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97-74 Resolution No. 97-74 RESOLUTION ACCEPTING THE FINAL REPORT OF THE CHANNING YMCA COMMUNITY DEVELOPMENT BLOCK GRANT TASK FORCE WHEREAS, the City Council authorized the formation of the Channing YMCA Community Development Block Grant Task Force to oversee facility repairs at the Channing YMCA and foster cooperative relationships between the YMCA, City Parks and Recreation Department, Boys and Girls Club and Salvation Army; and WHEREAS, the Channing YMCA Community Development Block grant Task Force submitted its final report dated February 5, 1997 . NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that it hereby accepts the final report of the Channing YMCA Community Development Block Grant Task Force dated February 5, 1997 . s/ Kevin Kelly Kevin Kelly, Mayor Presented: March 12, 1997 Adopted: March 12, 1997 Omnibus Vote: Yeas 7 Nays 0 Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk . OF Et Agenda Item No. City of Elgin yn-ygrfolt$ February 20, 1997 TO: Mayor and Members of the City Council FROM: Robert O. Malm, Interim City Manager SUBJECT: Channing YMCA CDBG Task Force Report PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information regarding the Channing YMCA CDBG Task Force Final Report. BACKGROUND In March of 1996, the Mayor and City Council approved $300, 000 of CDBG funding for the Channing YMCA. The funds were de- r. signed for heating and air conditioning repairs, boiler replacement, and asbestos removal . Moreover, $44,000 of riverboat proceeds was appropriated for the remodeling of the building lobby. The Channing YMCA Board contributed $44 , 000 towards the men' s fitness center improvements including a new whirlpool and deck, carpeting, and painting. A Task Force was appointed to oversee the facility repairs and help foster cooperative relationships between the YMCA, City Parks and Recreation Department, Boys and Girls Club and Salvation Army. The Task Force established a subcommittee of representatives from the participating agencies to implement a cooperative partnership. The subcommittee met monthly from April through December to coordinate programs, schedule facility use, discuss project updates and other facility issues . The subcommittee presented its annual report to the Task Force on February 5 . The Task Force requested the annual report be distributed to the Mayor and members of the City Council . The attached information packet includes the subcommittee' s annual report and the original Task Force proposal . COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED '` Channing YMCA CDBG Task Force. Channing YMCA CDBG Task Force Report February 20, 1997 Page 2 I FINANCIAL IMPACT None. LEGAL IMPACT None. ALTERNATIVES None. RECOMMENDATION The attached information from the Channing YMCA CDBG Task Force is presented for City Council consideration. Respectfully submitted, Monica Bates & Recreation Director Rob O. Malm Int rim City Manager mb Attachment 4") CHANNING YMCA CDBG TASK FORCE REPORT INDEX A. Task Force Member List B. Subcommittee Annual Report C. CDBG Proposal D. CDBG Grant Program Guidelines E. Committee Monthly Meeting Minutes r INDEX ITEM "A" YMCA Task Force Member List: Terry Gavin, Co-Chair Bob Gilliam, Co-Chair Mike Bailey Rev. David Peck Carol Elias Steven Rauschenberger Louise Steinway John Regan Monica Bates Bob Schrieber Maria Cumpata Robert Schumacher Wayne Carlstedt John Shales Pat Nelson Stuart Wasilowski Joel Perez William Weir Larry Sowell Len Winner Jim Allen Herman Born Harry Blizzard Helen Hoffer Catherine Bork William Lovell Sam Boytor Ina Dews Donna Burnidge Luis Cabrera Jeff Burns Ken Moran Joe Butler Guy Eisenhuth Charles Cassell Rev. James Marks Elizabeth Clarke Judge Wiley Edmonson Sarah Clements Peggy Kirby David DeLaFuente Gail Patzygnat Brian Frank Steve O'Mara Curt Frank Barrett O'Connor Ralph Hardy Larry Narum Bud Heimberg Scott McGrath Elizabeth Hoeft Bill Lauderdale Doug Jones Clarence LaBar Al Kirkland, Jr. Vicki Kirkland TASKFRCL. IST/TEXT081/YMCA (ow INDEX ITEM 1s" CHANNING YMCA CDBG TASK FORCE SUBCOMMITTEE ANNUAL REPORT PRESENTED FEBRUARY 5, 1997 I. SUBCOMMITTEE MEMBERS: Monica Bates, Director/Elgin Parks and Recreation Wayne Carlstedt, Program Supv. /Elgin Parks and Recreation Maria Cumpata, Recreation Supt. /Elgin Parks and Recreation Tom Lee, Program Supv. /Channing YMCA Marita Manning, Assistant Executive Director/YWCA Pat Nelson, Executive Director/Channing YMCA Joel Perez, Gang Interv. Supv. /Elgin Parks and Recreation Larry Sowell, Executive Director/Elgin Boys and Girls Club II . TASK FORCE AND SUBCOMMITTEE MEETING DATES: 03/12/96 Task Force meeting 03/28/96 Task Force meeting 04/02/96 Subcommittee meeting (complete Council proposal) 05/15/96 Subcommittee meeting (organizing meeting) 06/05/96 Subcommittee meeting* 07/10/96 Subcommittee meeting* 08/15/96 Subcommittee meeting* 09/12/96 Subcommittee meeting* 11/20/96 Subcommittee meeting* 12/11/96 Subcommittee meeting (annual report coordination) 02/05/97 Task Force meeting (present annual report) * Meeting minutes attached III. INFRASTRUCTURE REPAIRS: Three infrastructure improvement projects were coordinated in 1996 through a combination of City and Channing YMCA funding sources; a. Mechanical Repairs- $300 , 000 was dedicated from Community Development Block Grant funds through the City Council in March and the funding available July 31, 1996 . Four major improvement components encompass these Phase I repairs : Air handling system improvements, plumbing repairs, pool repairs and asbestos abatement for the areas disturbed. Currently, the architect has presented the construction bid specifications for review by staff and the YMCA with the anticipated bidding in January, project award in February, construction start in March and r°'' project completion in June. Channing YMCA Task Force Subcommittee Annual Report page 3 . 47) * The counter cabinets are a special order item and will not be available until February. To reduce the amount of time the lobby will be under construction, the demolition will begin when the cabinets arrive. Financial : Source: City Riverboat Fund Budget: $44, 000 Encumbered: $33,390 Remaining: $10, 610* * The YMCA has requested to utilize the remaining funds to purchase a computer system for the counter that will enable them to perform data tracking and other functions . It was determined that this was not the subcommittees authority and that the current project must first be completed with all accounting closed out and then the request for the remaining funds at that point should be taken to the Task Force for approval and recommendation back to the City Council for approval . c. Men's Fitness Center Improvements- The YMCA originally dedicated $44 , 000 toward improvements for the men ' s fitness 4111) center. These improvements included a new whirlpool and deck, carpeting, and painting. This project was completed in December, 1996 . Schedule: 06/96 Whirlpool and carpeting bids out 07/96 Whirlpool and carpeting work began 08/96 Carpeting complete Painting and lighting bids out 09/96 Painting and lighting complete 12/96 Whirlpool/Project complete Financial : Source: YMCA Budget: $42,000 Expenditures : $45,500 Remaining: . ($3,500) * * Additional costs for new decking. sq) • • Channing YMCA Task Force Subcommittee Annual Report page 5 . d. Surveys- The City' s Parks and Recreation Department created a two-sided survey card that rated the specific program being offered as well as the facility. These survey cards were • used primarily for classes held at the Channing facility through the Parks and Recreation Department. Out of 78 cards distributed to program participants, approximately 30 were returned. The majority of participants rated the cleanliness of the building and the service satisfactory and the staff helpful . VI . SUPERVISION: The increase in program offerings had a positive effect on the overall supervision of the facility with the additional staff throughout the building. The following are additional highlights : a. YMCA Staff- See attached report from Pat Nelson. b. Parks and Recreation Department Staff- The program staff elm, has not yet established offices at the Channing YMCA. This space has been made available and will be utilized if the programming level at the facility deems this necessary. VII. SAFETY: See attached report from Pat Nelson. - � °v I-i :E IA 'l•t v}:` , r J i J a J V a Post-ft brand tax t(aosmittal memo 7671 -To fri :. • c bept. Phtino-ti_ M E M O /i 'Fax.R FaX TO: Monica Bates FROM: Patrick Nelson DATE January 17, 1997 RE: Relationship Progress Report Summary: From the YMCA's perspective the past year has been very good and overall positive. The YMCA facilities have been used by many participants (youth) who have enjoyed themselves in a variety of activities. The groups using the Y have been the Boys and Girls Club of Elgin, City Recreation Department, and a group referred to as Glenn's Angels (letter enclosed). There have been a few complaints about crowding at certain times of the day, but overall not significant The collaborative relatic•ri=hip we feel has been very good. Statements related to specific points are as follows: A. Data Tracking: We hey:: -rse ached several computer systems that would track attendance and allow us to match financial information of participants with that attendance. The pr i.e ,3nge has been 58,000 to S20.0OO depending on the sophistication. Purchase, which was not in our budget or financial ability last year, and implementation would have taken several more months only allowing us to have about 1 to 2 months of statistics. Our commitment this year is to obtain the tracking system and data for any CDBG funds requested in 1998 process. a Commuru_Y Relationship In February 1996 we established our YMCA's corporate goals for the next five years. One of those goals 'working in partnership with city, businesses, and orbs, service agencies to achieve efficiency in the use of existing and future community resources"_ This past year has been excellent at laying the foundation for this goal to be achieved. Our objective this year, as well as last year, is to continue our relationship with the- city and other service o anizations. Woridng zogether has shown us all the ireipnrtance of each agency and that the sharing of resources benefits a ,,a cat runny youth in our commun,.y C. Supervision: As part of the City/YMCA relationship there were expressed concerns regarding supervision. From mid March through mid lucre we added two facility supervisors (one for the game toont and one hi the gym) to work and patrol weekday evenings. This effectively decreased the problems and the complaints we were receiving. Also we added an attendant that worked evenings circulating the locker • rooms. This has been rnainEanted through the present tiine. An extra custodian has also been hired and works primarily in the. locker rooms keeping them clean and picked up. 7400 ��REATEF.' ELGIN AREA YMCA 006 P01 1557-01-17 1 4 : 5'� 70'3 ELGIN POLICE DEPARTMENT CHARLES A. t RU3Ek rim- I I I1C)Ui LA5 nv ENUE 1'u!' r c).'r/ El(AN. ILLINOIS i,01=!f->Su.� ��'' FAX 347 3V-2:51) a December 31, 1996 Pat Nelson YMCA President Iii N. Charming St. Elgin, IL 60120 Dear Mr. Nelson, 1 would like to express my sincere appreciation to you and your entire staff for all of the assistance given in providing facility space and backirle for the --Glenn's Angels" neighborhood team. When the call for help was put out in the Historic District for facility space, the YMCA immediately stepped forward and opened it's doors to the group. Your staff's assistance was exemplary in manipulating the facility schedule in order to meet our needs. Combined efforts such as these, linking city staff with YMCA support and neighborhood volunteerism in support of those youth who choose not to be involved in gangs and drugs is a sound investment in the future of our neighborhood. Without the YMCA this successful and motivated team would have had no option but to disband and the more than fifty children who make up the group would nor have been able to reap the benefits of positive community support. Programs of this nature are not uncommon, but to find one that can continue to operate with absolutely no budget is a wonderful attestment to the value we place on youth in the city of Elgin. On behalf of all of "GIenn's Angels", a sincere thank-you to you and your staff Sincerely, CHARLES A. GRUBER CHIEF OF POLICE ic. Glenn TheriauIr r storic District Resident Officer aau);e fl 11 ILL , 44) December 23, 1996 • To: Monica Bates, Parks and Recreation Director From: Maria Cumpata, Recreation & Facilities Superintendent Subject: Channing YMCA Facility Programming Recreational program expansion has been made possible at the Channing YMCA through a cooperative effort by both agencies . It was originally anticipated that we would be able to move a number of existing programs that are held at the Lords Park pavilion or outside rental facilities to the Channing YMCA. Instead of relocating programs, what we actually did was expand our offerings by creating new programs . Attached you will find a list of programs that were offered in the summer, fall and winter sessions at the Channing facility. Listed with each program is the age group that was targeted with the program as well- as the total enrollment of the class or if the class was cancelled. 47) , Also included is a description and evaluation of the current programming that is being done with the Elgin Future Leaders . This is a cooperative program that has been run for the past two years by the Parks and Recreation Department and the YMCA. Expanded programming of this sort will continue as we begin to plan our spring session of programs . Another area that had been previously discussed was office space available for the Parks and Recreation Department ' s Youth and Teen Program Supervisor as well as the department' s Gang Intervention Program Supervisor. Although this space has not yet been utilized it is available at the Channing facility. 44) Page 3 . *Prep Basketball League 9/29-12/22, Sundays 12noon-8 : 00pm Teens Cancelled *Fantasy Football 8/25-12/22, Sundays Time Varies Teens Cancelled *Little Quarterbacks 9/13-12/6 , Fridays 10 : 30am-12noon Preschool 17 participants Winter *Little Kickers 1/6-4/4 , Mon, Sat 10:30am-l2noon rft. Preschool *Little Dribblers 1/8-4/9, Wednesdays 10 :30am-12noon Preschool *Little Slapshots 1/10-4/4, Fridays 11: 15am-12noon Preschool *Prep Basketball League 1/19-3/5, Sundays 12noon-8 : 00pm Teens *Country Line Dance 1/5-3/5, Tuesdays 7:00-8: OOpm Adults Attachments FACLTYPR.OGR?TEXT081/YMCA <c 4•OF Eto G ' City of Elgin Memorandum 9nG*ArEpvt%�` 41, December 23, 1996 TO: Maria Cumpata, Superintendent of Recreation FROM: Wayne Carlstedt, Youth and Teen Coordinator RE: Elgin Future Leaders Progress Report, 1996-1997 PROGRAM DEVELOPMENT- There were 17 members of the Elgin Future Leaders Club during the 1995-1996 school year. All of the members were the recipients of awards given by the Excellence in Elgin Committee during the Honoring Elgin's Youth Rally on July 27, 1996. The members were nominated for these awards for their outstanding work academically as well as within their community. This year, there are 38 members of the Future Leaders Club. All of the members were chosen by the principals of their schools. The principals of each school, K-12, were notified by letter requesting two nominations from each school to participate in this program. In these letters, a description of the program was provided and the response of the principals was overwhelming. The Future Leaders meet every other Wednesday at 7:00 p.m. at the Charming YMCA. PROGRAM CONTENT- The first meeting of the 1996-1997 Elgin Future Leaders was held on October 16, 1996. At this meeting, we held elections for the officers of the club and the City of Elgin Parks and Recreation Board Representatives. Elections were held for the position of president, vice president, secretary and treasurer as well as for the Parks and Recreation Board Representatives. The members were provided time to give speeches on why they wanted to be elected to an officer position. We then had a written vote for each officer position, and the officers were then elected. During the bi-monthly meetings, the president performs the duties of presenting a written agenda which includes an invocation, approval of minutes, old business, new business as well as a report of the treasury. During the meetings we discuss possible public service projects that are feasible. On November 27, 1996, we held a food drive which yielded six complete Thanksgiving dinners for local needy families. December 11, 1996, the Future Leaders members sang songs and brought Christmas cookies for the enjoyment of residents of the Bowes Retirement Home. We are currently in the process of planning the INDEX ITEM I:" f CHANNING YMCA CDBG PROPOSAL INFRASTRUCTURE REPAIRS: A total of $462 , 190 has been targeted as Priority #1 improvements to the buildings infrastructure including mechanical, electrical and plumbing. The priority need of these items is based on their outliving their expected useful life and therefore, the systems are inefficient and costly to operate and maintain. Infrastructure Repairs recommended are as follows : Mechanical/Plumbing Repairs- $243, 600 Itemized breakdown included on pages 94 & 95 of the YMCA Facility Assessment produced by Burnidge Cassell Associates . Electrical Repairs- $ 89 , 750 Fire alarm system replacement $85, 000 Additional exit lighting $ 4 , 750 10% Contingency- $ 33, 340 For above mechanical, plumbing and electrical repairs . Architectural Engineering Fees- $ 36 , 670 For above mechanical, plumbing and electrical repairs with 10% contingency. Asbestos Abatement- $ 58, 830 Itemized breakdown included on pages 99 - 100 of the YMCA Facility Assessment produced by Burnidge Cassell Associates . 10% contingency included in estimate. Note: A general breakdown of the above Phase I improvements is included in the attached 3/19/96 letter from Burnidge Cassell Associates under "Phase 1 -Estimate" . Benefit- The benefits to moving forward with the above infrastructure repairs are: to reduce the operational and maintenance costs burdening the YMCA budget through maintaining inadequate boiler and air handling systems; replacing these systems will essentially give the YMCA mechanical systems a new life; the new systems will be considerably more efficient to circulate heating and air conditioning to current areas of the building that are too far from the boiler and furnace room to be effectively serviced. Although these infrastructure repairs are not items that users of the facility can touch or see, they do effect the comfort level of the users . Improving the air and water temperature of the building will improve user satisfaction, reduce user complaints, and hopefully, have a positive effect on membership recruitment. Channing YMCA CDBG Proposal page 3 . Channing YMCA have been targeted for a concentrated programming effort, such as weekdays from 8 : 00 am. - 3 : 00 pm. and weekend evenings . Elgin Parks and Recreation Department- Because of the lack of city-owned recreation facilities, the department rents space at school district buildings, the YMCA' s, the YWCA, and the Izaak Walton League. To expand the program offerings at the Channing YMCA, several options may be considered: *Relocate Existing Programs- Several of the Parks and Recreation department's existing programs held in the above mentioned facilities could be moved to the Channing YMCA. For example, Wee Folks or Pre-K are preschool programs currently held at the Izaak Walton League building during weekday hours that could be moved to the Channing YMCA. This would save $300/month in rental costs to the City ($2, 700 annually; 9 month program) . Toddlers Only, Toddlers Playtime, Bouncing Babies, Kid Rock, Dancing To Disney and Parent-N-Tot Funtime are all preschool programs held at the Lords Park Pavilion during weekday hours . 44) This would not produce any financial savings to the City; however, this would increase the programming of weekday hours at . the Channing YMCA and would open-up more programming time at the Lords Park Pavilion for rentals and more adult and senior programming by the Recreation Division, thus the possibility of increased revenue to the City. *Expanded Senior Programming- A programming area that the department has not been able to tap into yet is that of seniors, due to the lack of daytime facilities available. Again, with the "down time" of the Channing YMCA being during the day, this is a wonderful opportunity to utilize the facility for a senior center type atmosphere. (Fitness programs such as water walking, lap swimming, etc. in the pool; cooking or hobby classes in a multipurpose room; fitness programs in the gyms and fitness center; and movies or lecture series could be offered. ) The opportunities are endless with today' s young seniors that want to stay active and involved. *Teen Programming- Youth and teens are already visiting the Channing YMCA and the Parks and Recreation Department cosponsors the Elgin/YMCA Future Leaders youth & teen group. Several successful cooperative programs have already been initiated this year such as a Friday night teen dance. Programs will be expanded for after school, evenings and weekend activities such 44) as a supervised, membership Teen Club, that will work with staff to coordinate activities, events , trips, etc . Also, more supervised register and drop-in programs will be coordinated. rft. Channing YMCA CDBG Proposal page 5 . Visitor Day Pass- For guests that only visit the building once or attend registered classes occasionally will receive a visitor day pass to attend programs . Those registered for a program will receive pass free of charge. Persons visiting drop in programs will be charged a daily fee rate of $5, $7 or $10 for student, youth and adult respectively. Sign In- Upon entering the building, all visitors will sign in to track the type of use the facility is receiving and on what days and at what times use is occurring. All drop-in users will be asked for their name and address to track those users as well . Surveys- Questionnaires will be distributed to all program participants, membership holders , and drop-in users as well as always being available at the front counter to rate building, staff and programs . SUPERVISION: eft. The increase in programming will have a positive effect on the supervision with the additional program staff and participants in the building. YMCA Staff- Currently, the YMCA staff is not at full capacity; Pat Nelson, the Elgin Area YMCA Executive Director is also acting as the Channing YMCA Branch Director; and two Program Director positions are vacant . In the next month, the two vacant Program Director positions will be filled. This staffing will allow the YMCA staff to focus on their programming and participant supervision efforts as well as work with the Parks and Recreation Department staff to establish additional cooperative programs . Building Attendant- A part time staff person is proposed to act as a building attendant to serve as an escort for youth and teens who are not accompanied by an adult to get the their program area. Also, this person would monitor the hallways, locker rooms, and program areas . Of course, this person would not be able to be everywhere in the building at once, but the added presence would be helpful . Parks and Recreation Department Staff- As mentioned in the "Programming" section above, the Parks and Recreation Department can house two of its Recreation Program Supervisors at the rm. Channing YMCA (Youth/Teen Supv. and Gang Intervention Supv. ) . ‘t,_/1° BOYS AND GIRLS CLUBS 355 Dundee Ave. Of Elgin Elgin, IL 60120 (708) 742-3996 Larry Sowell Executive Director BOYS AND GIRLS CLUBS OF ELGIN PROGRAM PROPOSAL (YMCA) FALL AND WINTER SCHEDULE (SEPT. THROUGH MAY) TUESDAY - 4: 00 P.M. - 6 : 30 P .M. - GYM - 2 . 5 HRS. WEDNESDAY - 4: 00 P.M. - 6: 30 P.M. - GYM - 2 . 5 HRS. THURSDAY - 4: 00 P.M. - 6: 30 P.M. - GYM - 2 . 5 HRS. FRIDAY - 4 : 00 P.M. - 6: 30 P.M. - GYM 2 . 5 HRS. TOTAL 10 HRS. PER WEEK. SUMMER SCHEDULE (JUNE THROUGH AUGUST) MONDAY - 11 : 30 A.M. - 1 : 30 P.M. (GYM) 1 : 30 P.M. -3 : 30 p.m ( SWIMMING)- 4 . 0 HRS. TUESDAY - 12 : 30 P.M. -2 : 30 P.M. - GYM - 2 .0 HRS. 4144) THURSDAY - 11 : 30 A.M. - 1 : 30 P.M (GYM) 1 : 30 P.M.- 3 : 30 P.M. (SWIMMING) 4. 0 HRS. TOTAL 10 HRS. PER WEEK. NOTE: SCHEDULE IS BASED ON 40 HOURS PER MONTH. CONCERNS: CLUB CURRENTLY HAS NO FUNDS AVAILABLE TO COVER LIFEGUARD COSTS FOR FY ' 96 . Ai) " A Positive Place For Kids" R-25 96 14:51 FRUM:000EAGriItJ 70 89316790 INDEX ITEM "D" March 25 , 1996 MEMORANDUM TO: Members of the YMCA Task Force FROM: Elgin Planning Department SUBJECT: 1996 Community Development Block Grant Program and the YMCA Purpose : To provide the members of the YMCA with information regarding the Community Development Block Grant Program, eligibility criteria for the Channing YMCA and financial constraints based upon the preceding considerations . I . Community Development Block Grant (CDBG) and General Eligibility for Funding: Although a variety of activities and projects may be undertaken with CDBG funds any activity, except administration and planning, must meet one of two national objectives . The two national objectives are: ( 1) Primary benefit to low and moderate income persons ( a minimum of 70% of the grant must benefit low and moderate income persons ) . ( 2 ) Elimination of slums and blighting influences ( a maximum of 30% of the grant may be used under this national objective) . A. Primary benefit to low and moderate income persons may be achieved as follows : 1 . Area Benefit - The service area of the proposed project has a population of at least 51% low and moderate income and the benefits of the proposed project are - —ave-i-ka-blee- 11--tho r-ec idcnts of the s-er-v- e- area_ 2 . Limited Clientele - The proposed project benefits are limited to a clientele of which at least 51% are low and moderate income . The activity may document benefit by: R-25 96 .1:51 FROM:CODEADnIN 7989316759 TO:728 9=1 b144 PAGE:04 A") corporate limits and that within the corporate limits members are from many parts of the community. Therefore, this analysis failed to demonstrate low and moderate income benefit . 2 . National Park Service Standards were used to determine a service area for the facility as if it were city operated . The standard of 15, 000 population per recreational center was utilized. This second analysis provided documentation for an area benefit of 55%, if the facility was publicly owned and the service area publicly defined . Under CDBG regulations acquisition of real property may be in whole or in part by purchase, long term lease ( 15 years) , donation or otherwise for an eligible public purpose. Aid in the Prevention of Blight; 1 . The work proposed for funding contained work items that would eliminate specific conditions detrimental to health and safety. Therefore, as a result of the preceding analysis, it became Allit evident that there were two means to achieve eligibility for the Channing YMCA proposal under CDBG regulations . The two means were: 1 . To qualify for the greatest flexibility in the use of funds and the least administrative complexity ( for CDBG) , the facility would need to be city owned and operated with a focus and benefit to the adjacent low and moderate income neighborhoods; or 2 . To qualify for a the maximum of 30% of the total CDBG grant allocation the proposed work would be eligible as elimination of specific conditions detrimental to health and safety. Therefore, a recommendation for $617 , 000 in CDBG funding resulted in a recommendation for city ownership. One additional comment - it would appear that in the future the Channing YMCA might be able to qualify as having low and moderate income benefit if record keeping procedures are instituted that would quantify facility useage and the addresses of the facility users . This record keeping would extend to youth who "drop in" as well as regular program participants . Absent improved record keeping, it would appear that CDBG funds may only be used for Aq) building -improvements that are related to code deficiencies . ---,,x, ,ngmv w7i4nnOCD . BG/CDBG . 96/AGENDAS . 96 INDEX ITEM "E" CDBG YMCA Committee Monthly Meeting Minutes; June 5, 1996 Attendees : Monica Bates, Elgin Parks and Recreation Maria Prehm, Elgin Parks and Recreation Pat Nelson, Channing YMCA Marita Manning, Elgin Boys and Girls Club Larry Sowell, Elgin Boys and Girls Club Tom Lee, Channing YMCA Group reviewed elements of CDBG proposal and discussed: * Infrastructure/Aesthetic Repairs- Pat Nelson gave an update on the YMCA fitness center renovations . Work is in progress and should be completed by the end of the summer at an estimated cost of $42, 000 . Monica said she would call Burnidge Cassell Associates to get a price quote and proposal for the $44, 000 lobby renovation project, since they were the firm that did the facility assessment. Pat Nelson asked about the schedule for the CDBG project for mechanical improvements . Monica said Pat Andrews was in the process of writing the bidding specifications to hire an architect and funds ( $300, 000) would not be released until the end of July. Project would not be underway until fall . Monica said she would get an update from Pat Andrews on the schedule. * Programming- Maria provided Pat Nelson with a proposal of preliminary Parks and Recreation programs for the fall to be held in the YMCA. Cooperative summer programs are underway. Larry noted that the Boys and Girls Club would be bringing a group of kids to the YMCA for 10 hours per week to use the pool and the gym to begin this week. Pat Nelson noted that the Salvation Army was offered building time as well but has not yet responded. Maria and Pat Nelson agreed to meet before the next committee meeting to finalize programming. * Miscellaneous- Maria asked if office space would be available for Parks and Recreation staff who would be working in the building. Pat Nelson said that the space would be made available he would also look into providing a desk, chair, etc . * Data Tracking- Considerable discussion was held on the data tracking requirements for CDBG funding. Pat Nelson said his staff was working on a system to acquire information from daily facility visitors . Maria will be providing a survey card to be used for program participants . Larry will provide data regarding his participants, building usage, etc . from Boys and Girls Club. * Next meeting scheduled for July 10 at the YMCA. cc: CDBG YMCA Task Force CDBG YMCA Committee; July Meeting Minutes 47) page 2 . * Office Space- Discussion was held on office space being provided to a Parks and Recreation program staff person in the fall . Pat Nelson confirmed that this could be arranged at any time. • * Data Tracking- Considerable discussion was held on data tracking. Maria will create an evaluation card for program participants and facility visitors . Pat Nelson will prepare a survey/evaluation form to be used at the front counter at the YMCA. Pat Nelson will also determine a method to track users of the facility (i .e. , membership, facility use, user ages, etc. ) . The Boys and Girls Club will keep their own data tracking for the youth they are bringing over to the facility. The Parks and Recreation Department will also keep data on the participants in any programs held at the YMCA. It was agreed that all of the systems be put in place as soon as possible to acquire adequate data for 1996 . * Next meeting scheduled for August 15 at the YMCA. cc: CDBG YMCA Task Force CDBG YMCA Committee; August Meeting Minutes page 2 . raised his request to use the YMCA for gym and pool time this coming fall and winter. He will work with the Maria and Wayne to provide Pat Nelson with a schedule of request . * Transportation- Considerable discussion was held • regarding transportation opportunities for cooperative programming. The Parks and Recreation Department has one - fifteen passenger van that is utilized by other city departments , Jayne Shover Easter Seals, Boys and Girls Club, Elgin Sharks and Elgin Recreation Center therefore, already heavily used. Pat Nelson said the YMCA has two buses and he would be open to looking at cooperative use. He will check with his insurance company as to possibility and Maria will check with the City as to contributing vehicle maintenance and City insurance as well as full time recreation staff to acquire CDL to drive bus (possibly Joel and Wayne) . Another option was discussed to approach the United Way as to funding opportunities for a community bus to be shared by recreation agencies . If United Way provided purchasing funds the participating agencies would budget funds for gas and maintenance. Maria will check with Carol Geiske at the United Way on this program' s possibilities . * Data Tracking- Maria handed out copies of the evaluation card that will be used for all programs held in the YMCA through the Parks and Recreation Department for summer gymnastics and upcoming fall programs . The cards will also be placed at the front counter of the YMCA. Pat Nelson reported that the YMCA is currently tracking a total head count of daily facility users however, no system is in place to obtain data on facility use, user statistics ( i .e. , age, sex, address , income, etc. ) . The YMCA is investigating different computer systems for data tracking. Data will be available on the YMCA fitness memberships but not on daily users until a system is obtained. * Next meeting scheduled for September 12 at the YMCA. cc: CDBG YMCA Task Force (Pk • I Page 2 . * Data Tracking: This area is still problematic for the YMCA. Pat Nelson is in the process of meeting with various companies that specialize in tracking; however, these systems are very costly and it is not in the YMCA budget. Pat talked about seeking other sources for funding. Without additional funding or board approval to purchase a system such as this, this type of data would not be obtained. *Next meeting scheduled for October 31, 1 : 00 p.m. Channing YMCA. 47) CDBGCOMM.SEP/TEXT081/YMCA 47)