeting of the Veterans Memorial Park Committee was called to order by Mr. Cook at 5:30 p.m. in the Pioneer Room of the Centre. B. Roll Call. Members Present: Jack Cook, Gene Banke, Rich Dunne, Wally Porter, Gordon Schnulle, Tom Schmidt,Wally Wetzel, and John Walters. Ex-Officio Members Present: Mike Millikan. Members Absent: Art Richoz, Jerry Deering, Tom Sandor, and Carole Medal and/or Denise Raleigh. Ex-Officio Members Absent: Cheri Murphy and Sue Olafson. Others Present: Bill Dreher and Christopher Cundiff. C. Approval of Minutes. A motion to approve the December 19, 2007, minutes of the Veterans Memorial Park Committee was made by Mr. Schmidt and seconded by Mr. Banke. The motion was unanimously passed. D. Status of Veteran's Memorial Park Mr. Millikan reported to the Committee that the City will go to City Council next week regarding the hiring of the Hitchcock Design Group. Hitchcock will be working with Shales Construction (the same companies that worked on the Library and the riverfront) and are planning to meet in February. Mr. Millikan indicated that he and Mr. Deering will attend that meeting and will explain the design and how the Committee came up with it. Mr. Millikan added that Hitchcock will be sure that the library design will flow into our design. It is Hitchcock's hope to have a design for the Committee to look at by mid- February. After Mr. Millikan's status report, Mr. Cook opened the floor for discussion and/or questions. Mr. Schnulle asked Mr. Cundiff if Hitchcock had contacted him yet and Mr. Cundiff indicated he had not yet heard from anyone and Mr. Banke followed by asking how Mr. Cundiff would fit in to the designing of the new park? Mr. Millikan told the Committee that Mr. Cundiff would not be contacted until after Hitchcock was officially hired but that Hitchcock is aware that it needs to contact Mr. Cundiff at that time. Mr. Cundiff wondered if there would be any alterations based on the new site and Mr. Millikan responded that the design would be in a row, rather than a triangle, with the three circles. Mr. Cook indicated that, as long as the three components are included, it shouldn't matter how the park is designed. Mr. Cundiff asked for details regarding the size of the new site and wondered whether he should revise his concept design. Mr. Wetzel indicated that, although Mr. Cundiff was the original designer of the park, Hitchcock has qualified people who know what can fit into the space and that the Committee should continue to rely upon the professionals and not nit-pick the new design. It was agreed by the Committee members that Mr. Cundiff would represent the Veterans Memorial Park Committee when it comes to input on the new design because he knows what elements the Committee wants incorporated in the park. Mr. Millikan told the Committee that the Veterans Memorial Park fund now has $750,000 available once the City added an additional $250,000 to the fund after the first of the year. Mr. Wetzel asked if an amount had yet been established as far as the cost of the project and Mr. Millikan indicated that the amount would not be available until after the design was finalized. Mr. Cook wondered if the Committee would visually see the new design so that the Committee can start thinking about fundraising. It was Mr. Millikan's hope that the design would be available for the Committee's February meeting but suggested that, if the design wasn't ready by the time of the meeting, the Committee may want to set a replacement or second meeting in February. Mr. Cook agreed that the Committee should be flexible and coordinate its February meeting with the design company. Mr. Millikan indicated that as soon as the City Council approves Hitchcock he will put a meeting together. E. Committee Reports. Large Contributions: There was no report on this matter. Plaques and Bricks: Mr. Schmidt asked if the bricks were still part of the new design and, if so, would the bricks be on walls or on the ground as a walking feature? Mr. Millikan told the Committee that Hitchcock has been informed about the bricks and plaques and will incorporate that in its design. Mr. Cook asked Mr. Schmidt if he would like to be added to the Plaques and Bricks Committee and he indicated he would. Merchandising: Mr. Dunne indicated that he had hoped that Ms. Olafson would have come to the meeting to discuss the shirt marketing. Ideas were batted around as far as how to market the shirts, i.e., advertise on the City's website, advertise in the newspaper and/or put a blurb in free section of the newspaper; advertise on Channel 17; sell at various Veterans' organizations, etc. Mr. Cook indicated that he would ask Ms. Olafson and Ms. Murphy to come to our next meeting. A motion was made by Mr. Wetzel, and seconded by Mr. Banke, for Mr. Dunne to start marketing of the shirts. The motion was passed unanimously. r F. Other Business. Mr. Cook told the Committee that Mr. Richoz's wife, Elinor, had fallen and broken her hip and that she was currently in the hospital. G. Adjournment. A motion to adjourn was made by Mr. Banke and was seconded by Mr. Schnulle. The motion was passed unanimously. The meeting of the Veterans Memorial Park Committee was adjourned at 6:00 p.m. Resit-ctfully submitted, "andra L. Kolba Recording Secretary Community Development Group Date Approved: , -.1 sa r r