N. Park & Recreation Advisory Board

APPROVED VILLAGE OF LAKE ZURICH PARK AND RECREATION ADVISORY BOARD RESCHEDULED MEETING DECEMBER 22, 2008 The meeting was called to order at 7:02 p.m. ROLL CALL: Present - Chairperson Maureen Degen, Board Members Phil Dlatt, Al Froehde, Mike Hilt, and Kathy Kozlowski. Excused – Spring Green and Teri Pytel. Staff present - Park and Recreation Director Perkins. APPROVAL OF MINUTES: MOTION made by Mike Hilt, seconded by Phil Dlatt, to approve the minutes of the November 11, 2008 Park Advisory Board as submitted. Voice vote, AYES have it. MOTION CARRIED. PUBLIC APPEARANCES: - None ITEMS FOR REVIEW/DISCUSSION/APPROVAL: Volunteer Recognition for Bob Warren and Mollie: Director Perkins said due to the rescheduling of the December 9 and December 16 meetings because of severe weather, the plaque and gifts had already been given to Mr. Warren and Mollie. Mr. Warren created a calendar featuring Mollie at “work” and presented two copies to the Village. Volunteer Recognition for Doug Bartel: Doug Bartel, the “Haunted House Superman,” was thanked for the countless hours he devoted to the Haunted House once again. He was given a plaque and a gift as a token of appreciation on behalf of the Village. Volunteer Recognition for ORMCG: Judy Thoede, representing Oak Ridge Marsh Conservation Group, was given a plaque and two pairs of loppers as a token of appreciation on behalf of the Village. She was thanked for the excellent job her group has done toward restoring the marsh. Ms. Thoede presented Director Perkins with a framed photo plaque showing the group. She asked if the budget could include money for a prescribed burn where they have spread native seed. LZACC “Taste of the Towns” - 2009 Request – Dale Perrin, Representative Mr. Perrin, Lake Zurich Area Chamber of Commerce (LZACC), presented their request to hold the annual “Taste of the Towns” in Paulus Park on August 30, 2009. Park and Recreation Advisory Board Minutes, December 22, 2008 2 Director Perkins reviewed the application and related fees per the Special Events guidelines for the not-for-profit resident event. MOTION made by Al Froehde, seconded by Mike Hilt, to recommend the Public Works Committee approve the use of Paulus Park on August 30, 2009 by the LZACC for the “Taste of the Towns” and recommend waiving the vender fee. Voice vote, AYES have it. MOTION CARRIED. Relay for Life – 2009 Request – Sarah Theriault, Representative Sarah Theriault, representing the American Cancer Society, presented their request to hold the annual Relay for Life at Paulus Park on June 13-14, 2009. Maureen Degen questioned why the June day was selected when the Park Advisory Board stated their preference for a return to the May date. Ms. Theriault said the date selection was based on a number of reasons and had to take many people’s schedules into consideration. Director Perkins said he did not have a problem with the June date and thought it might bring paying customers to the spraypark. He reviewed the application and related fees per the Special Events guidelines for a non-resident, not-for-profit organization. Director Perkins recommended the fees to use the Chalet be waived for the evening and night hours since it could not be used by anyone else. Discussion followed on how to calculate the facility use fee. MOTION made by Al Froehde, seconded by Kathy Kozlowski, to recommend the Public Works Committee allow the American Cancer Society to hold the Relay for Life at Paulus Park on June 13 and 14, 2009, and charge a facility use fee for 10 hours. Upon voice vote, Maureen Degen, Kathy Kozlowski, and Al Froehde voted AYE. Mike Hilt and Phil Dlatt voted NAY. MOTION CARRIED Mike Hilt and Phil Dlatt said they voted Nay because they did not understand why the fee for 10 hour use had selected. Triathlon – 2009 Request – Danielle Plantz, Representative Race manager Aaron Del Mar presented a brief overview of last year’s Triathlon and the plans for this year’s race scheduled for August 2, 2009 from 7 a.m. to 12 p.m. Director Perkins reviewed the application and related fees per the Special Events guidelines for a for-profit resident organization. The facility fee should be $85 and not $50 as incorrectly noted in the cost breakdown. Park and Recreation Advisory Board Minutes, December 22, 2008 3 Discussion followed on fees to be charged to the group and what the entry fee should be. Mr. Del Mar said LZPOA is charging them on a graduated scale beginning with $7 per person for the first 250 people and going up $1 for each additional 75 people capped at $12 per person to cover their costs. Phil Dlatt said he had concerns about a for-profit group using the park on a busy summer weekend and wanted the Village to be fiscally responsible and charge appropriate fees. Mr. Del Mar said he would like to revisit the application as a not-for-profit organization and would come back in January to continue discussion. If he is not able to change his status, he would cancel the race and withdraw the application because it would lose money. It was suggested that the use of Paulus Park be approved pending determination of fees with the understanding that the application could be withdrawn. MOTION made by Kathy Kozlowski, seconded by Phil Dlatt, to recommend the Public Works Committee grant permission to hold the Lake County Triathlon on Sunday, August 2, 2009, from 8 a.m. to 2 p.m. at Paulus Park with fees to be determined including a $2 entry fee per person with the facility use fee increased to $425. Voice vote, AYES have it. MOTION CARRIED. Maureen Degen voted NAY. OSLAD Park Project Updates – Paulus, Staples, Bristol Trails Director Perkins gave a brief update on the OSLAD park projects. ITEMS ATTACHED: • Park Improvement Fund Reserve (as of 12/3/08) • Advisory Board Update Memo • Staples Park Contract Change Order • Paulus Park Project (Letters from SBI and TD&A) • SRACLC Survey of Service – 2008 Results • Expenditure/Revenue Status Reports (Midyear) ADJOURNMENT: MOTION made by Mike Hilt, seconded by Al Froehde, to adjourn the meeting. Voice vote, all in favor. MOTION CARRIED. The meeting was adjourned at 8:30 p.m. Submitted by: Approved by: __________________________________ 1/13/09