Committee of the Whole

Village of Brookfield Agenda Committee of the Whole Meeting Monday, August 25, 2025 @ 7:00 PM or Immediately Following Village Board Meeting Edward Barcal Hall 8820 Brookfield Avenue Brookfield, IL 60513 I. ROLL CALL II. REGULAR BUSINESS 1. Discussion of Ehlert Park Baseball Field #4 Field Renovation Project Proposed by Brookfield Little League Discussion of Ehlert Park Baseball Field #4 Field Renovation Project 2. Discussion of Next Action Steps Concerning the Acceptance of the Final Community Center Feasibility Study Discussion of Next Action Steps Concerning the Acceptance of the Final Community Center Feasibility Study III. PUBLIC COMMENT IV. EXECUTIVE SESSION V. ADJOURNMENT Page 1 of 20  Committee Item Memo Meeting Date: August 25, 2025 Staff Contact: Luke Gundersen, Director of Parks and Recreation Department: Parks and Recreation Subject: Discussion of Ehlert Park Baseball Field #4 Field Renovation Project Proposed by Brookfield Little League Background Information: Brookfield Little League and the Village have an affiliate agreement and Field 4 at Ehlert park is included in this agreement. This field has been used for Little league games and practices. Below is the image of the field in discussion. Brookfield Little League is proposing to skin the infield of Field #4 and to add 70' bases to the existing 60' bases to open up the availability for additional multi program use. Brookfield Little League is offering to completely finance the renovation cost for this project. A full scope of the project and the reasoning for the proposed changes to the field is detailed below. Page 2 of 20 Brookfield Little League: Brookfield Little League Proposed Alteration of Field 4 Plan: “Skin” infield of Ehlert Park Field 4 by removing all grass, leveling mound, and replacing with Ball Diamond Lime (all dirt infield) to create a more multi-use field. Renovation to be completely financed by Brookfield Little League. Purpose: With current configuration, field 4 is only viable for use by lower-level baseball leagues (Farm ages 7-8 and below). “Skinning” the field by removing the grass will make it a viable field for all three Brookfield little league main divisions; Baseball, Softball, and Challenger Program and for all ages in each division. Scope of Work: Remove existing infield grass and replace with Ball Diamond Lime mix, crowned at the center of the infield for proper drainage run off. Extend infield dirt 10’ into outfield and install 60’ and 70’ base anchors for higher levels of play (older divisions). Benefits of Project: To allow for baseball, softball, and our Challenger Program to utilize field 4. Scheduling games and practices is a challenge for our organization due to its size and popularity. Creating a field that can be utilized by all three divisions would be a great benefit for our scheduling coordinators, coaches, and especially our players. More specifically, our Challenger Program for individuals with physical and intellectual disabilities has doubled in size over the past two seasons. This has caused the need to play 2 games simultaneously at Field 5; one in the infield and one in the outfield, which is not ideal. Since field 4 is the only other field at Ehlert with an outfield fence enclosure and due to its proximity to field 5, it is uniquely positioned to be utilized as a second field during our Challenge Program games on Saturday mornings. Skinning field 4 will allow for this as well as use by softball and older baseball divisions. Cost Quotes for Renovation: 1. Molitor Athletic Fields - $20,366-$24,366 2. Sportsfields, Inc - $14,800 3. Midwest Athletic Fields LLC - $38,500 Recommendation(s): Staff recommends the Village Board determine if the Ehlert Park Field #4 Renovation Project should be approved or denied. Attachments: 2021-10R Affiliate Agreement with Brookfield Little League Page 3 of 20  RESOLUTION 2021 - 10R RESOLUTION TO APPROVE AND AUTHORIZE THE EXECUTION OF AN AFFILIATE AGREEMENT BY AND BETWEEN THE VILLAGE OF BROOKFIELD, ILLINOIS, AND THE BROOKFIELD NATIONAL LITTLE LEAGUE, INC. PASSED AND APPROVED BY THE PRESIDENT AND BOARD OF TRUSTEES THIS 22NDDAY OF FEBRUARY 2021 Page 4 of 20  - 10R RESOLUTION 2021 RESOLUTION TO APPROVE AND AUTHORIZE THE EXECUTION OF AN AFFILIATE AGREEMENT BY AND BETWEEN THE VILLAGE OF BROOKFIELD, ILLINOIS, AND THE BROOKFIELD NATIONAL LITTLE LEAGUE, INC. WHEREAS, the Village of Brookfield, Illinois (the “Village”) is authorized by Division 95 of the Illinois Municipal Code to dedicate and set apart for use as playgrounds or recreation centers any land or buildings which are owned or leased by the Village and are not dedicated or devoted to another and inconsistent public use and to establish, maintain and operate a recreation system in any public park of the Village or in any land or building dedicated or set apart by the municipality for use as a playground or recreation center; WHEREAS, the Village has established, maintains and operates a recreation system in the Village; WHEREAS, certain organizations desire to utilize the Village’s recreation facilities to provide recreation opportunities within the Village’s recreation system; WHEREAS, the Village, through its Parks and Recreation Department, recognizes that at times it is in the best interest of the community that the Village work with certain outside organizations in coordinating, integrating and consolidating the planning and provision of recreational facilities and programs when basic functions are Page 5 of 20 compatible and a public benefit may be derived; WHEREAS, through working relationships with outside organizations and joint  “Agreement") to set forth their respective responsibilities regarding the Affiliate’s use of the Village’s recreation facilities; and WHEREAS, the corporate authorities of the Village deem it desirable, necessary and in the best interest of the Village to enter into the Agreement by and between the Village and the Affiliate; NOW, THEREFORE, BE IT RESOLVED by the President and Board of Trustees of the Village of Brookfield, Cook County, Illinois, as follows: Section 1: The facts and statements contained in the preambles to this Resolution are found to be true and correct and are hereby adopted as part of this Resolution. Section 2: It is hereby determined that it is advisable, necessary and in the public interest that the Village enter into the Agreement with the Affiliate. The form, terms and provisions of the Agreement and the separate exhibits thereto as provided in the Agreement are hereby approved in substantially the form attached hereto as Exhibit “A,” with such insertions, omissions and changes as shall be approved by the Village President of the Village, the execution of such documents being conclusive evidence of such approval. Section 3: The officials, officers, employees and agents of the Village are authorized to take such actions and execute such documents as are necessary to carry Page 6 of 20  Section 4: This resolution shall take effect upon its passage by the corporate authorities of the Village and approval in pamphlet form. ADOPTED this 22“dday of February 2021 pursuant to a roll call vote as follows: Ayes: Trustees Gilhooley, Garvey, Kaluzny and President Ketchmark Nays: Trustees Cote, Conroy and LeClere Absent: None ABSTENTION: APPROVED by me this 22ndday of February 2021. Kit P. Ketchmark, President of the Village of Brookfield, Cook County, lllinois ATTESTED and filed in my office, this 22ndday of February 2021. Brigid Wleber, Clerk ofthe Village of Brookfield, Cook County, lllinois Page 7 of 20  Exhibit “A” AFFILIATE AGREEMENT BY AND BETWEEN THE VILLAGE OF BROOKFIELD, ILLINOIS, AND THE BROOKFIELD NATIONAL LITTLE LEAGUE, INC. Page 8 of 20  The Village has the right to deny any sponsorship agreement that may not be in the best interest of the Village. Upon execution of this Agreement, the Affiliate shall provide a list of the Affiliate's board members and of?cers, including said board members and of?cer's email addresses, residential addresses and telephone numbers. The Village will not utilize the contact list for solicitation or communication in non—affiliate matters. The Village will not share the contact list with any additional party. The Affiliate shall designate both an Affiliate liaison and alternate Af?liate liaison and, upon execution of this Agreement, provide said Affiliate liaison's and alternate Affiliate liaison‘s telephone numbers, email and other contact information to the Village. The Parks and Recreation Director shall designate a Village liaison to communicate with the Affiliate and will provide the necessary contact information to the Affiliate. Unless otherwise noti?ed by the Village, the Parks and Recreation liaisons shall be Andy Zontos, Department of Public Works Parks Foreman. Af?liates should be aware — that the office hours of the Village Liaison are from 7:00 am 3:00 pm, Monday through Friday. Calls made to liaisons after hours or on weekends may result in the Affiliate being billed for conducting business during non—officehours. The Affiliate agrees and understands that neither the Affiliate nor its officials, officers, members, employees or volunteers are entitled to any benefits or protections afforded employees or volunteers of the Village and are not bound by any obligations as employees of the Village. The Affiliate will not be covered under provisions of the unemployment compensation insurance of the Village of Brookfield or the workers’ compensation insurance and that any injury or property damage arising out of any Affiliate activity will be the Affiliate's sole responsibility and not the responsibility of the Village. Also, it is understood that the Affiliate is not protected as an employee or as a person acting as an agent or employee under the provisions of the general liability insurance of the Village and therefore, the Affiliate will be solely responsible for its own actions. The Village will in no way defend the Affiliate in matters of liability. Affiliate shall fully cooperate with any investigation conducted by or on behalf of the Village and/or Village of Brookfield. Failure to fully cooperate with any such investigation shall constitute a breach of Agreement and in the sole discretion of the Village, may result in revocation or suspension of any Affiliate privileges under this Page 9 of 20 Agreement  i. 11—143 (Promoting Prostitution), j. 1144.4 (Promoting JuvenileProstitution), k. 11~18 (Patronizing a Prostitute), 1. 11—20(Obscenity), m. 11—201 (Child Pornography), n. 11—21(Harmful Material), 0. 11-30 Public Indecency), p. 12—73 (Stalking), q. 12—74 (Aggravated Stalking), rt 12—75 (Cyberstalking), 5. 12-13 (now covered in 11-120), t. 12-14 (now covered in 11-130) , u. 12-141 (now covered in 11—140), v. 12—15(now covered in 11—150), and w. 12—16(now covered in 11—1.60),of the Illinois Criminal Code of 1961 or the Criminal Code of2012; (ii) Those de?ned in the Illinois Cannabis Control Act, except those de?ned in Sections: a. 4(a) (possession of not more than 2.5 grams of any substance containing cannabis), b. 4(b) (possession of more than 2.5 grams but not more than 10 grams of any substance containing cannabis), and c. 5(a) (manufacture, delivery, or possession with intent to deliver or Page 10 of 20 manufacture, cannabis not more than 1.5 grams of any substance cannabis) of that Act;  (v) Any offense committed or attempted in any other state or against the laws of the United States, which, if committed or attempted in this State, would have been punishable as one or more ofthe foregoing offenses. (vi) Further, the Affiliate shall not employ a person who has been found to be the perpetrator of sexual or physical abuse of any minor under 18 years of age pursuant to proceedings under Article II ofthe JuvenileCourt Act of 1987 [705 lLCS 405/2-2, Abused, Neglected or Dependent Minors). The Affiliate shall not retain as an employee or volunteer any person for whom a criminal background investigation has not been initiated. 18. The Affiliate agrees to cross—reference all coaches, managers, staff, employees and volunteers with the state and/ or local Child Offender Database. 19. The Af?liate understands and agrees that it is solely responsible for determining whether any staff, employee, or volunteer is qualified and suitable for any Affiliate position and/or activity and that the Village is not responsible for any hiring or retention decision. 20. The Affiliate will adhere to the Americans with Disabilities Act ("ADA")and shall make reasonable accommodation for all individuals with disabilities. 21. The Af?liate shall base employment, volunteer, and participation criteria upon personal capabilities and quali?cations without discrimination because of race, color, religion, sexual orientation, sex (except as an appropriate division for athletics programming), national origin, age [except as an appropriate division of programming levels for youth athletics programming), marital status, or any other protected characteristic as established by law. 22. Affiliate shall comply with all other applicable codes, laws, ordinances and regulations of the Village of Brookfield, Cook County, the State of lllinois, and Federal Government, which includes the operation of any concession stand. Page 11 of 20 II. Facility Use 1. Affiliate shall provide all best estimate schedule requests prior to March 15t of each  Affiliate and the Village shall meet and confer to coordinate con?icts in schedules for their respective programs. The Village will be the first organization to make all sincere, best efforts to change and/or alter Village programs to accommodate the affiliate schedule as they will be given priority scheduling. Both organizations will make best efforts to communicate any changes throughout the league and program seasons. If it is determined that the scheduling request of any Affiliate Organization is a gross misrepresentation of the Affiliates actual needs, the Village will immediately reclassify the status of the affiliate and it shall lose priority scheduling. If it is determined that the scheduling of the Village activities and programs is creating gross con?ict to the Af?liate schedule, the affiliate has the right to bring up all concerning items to Parks and Recreation Commission and/or Village Board of Trustees for resolve 2. It is the sole responsibility of the Affiliate to determine whether any facility, field, or location is safe, suitable, and/or appropriate for any intended use. 3. The Affiliate is solely responsible for providing supervision and security services, as needed, for any and all Affiliate activities. 4. The Village will provide one storage box at each permitted site for Affiliate’s use, but does not assume any responsibility, care, custody, or control of any Affiliate property or equipment brought upon or stored upon Village property. The Affiliate is solely responsible for the safety and/orsecurity of any property or equipment brought upon or stored on Village property. 5. The Af?liate shall adhere to all applicable facility and Village ordinances, rules, regulations, policies, and procedures. 6. Prior to the start of each season, the Parks and Recreation Village liaison will schedule a meeting between the Af?liate liaison and the Director of Parks and Recreation to discuss any field maintenance issues or concerns related to the Af?liate's use of said fields. 7. Affiliate will maintain all fields and affiliate operated space and provide written notice to the Village prior to when larger maintenance projects will take place on Village Page 12 of 20 owned property. Affiliate is responsible for all work, maintenance, scheduling, funding and any additional item otherwise required for field projects.  The Village shall track all itemized expenses relating to Affiliate direct costs including but not limited to: portable toilets, staff labor costs, garbage removal and metered services when able to be reasonably assessed. Prior to the end of the Village Calendar year, an invoice will be provided to the Affiliate outlining the itemized costs the Village has incurred as it directly relates to the affiliates use and labor requests. Payment is requested prior to the close ofthe Village fiscal year. For Overholt and GAV at Kiwanis Park (Fields #1 and #2) and Fields 4 (East) and 5 [Hull] at Ehlert Park, the Af?liate agrees to provide: 1. All on ?eld equipment including but not limited to bases, posts, anchors diamond dry, lime stone, chalk, paint and other materials used to create a diamond and first aid kits. 2. All mowing, weeding, sodding and drainage. 3. Maintenance and organization of building structures including the concession stands at Kiwanis Park and bathroom attached to concession stands and sheds. The Affiliate is responsible for field maintenance prior to each game of the season as well as the reset between games and at the conclusion of the games for the day. The Affiliate is responsible for weather related damage to the fields and repair. The affiliate will provide to the Village a listing of all Affiliate owned equipment property including any updates to affiliate equipment property. The Village will maintain responsibility of damage to Affiliates equipment property if caused by Village programs or under other agreement usage. The Village must request in writing use of the Affiliates equipment and shall not permit other agreement holder the use of this Affiliates equipment or purchased supplies. The Affiliate will provide updated keys to the Village for all locked areas of buildings and fields to ensure access by Village staff. The af?liate will provide notice to the Village before applying for grants. Affiliate will provide a copy of the grant information prior to submission. All grants will require approval of the Village. Affiliate will provide notice of any approved grant award including details of execution of grant award. Page 13 of 20  Insurance and Indemni?cation The Affiliate shall procure and maintain for the duration of this Agreement, the following insurance against claims for injuries to persons or damages to property which may arise from or in connection with any of Affiliate's activities: A. Commercial General and Umbrella Liability Insurance Affiliate shall maintain commercial general liability (CGL) and, if necessary, commercial umbrella insurance with a limit of not less that $1,000,000 each occurrence. if such CGL insurance contains a general aggregate limit, it shall apply separately to this Agreement. CGL insurance shall be written on Insurance Services Office (lSO) occurrence form CG 00 01 10 93, or a substitute form providing equivalent coverage, and shall cover liability arising from premises, operations, independent contractors, products—completed operations, personal injury and advertising injury, liability assumed under an insured contract [including the tort liability of another assumed in a business contract), and shall not be endorsed to exclude claims arising from athletic participation. The Village shall be included as an insured under the CGL, using ISO additional insured endorsement CG 20 26 or a substitute providing equivalent coverage, and under the commercial umbrella, if any. This insurance shall apply as primary insurance with respect to any other insurance or self-insurance afforded to the Village. Any insurance or self— insurance maintained by the Village shall be excess of the Affiliate’s insurance and shall not contribute with it. The CGL policy must include individuals for athletic participation. B. Business Auto and Umbrella Liability Insurance If applicable, the Affiliate shall maintain business auto liability and, if necessary, commercial umbrella liability insurance with a limit of not less than $1,000,000 each accident. Such insurance shall cover liability arising out of any auto including owned, hired and non-owned autos. Business auto insurance shall be written on Insurance Services Office (ISO) form CA 00 01, CA 00 05, CA 00 12, CA 00 20, or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide contractual liability coverage equivalent to that provided in the 1990 and later editions of CA 00 01. Page 14 of 20  1. Evidence of Insurance Prior to exercising any rights under this Agreement, the Affiliate shall furnish the Village with a certificate(s) of insurance and applicable policy endorsement(s), executed by a duly authorized representative of each insurer, showing compliance with the insurance requirements set forth above. All certi?cates shall provide for 30 days’ written notice to the Village prior to the cancellation or material change of any insurance referred to therein. Written notice to the Village shall be by certified mail, return receipt requested. Failure of the Village to demand such certificate, endorsement or other evidence of full compliance with these insurance requirements or failure of the Village to identify a deficiency from evidence that is provided shall not be construed as a waiver of the Affiliate’s obligation to maintain such insurance. The Village shall have the right, but not the obligation, of prohibiting the Affiliate from using the premises until such certificates or other evidence that insurance has been placed in complete compliance with these requirements is received and approved by the Village Failure to maintain the required insurance may result in termination of this agreement at the Village's option. VI. No Third Party Beneficiary This Agreement is entered into solely for the benefit of the contracting Parties, and nothing in this Agreement is intended, either expressly or impliedly, to provide any right or benefit of any kind whatsoever to any person or entity who in not a Party to this Agreement, or to acknowledge, establish or impose any legal duty to any third party. VII. Termination and Duration a. The initial term of this Agreement shall commence annually per calendar start of January 1 unless otherwise terminated herein. Thereafter, this Agreement shall be deemed automatically renewed for one successive one year period unless either Party shall advise the other Party in writing of its intention not to renew the Agreement at least 90 days prior to the annual renewal date. Page 15 of 20 b. The Village retains the right to alter the terms and conditions of this Agreement or to terminate this Agreement at any time and for any reason. The Village may terminate this Agreement immediately due to misconduct of the Affiliate in representation or negative  c. Upon termination of this Agreement for any reason, the Affiliate shall have the financial responsibility to the Village for any outstanding fees and/or money owed to the Village and shall promptly reimburse the Village said fees and/or money owed. IN WITNESS WHEREOF, each of the Parties has caused this Agreement to be executed by a duly authorized of?cer thereof as of the date hereunder. Affiliate: Title: Date Date Page 16 of 20  Committee Item Memo Meeting Date: August 25, 2025 Staff Contact: Stevie Ferrari, Assistant Village Manager Department: Village Manager's Office Subject: Discussion of Next Action Steps Concerning the Acceptance of the Final Community Center Feasibility Study Background Information: The Village undertook a comprehensive, deliberate, and intentional process to determine the interest in and feasibility of a potential Community Center. This project was for feasibility study purposes only. Williams Architects was awarded the contract to conduct our Community Center Feasibility Study. Williams Architects, Principal Project Managers driving the study, have several sub- contractors:  PROS Consulting: planning, data collection assessment, demographic study  University of Illinois: survey development and analysis of response data  Hitchcock Landscape Design: site and parking analysis, landscape design Each of these sub-contractors were engaged in this multi-step feasibility study process. Sub- contractors are engaged for certain components of the study that require specific disciplined knowledge and resources to produce back best practice standards within survey data collection and analysis, demographic and trend analysis, landscape design, and business proforma. Additional Project Background Throughout this process, the Village has engaged internal and external stakeholders to include interview meetings consisting of Board Trustees, Parks and Recreation Commissioners, and community partners to include our school districts. Additionally, two surveys went out to the community utilizing a statistically valid random sample of residents as well as an open survey for all community members to participate in. The results of this survey have been shared with the Board previously and results were utilized to inform what types of programs and room uses were included in the conceptual building. Williams Architects and Village staff have coordinated open, community meetings to engage the public for the purpose of presenting options in site selection and building configuration. Resident feedback was incorporated into Board materials for consideration. The Village Board has been provided updates of all components within the final study, to include business proforma. Page 17 of 20 For information purposes, a comprehensive timeline of the project can be accessed on our Village website under the "Parks and Recreation" Department. ___________________________________________________________________________ The Village has been provided results within each area of this study and Williams Architects has compiled the results of the study into a finalized document for Village discussion. The feasibility study positively supports the desire of a community center as well as supports the Village's ability to successfully fiscally sustain operations of a center (post construction). With the Village being in receipt of the final feasibility study, staff is requesting the Board discuss next step options. Primary focus of discussion is the construction costs of the recommended facility size, currently estimated at $25,000,000 (cost escalations are included in the final study for the next 2 years). Option 1  Accept the final study with no further action at this time Option 2  Accept the final study and direct staff to identify outside funding sources (with the option of identifying a minimum funding dollar amount outside of the general fund) prior to additional action steps Option 3  Accept the final study and identify a bond referendum date for construction costs  Additionally, direct staff to identify alternative funding sources leading up to a referendum date Considerations in Options: While the study supports community desire for a facility as well as the ability to sustain a facility via programming, there are fiscal realities in the cost of constructing such a facility. Considerations to other large capital projects that are already engaged (lead water service replacements, annual road improvements, and water main improvements) should be made as these capitals currently impact costs to residents. Current estimated costs of construction would require the maximum bond referendum allowed to the Village in the amount of $25M, impacting residents at a rate of $250.00 annually over the life of the bonds. If the Board were to consider Option 3, the earliest we would be prepared to pursue a bond referendum would be Spring of 2027 and would only allow up to $9million based on the tax levy for the 2016 bonds. This would leave a gap of $14 million which could not be fully bonded for coverage until 2030. Current bond schedules is as follows: VILLAGE OF BROOKFIELD Page 18 of 20  GO BOND ISSUES RELATED TO ROAD PROGRAMS MAX ANNUAL FINAL TOTAL DEBT PAYMENT SUPPORTED ISSUE AMOUNT SERVICE DATE THROUGH NON-HOME 2015 B STREET RULE SALES IMPROVEMENTS 3,145,000.00 364,000.00 12/1/2026 TAX PROPERTY GO BONDS-2016--ROAD TAXES-- PROGRAM BONDS 9,000,000.00 1,004,700.00 12/1/2026 REFERENDUM PROPERTY GO BONDS-2018--ROAD TAXES-- PROGRAM BONDS 7,000,000.00 899,250.00 12/1/2028 REFERENDUM PROPERTY GO BONDS-2020--ROAD TAXES-- PROGRAM BONDS 6,000,000.00 731,900.00 9/1/2030 REFERENDUM In consultation with Williams Architects, the typical outside funding mechanisms (grants, donor contributions etc.) is 5% to 10% of total construction costs. There have been instances in which up to 20% of costs are procured through outside funding mechanisms but is considered a-typical or outliers in procurements. The purpose of providing the financial realities of existing capital projects and future projects is intended to provide a full picture for the Board in discussion of next steps for a community center. If the Board were to consider Option 3, as an example, utilizing a bond program would impact other capital projects' funding source. The feasibility of a center is positive in business proforma and community desire, however the cost of construction faces fiscal constraints for the Village. Financial Impact: Fiscal implications vary dependent on Board discussion. If the Board would like to move forward with steps to construct a facility, total current estimated costs are $25M- impacting Page 19 of 20 residents $250.00 annually as well as impacting future decisions in Village infrastructure capital project funding. Recommendation(s): Staff recommends Board discussion for all next step options Page 20 of 20