N. Park & Recreation Advisory Board

APPROVED VILLAGE OF LAKE ZURICH PARK AND RECREATION ADVISORY BOARD RESCHEDULED MEETING APRIL 18, 2012 1. Call to Order The meeting was called to order at 6:36 p.m. by Chair Brazier. 2. Roll Call: Present - Chairperson Dawn Brazier, Board Members Jeff Carey, Kevin Koch, Mary Mihelic, Judi Thode (late), and Jan Papa. Staff present - Park and Recreation Director Perkins, Village Trustee Jeff Halen. 3. Approval of Minutes: MOTION made by Mary Mihelic, seconded by Jeff Carey, to approve the minutes of the March 13, 2012 Park Advisory Board meeting as presented. Voice vote, AYES have it. MOTION CARRIED. 4. Public Comments: None 5. New Business A. Lake Zurich High School INTERACT CLUB – Presentation Representatives Maddie Gelinas, Jennie Bentley, Emily Melavic, and Matt Lammers from Interact, a service club at Lake Zurich High School, made a presentation explaining their mission, which is to make their school, community, and the world a better place, and listing areas they would like to be involved in. They would like to help out at special events and spruce up the park near Buesching Road. Director Perkins said the park is private and belongs to the apartment complex. He gave some suggestions on areas the parks department could use help including special events. Director Perkins will contact them as projects come up. B. Sparrow Ridge Park Neighborhood Requests for Volleyball Court Director Perkins presented the request from Scott Krennrich, 1174 Lexington Lane, representing his neighbors for a permanent volleyball net in Sparrow Ridge Park. Director Perkins is open to the request but would need to check with IRMA, the Village insurance provider, and ascertain if funding is available before granting their request. He has not made any commitments to Mr. Krennrich or to the residents. Director Perkins will check with Mr. Krennrich to see if they would be open to help sponsor if a sand surface court was installed. Judi Thode thought a gazebo or something different should be considered for that park. Director Perkins will continue to research the proposal and will keep the board posted. 6. Old Business Continued Discussion for Paulus Park Phase II OSLAD Grant Project Park and Recreation Advisory Board Special Meeting Minutes, April 18, 2012 2 Discussion on whether to submit a scaled-down proposal for the OSLAD for Paulus Park improvements took place with Director Perkins reviewing the items modified or removed from the original proposal. In summary he proposes to use the existing area and some of the equipment from the current Kid’s Kingdom playground and make it a community project. The other NEOS playground will be located to the back near Shelter A. He has spoken with Norris Design about other reductions. Reductions include eliminating the boardwalk, two interpretive signs, the bathhouse improvements and the lockable gate to the south. The new large pavilion will remain in the project but Shelter B will be removed. The 100-person capacity pavilion will have half of the pavers removed in the project. The amphitheater will replace the existing stage. Landscape materials would be reduced and benches and trash receptacles will be reduced by one-half. The revised rough draft cost estimate provided by Director Perkins was discussed to show the reductions and the use of what funds could be available to do the project. Discussion followed on looking at the project reductions and the funds to do the project. MOTION made by Judi Thode, seconded by Jan Papa, to recommend pursuing the modified Paulus Park Phase II OSLAD grant project as presented and to request approval from the Board of Trustees. Upon roll call vote, Dawn Brazier, Jeff Carey, Kevin Koch, Mary Mihelic, Judi Thode and Jan Papa voted Aye. MOTION CARRIED. Dawn Brazier said she supports applying for the OSLAD grant because each year the funding available for grants will probably decrease. Kevin Koch read a statement regarding the Park Department funding. Trustee Halen participated in the discussion. He said the Board of Trustees looks at all the parks within the Village and the improvements that need to be made. The risk of putting all funding into Paulus Park is that the other parks can be neglected and lack necessary improvements. Due to the seriousness of the expenditure, he asked that the proposal be complete when presented to the Board of Trustees and they be given adequate time to carefully review the information. He also is asking all departments to consider how they could raise revenue as well as cut costs. Trustee Halen wants the park board to prepare justification why the Park Improvement Funds should not be used for maintenance items. Discussion continued and included a changing to a park district, home rule community, and other funding options. Jeff Carey offered comments and said he now supports the Paulus Park improvements after further consideration especially since the Master Plan was updated. 7. Advisory Board Member Reports A. Special Events Planning/Funding Task Force – Dawn Brazier Park and Recreation Advisory Board Special Meeting Minutes, April 18, 2012 3 Dawn Brazier said President Branding is in the process of appointing people to the task force. The Special Events committee recommends a starting a Community Garden to be located near the Barn in Paulus Park, but permission to use the property is needed. They are not sure if a fence is needed. Judi Thode said she supports the concept but not the location. MOTION made by Jan Papa, seconded by Mary Mihelic, to recommend the Board of Trustees approve a Community Garden to be located near the Barn in Paulus Park Upon voice vote, Dawn Brazier, Kevin Koch, Mary Mihelic, and Jan Papa voted Aye. Judi Thode voted Nay. Jeff Carey abstained. MOTION CARRIED. B. Park Improvement Funds Use - Dawn Brazier Dawn Brazier met with Village President Branding and staff members to discuss the use of the Park Improvement Funds. She said they seem to view maintenance as improvements and can justify using the Park Improvement Funds for maintenance such as roof or parking lot repairs. Director Perkins had a discussion with Public Works Director/Engineer Heyden and Supt. Mike Brown about the parking lot repairs. They agreed to remove the parking lot repairs at Countryside West from the park budget and will not use Park Improvement Funds but everything else was to stay. Dawn Brazier said it is important to clarify that the OSLAD grant will not take away from the budgeted maintenance items so there is no confusion. C. Sharing Research Information – Jeff Carey Jeff Carey contacted the Lake Zurich Golf Course regarding a community golf outing and will write up a proposal for their board. He met with Roy Witherow, the Asst. Village Administrator to discuss various items and recapped items discussed. Judi Thode has made contact with volunteers that need service hours and provided an update. D. Oak Ridge Marsh Nature Walk – Judi Thode and Mary Mihelic Judi Thode and Mary Mihelic have been working on the nature walk. The posts with interpretive information and corresponding numbers have been put up. 8. Director’s Report A. Update on Programs – Special Events – Website - Summer Brochure Updates and reports provided by Director Perkins. The summer brochure is out but will only be on-line only come fall. He reminded everyone to visit their website because it is updated regularly. B. Lightning Prediction System The systems are up and running including Chestnut Corners. Park and Recreation Advisory Board Special Meeting Minutes, April 18, 2012 4 C. Beaches 2012/Concession Stand 2012 Breezewald and Paulus Park beaches will be open this year. He is considering a sign-in sheet for Breezewald to track attendance. There is no funding for concession stands but a private vendor could take it over. The deadline for RFP’s for concessions is April 23, 2012. D. Potential Intern for Summer Director Perkins was approached by a Parks and Recreation college student major and is considering filling the position as an unpaid position. E. Advisory Board Member Thank You Jan Papa and Judi Thode were thanked for their service on the Park and Recreation Advisory Board from June 2009 – June 2012 and were awarded a certificate of appreciation. 9. Items Attached - Used for Discussion Purposes A. Previous Paulus Park Phase II Concepts & Cost Estimates (Rough Draft) B. Park Improvement Fund Status Sheet (as of 4-16-12) C. SRA Tax Levy Status Sheet (as of 4-16-12) D. Special Board of Trustees Meeting Minutes – March 22, 2012 E. LZACC Article on Outdoor Recreation & Preservation 10. Adjournment MOTION made by Judi Thode, seconded by Jeff Carey, 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 (from audio recording) Approved by: /s/ Kevin Koch