N. Park & Recreation Advisory Board

Corrected VILLAGE OF LAKE ZURICH PARK AND RECREATION ADVISORY BOARD MEETING NOVEMBER 8, 2011 1. Call to Order The meeting was called to order at 6:32 p.m. by Chair Brazier. 2. Roll Call: Present - Chairperson Dawn Brazier, Board Members Michael Karija, Mary Mihelic, and Judi Thode. Excused: Jeff Carey, Kevin Koch, and Jan Papa. Staff present - Park and Recreation Director Perkins, Village Administrator Vitas, and Assistant Village Administrator Witherow. Also present: Foglia YMCA Executive Director Sean Nelson. 3. Approval of Minutes: MOTION made by Mary Mihelic, seconded by Judi Thode, to approve the minutes of the November 2, 2011 Special Park Advisory Board meeting as presented. Voice vote, AYES have it. MOTION CARRIED. 4. Public Comments: Chris Roberti, 975 Brittany, had concerns regarding the YMCA partnership proposal that will be discussed this evening and asked if the Park and Recreation Department would still be in existence. She would like to make additional comments after staff discusses the topic. Laura Rogers, 50 Meadowbrook, said the YMCA should provide the community with a financial report of all of the costs and revenues involved in the plan and put the proposal and all supporting documents on the web site. She suggested that in the event the YMCA terminated programs such as the preschool program during the term of the agreement the Village would not receive those significant programs back at the termination of the agreement and suggested both parties carefully consider the agreement. She believes Lake Zurich residents should get priority registration in programs run by YMCA/Village partnership. Bill Elliott, also had been able to access information related to this issue. He asked if the Village had sought proposals from any other organizations to help balance funds besides the YMCA. 5. Old Business - None 6. New Business A. YMCA Partnership - Village Administrator Vitas and Foglia YMCA Executive Director Sean Nelson Park and Recreation Advisory Board Minutes, November 8, 2011 2 The Draft Memorandum of Understanding between the Village of Lake Zurich/YMCA was presented and reviewed in detail by Village Administrator Vitas. Item 1 in the agreement states that it would allow the Foglia YMCA to utilize all existing Village- owned park and recreation facilities to support all current and future recreation programs. The Foglia YMCA will be responsible for all future staffing, equipment, and material purchases to support and operate all of the offered recreation programs. Item 2 states that the Village of Lake Zurich would provide general liability coverage and maintenance of all facility expenses. He reviewed the rest of the agreement and provided comments and clarification on certain items. The highlights of Administrator Vitas’s comments are as follows: The Village does not want to close the park department. This proposal is in the discussion phase only. The Board of Trustees would make a decision when adopting the 2012 fiscal year budget. The earliest the changes could be implemented would be in March of 2012. The Village would continue to maintain the parks and facilities. The park department staff would work for the YMCA. It is their intent that staff remain employed and at the same salary. Any cost savings would go into the Park Improvement Fund for capital improvements. No other group was approached because the YMCA is in the community and is a well-run organization. The agreement with the YMCA could be terminated by either party with a 12-month notice. Mr. Nelson said the YMCA would provide the infrastructure and training including background checks and uniforms. They will run the exact same programs the Village did for at least two sessions or indefinitely if they are successful. Programs can be offered on a sliding-fee scale and subsidies are available for those unable to pay the fees. It is unlikely that Village staff would be terminated after one year or any other period of time. Programs will remain in the same locations. The sports organizations that use Village property would continue to have priority. Questions asked and items discussed were as follows: • When had this proposal been introduced and who had participated in the discussions? – Judi Thode, who had been chairperson, had participated in initial discussions at the beginning of the year. • The role of the Park and Recreation Advisory Board would be expanded per Administrator Vitas. • The actual savings to the Village was questioned and support documents requested. • Special events would probably be handled by the Mayor’s office. Would someone need to be hired? • Grants would probably be handled by the Public Works department. Would staff have the time or expertise needed? • Full-time recreation supervisors would be given positions at the YMCA. Park and Recreation Advisory Board Minutes, November 8, 2011 3 • How would agreements with youth/sports organizations be handled? Who would oversee them and schedule field and facility usage? Administrator Vitas said these would not be merged and agreements would remain in effect. Revenue for these programs would go to the YMCA for salaries. • Would Lake Zurich residents get a discount for YMCA membership or programs? Would it cost residents more for the same programs? (Both YMCA and existing Lake Zurich programs would remain at the same price per Mr. Nelson.) • Park District – how could this be investigated as a possibility? (Would cost residents more per Administrator Vitas but could move forward if the residents wanted it to.) Dawn Brazier pointed out that Director Perkins provides expertise in his field that would be lost if his work was spread out to other departments and other staff. She said he is the Advisory Board’s “go-to” person and they rely on him for many things. The Advisory Board would lose that contact with the Village. She would like to see the actual costs to be sure that the anticipated savings would actually be realized and not shifted to other departments. Judi Thode added that someone with expertise in parks is needed to oversee them and they should not be lumped in with Village-wide mowing projects. She said if this proposal was not good for the residents, she would have a problem supporting it. Petra Kraddock, 620 Ivy Court, asked how the preschools will be separate and not competing, if the cost would go up for Lake Zurich residents, and would either staff get cut. Jim Tarbet, 1195 Cedar Creek Drive, said the proposal is a good plan that is economical and beneficial. He does not support becoming a park district and said it would cost taxpayers a great deal more money. Laura Rogers, 50 Meadowbrook, said the YMCA should provide the community with a financial report and put the proposal and all supporting documents on the web site. She would like the Lake Zurich preschool kept separate and suggested both parties carefully consider the agreement. She believes Lake Zurich residents should get priority registration. Chris Roberti, 975 Brittany, had questions about duplication of programs and what arrangement would be made with private contractors providing programming. She stated her appreciation for Director Perkins and what he brings to the department. Bill Elliott, 765 Old Mill Grove Road, said he is not happy with the proposed changes. He questioned how the existing arrangement with AAU (Amateur Athletic Union) would work after the changes and did not see how the programs would be compatible. He believes the Village is reacting to a temporary financial crisis and would hurt the residents by the proposed actions. Park and Recreation Advisory Board Minutes, November 8, 2011 4 Administrator Vitas said information was not intentionally withheld and will be available to residents on the Village website. He asked that residents send their comments to Director Perkins, Assistant Village Administrator Witherow, or himself and they would be forwarded to Chair Brazier. 7. Director’s Report Program and Special Events Update: Director Perkins provided a brief update on upcoming events including the Tree Lighting Ceremony. The winter/spring brochure was recently mailed. The Chamber of Commerce presented the Village a check for $1,200 from the Taste of the Town event. 8. Items Attached - Presented to PAB and members. Village of Lake Zurich/YMCA Draft Memorandum of Understanding 7. Adjournment MOTION made by Judi Thode, seconded by Mary Mihelic, to adjourn the meeting. Voice vote, all in favor. MOTION CARRIED. The meeting was adjourned at 9:01 p.m. Submitted by: Janet McKay, Recording Secretary Approved by: __________________________________ Dawn Brazier: Park and Recreation Advisory Board Chair