LINCOLNWOOD PARKS & RECREATION BOARD

Regular Meeting

Tuesday, May 12, 2015, 7:00 pm

Village Hall-Council Chambers

AGENDA

I. Call to Order

II. Approval of Minutes of April 14, 2015 meeting

III. Audience Participation and Letters/Notes/Emails from the Public

IV. Old Business

V. New Business

A. Approval of a Resolution Rejecting the Bid for Replacement of

the Tennis Fence at Proesel Park

B. Presentation of the Design for the Madeline Horowitz Boccuzzi

Memorial Exercise Path in Proesel Park

VI. Chairperson’s Report

V. Commissioners’ Reports

VI. Director’s Report

VII. Staff Reports

VIII. Adjournment

Posted: May 8, 2015

Lincolnwood Park and Recreation Board Meeting Lincolnwood Village Hall – Council Chambers

April 14, 2015

DRAFT MINUTES

CALL TO ORDER

The meeting was called to order at 7:01 P.M.

PRESENT AT MEETING

Park Board Members: Gail Ito, Art Lovering, Jennifer Spino, Reese Gratch, Sarah Hardin, Barry Bass

(arrival 7:05pm)

Parks and Recreation Department Staff: Jan Hincapie, Katie Gamroth, Chris Stachewicz

Audience: Beryl Herman

APPROVAL OF MINUTES

On motion, Hardin/Spino to approve the meeting minutes of the March 10, 2015. 5-0, (Bass had not

arrived at the time of the vote) motion passed.

AUDIENCE PARTICIPATION/LETTERS FROM THE PUBLIC

OLD BUSINESS

A. Approval of an Ordinance Amending Section 6-3-2 of the Village Code of Lincolnwood

Regarding the Hours of Operation of Village Parks

Hincapie-Staff did further research to review the incidents in the park after park hours, which was

requested at the last meeting.

Stachewicz-As noted in presentation about Park Hours of Operation

Ito-Picnic in the Ordinance means large gathering? Maybe we should put a number to the description.

Hincapie-We approve all picnics internally, to see what other activities are scheduled.

Stachewicz- We have contacted other districts in the area and they have similar rules.

Hincapie-We can use the word “organized” to describe the picnics in the Code, that leaves it open for

Parks and Recreation to use discretion when issuing permits. The most serious act of vandalism

resulted in the rocks from the seating are being pushed into the channel. Public Works cannot get a

piece of equipment down into the amphitheater to get them out of the water, and will have to replace

them. We have the support of the police department on this change in the Code. It gives us the

opportunity to ticket if needed. Note: Upon consulting the Village Attorney after the meeting he

recommended not using the word “organized” in the Ordinance and Village Code. He said that if

the word “organized” is used it would have to be defined in quantity of people. This would not allow

the Parks and Recreation staff and the Police Department to have the discretion to look at each

group independently, based on type of activity versus number of people.

On motion Hardin/Ito to recommend the approval an Ordinance amending Section 6-3-2 of the Village

Code of Lincolnwood regarding the hours of operation for Village Parks with the language change to

include organized gathering. 6-0, motion passed.

NEW BUSINESS

A. Approval of an Ordinance Declaring Village-owned Items as Surplus

Stachewicz- As noted in presentation about surplus items. A new T.V has been installed in the

Aquatic Center multi-purpose room for staff training. Having this flat screen will help clean up the

back room for parties if they need to use it. The lap lanes were replaced last year and the old ones will

not be used.

Hincapie- Every time we do something with Village equipment, we have to declare it surplus. I have

added a fax machine from Finance and numerous items from the Police Department. Surplus

Ordinances are done 4-5 times a year.

Lovering- Other departments don’t do their own? They just piggy back?

Hincapie- We work together to inventory items that need to be declared surplus. It is a joint effort

between departments.

Lovering-We will recycle or donate all these items?

Hincapie- Yes, all items will be disposed of properly. Some will simply be thrown away. We are

purchasing 40 of the upright chairs instead of all chaise to some of the ones we are disposing of. The

senior group has been bringing in their own chairs and it will be nice to have some at the pool for them

that provide the right support.

On motion Ito/Lovering to recommend the approval of an Ordinance declaring Village-owned property

as surplus. 6-0, motion passed.

B. Approval of a Resolution Awarding the Bid for Summer Bus Transportation to Alltown Bus

Service, Inc. of Skokie, Illinois

Hincapie-The Village goes through a formal bid solicitation process every three years. Once a

contract is awarded, the Village has the option of extending the contract for additional years. Two bids

were received from Alltown Bus Service, Inc. and Lakeview. Lakeview did not fill out the bid

correctly. Staff has talked with the Village Attorney and it was determined that Alltown was the

lowest responsible bidder.

Lovering- Why are the swim team bus cost so high?

Gamroth-It is a one way bus and it is during the evening hours.

Ito-Maybe it is during rush hour. Do you agree with these fees?

Gamroth-Yes, the fees and increases seem on par, and staff have had a favorable experience with

Alltown the past two years

On motion Lovering/Ito to approve a Resolution awarding a bid for the provision of summer bus

transportation to Alltown Bus Service, Inc. of Skokie, Illinois. 6-0, motion passed.

C. Approval of a Resolution Awarding the Bid for Staff and Participant Apparel Hincapie- This is all the program apparel we use for seasonal staff and participants. For the first time

this year Public Works added their staff purchases to this bid. The Village has worked with Sunburst

Sportswear before and has found their work to be above average. The price range is because the bid

specification asked for prices on different products, so depending on what product is chosen the price

will vary.

Ito-Interesting that the others were so much higher

On motion Bass/Spino to approve a Resolution awarding a bid for the provision of apparel to Sunburst

Sportswear of Glendale Heights, Illinois. 6-0, motion passed.

D. Discussion Regarding the Bid for the Replacement of Shade Structures for the Aquatic Center Hincapie-We have many capital projects going on, you will not see the numbers tonight but we would

like to get this to the Village board next week. Turns out we were able to get half of this project done

this year and will be moving forward to divide costs over two budget years.

Stachewicz-As noted in presentation about Aquatic Center Shade Structures

On motion to support going forward with the bid recommendation without Park Board approval to the

April 21, 2015 Village Board meeting. Bass/Spino 6-0

Hincapie-Staff will report back to the Park Board with the bid results prior to presenting it to the

Village Board for approval.

CHAIRPERSON’S REPORT – None

COMMISSIONERS’ REPORTS - None

DIRECTOR’S REPORT –

Hincapie-The Proesel Park Outdoor Exercise project, soon-to-be known as the Madeline Horwitz Boccuzzi

Global Fitness Trail, will be completed by July 30, with the dedication scheduled for Saturday, August 8.

2015. Please mark your calendars and plan to attend. The tentative time is 11:00 am. The Invitation to

Bid will be advertised and distributed by the end of April. Madeline’s parents, Donna and Steven Horwitz

will review project design proposals with staff. While I didn’t know Madeline, I believe she was an

amazing woman. Her life was cut short at 30 years old by Melanoma. She studied global health at Duke

University and her life’s passion was helping individuals who were less fortunate. This is the living

memorial that they would like to do for their daughter. Duke University did a video tribute that is quite

inspiring.

Lovering- Do we know the design?

Hincapie- That is what we are requesting from the vendors. We will provide them an aerial and they will

provide the layout.

We would like to do a ribbon cutting for O’Brien Park as it is just about done. At this meeting we would

like to do a ribbon cutting and recognize Gail for her 16 years on the board. It seems appropriate to bid

farewell to Gail in a park. We are thinking 6pm at the park for the ribbon cutting, and will invite Nabiha

Ahson, our friend from Lincoln Hall who presented her own O’Brien Park Design at our last meeting. She

did the design in her STEM class. Let me know if you cannot make it that night, we can change the night if

needed.

STAFF REPORTS

A. SUPERINTENDENT OF RECREATION – GAMROTH

Gamroth-I just had a meeting with the MultiCultural Task Force and the talk for a Diversity Day

has come about. Incorporating food and arts from the many cultures in Lincolnwood. We would

be looking at spring or later summer of 2016.

Hincapie-The car show will be coming to the Family Fun Fest in September, 2015. They will no

longer be part of Lincolnwood Fest.

Lovering-You mean ethnic diversity? Not diversity as a whole? I think you mean ethnic

variation.

Gamroth- Yes, that seemed to be the direction of the group

Lovering- We might want to reconsider the name to reflect that

Ito- That is a good point, maybe an Ethnic Fest.

B. SUPERINTENDENT OF PARKS AND FACILITIES - STACHEWICZ

As noted in report

C. COMMUNITY CENTER PROGRAM SUPERVISOR - RIMDZIUS

As noted in report

D. COMMUNITY OUTREACH AND MARKETING COORDINATOR – VERING As noted in report

E. YOUTH PROGRAMS COORDINATOR - FLETCHER As noted in report

ADJOURNMENT Meeting adjourned at 7:40 P.M.

Park Board Minutes prepared by: Katie Gamroth, Superintendent of Recreation

Park and Recreation Board President: ___________________________________________ ___________

Signature Date

Request For Board Action REFERRED TO BOARD: May 19, 2015 AGENDA ITEM NO: ORIGINATING DEPARTMENT: Parks and Recreation

SUBJECT: Approval of a Recommendation from the Parks and Recreation Board to Adopt a

Resolution to Reject a Bid for the Removal and Replacement of Tennis Court Fencing for the Proesel Park Tennis Court from Tru-Link Fence, of Melrose Park, Illinois

SUMMARY AND BACKGROUND OF SUBJECT MATTER: The fence around the tennis courts in Proesel Park, located at 7030 Kostner Avenue, is in need of replacement. As a result of many years of frost and use, the poles are approximately 6 inches out of ground and the fence is curling at the bottom. The Public Works staff have installed chicken wire at the bottom of the fence to keep the tennis balls from rolling out of the court. The Invitation to Bid was advertised in the paper on April 15, 2015. Bid packets were also sent to 10 vendors. The bid documents requested a unit price bid for the removal and replacement of fencing with two alternates. Alternate one included the painting of the tennis courts and alternate two was for the installation of new windscreens. On April 26, 2015 the Village opened one sealed bid for the Removal and Replacement of Proesel Park Tennis Court Fencing. Staff recommends rejecting this bid and re-bidding the project later in the year in hopes of getting more bids and, ultimately, a better price. FINANCIAL IMPACT: There is budgeted $55,000 in Fiscal Year 2015/2016 Park Maintenance Recreation Equipment in the Parks and Recreation Department budget. DOCUMENTS ATTACHED: 1. Proposed Resolution 2. Bid Documents 3. Unapproved Minutes of the May 12, 2015 Park Board Meeting

RECOMMENDED MOTION:

Motion to approve a Resolution to reject the bid from Tru-Link Fence for the Removal and Replacement of Proesel Park Tennis Court Fencing.

VILLAGE OF LINCOLNWOOD

RESOLUTION NO. R2015-__________

A RESOLUTION REJECTING THE BID RECEIVED FOR

THE REMOVAL AND REPLACEMENT OF THE PROESEL PARK TENNIS COURT

FENCING

WHEREAS, the Village sought bids for the award of a contract for the removal and

replacement of the Proesel Park Tennis Court Fencing (“Contract”); and

WHEREAS, the Village received one sealed bid for the Contract; and

WHEREAS, upon investigation, Village Staff has determined that the Village is likely to

receive numerous additional bids for the Contract by rejecting the one submitted bid for the

Contract and re-bidding the Contract; and

WHEREAS, the Village President and Board of Trustees have determined that it will

serve and be in the best interests of the Village to reject the submitted bid for the Contract;

NOW, THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF

TRUSTEES OF THE VILLAGE OF LINCOLNWOOD, COOK COUNTY, ILLINOIS, as

follows:

SECTION 1. RECITALS. The facts and statements contained in the preamble to this

Resolution are found to be true and correct and are hereby adopted as part of this Resolution.

SECTION 2. REJECTION OF ALL BIDS RECEIVED. The bid received for the

Contract is hereby declared to be unacceptable and is rejected.

SECTION 3. EFFECTIVE DATE. This Resolution will be in full force and effect from

and after its passage and approval as provided by law.

[SIGNATURE PAGE FOLLOWS]

PASSED this ___ day of ______________, 2015.

AYES: ______

NAYS: THE REMOVAL AND REPLACEMENT OF THE PROESEL PARK

TENNIS COURT FENCING

ABSENT:

ABSTENTION:

APPROVED by me this _____ day of ____________, 2015.

_______________________________________

Gerald C. Turry, President

Village of Lincolnwood, Cook County, Illinois

ATTESTED and FILED in my office this

_____ day of _________, 2015

Beryl Herman, Village Clerk

Village of Lincolnwood, Cook County, Illinois

#28210151_v1

DIRECTOR’S REPORT May, 2015 Jan Hincapie, Director of Parks and Recreation jphincapie@lwd.org

Memorial Day Parade

The dynamic team of Melissa Rimdzius and resident Paul Eisterhold are getting ready to

honor our veterans on Monday, May 25 with the annual parade and ceremony. The parade

steps off from Kow-Kow Restaurant at 10:20 am and the ceremony in Madeleine’s Garden

will begin immediately following the parade. I hope you will choose to be a part of this

event and represent the Park Board in the parade.

Ready or not….Here comes summer!

The good news is: We will be ready! Kudos to staff for their careful preparation for our

busiest season. The pool is being filled this week. Public Works has been working with our

department to spruce up the facility. The facility opens on Saturday, May 30. Chris is

working with Aryn Fletcher the Youth Programs Coordinator. She will be assisting with the

management of the operation.

Our counter traffic is picking up as we get closer to June. Camps are filling up nicely. Staff

are being interviewed and hired. Supplies are ordered. Melissa and her team are ready for

a great summer.

Car Show coming to Third Annual Family Fun Fest in Centennial Park

The Lincolnwood Classic Car Show will not be held in conjunction with Lincolnwood Fest

this year. Instead, it will become part of the September 13 Family Fun Fest scheduled in

Centennial Park. Paul Levine and his committee are working with Village staff to plan a

wonderful showcase of vehicles. Please mark your calendars for this exciting event.

Farewell and Thank You

Three of our Park Board members will be leaving us: Barry Bass, Jennifer Spino and Gail Ito.

We appreciate their years of service, making Lincolnwood a better place to live, work and

play.

Welcome!

We welcome Amy Kaniff and Victor Shaw to the Park and Recreation Advisory Board. One

more person will be appointed soon. An orientation session will be planned within the next

month.

Skokie Valley Bike/Pedestrian Path – ComEd Right-of-way

The Village was notified that an agreement was reached with PUIG, the business-owner at

Lincoln and Jarvis. They will be giving us a portion of their parking lot for the installation of

the path. The lot has been returned to its original state as of this week. PUIG will sign an

addendum releasing the land and the Village will then execute the lease. Construction will

take place in spring of 2016. The public meeting for the bridge over Touhy for the path was

held last Tuesday. The tentative construction date for the bridge is 2017.

Superintendent of Recreation May 2015 Katie Smith Gamroth kgamroth@lwd.org Social Club We had just under 50 social club members come out to participate in our April activities (not including senior exercise and Mah Jongg).

Event Number of Participants

Love on Paper 4 Registered

Lunch and Trivial Pursuit Cancelled

AARP 7 Registered

Anything Goes 12 Registered

City Style Lunch - 676 13 Registered

Lunch Bunch – Longhorn Steakhouse 9 Registered

Upcoming events for May are as follows:

Lunch Bunch at Noodle Co. – May 6

Lunch and Bingo – May 10

City Style Lunch Bunch at Mack’s Golden Pheasant – May 13

Fireman’s Luncheon – May 19

“Hedda” A musical conversation – May 27 This past April staff was able to meet up with a programmer from Morton Grove Park District and talk about planning cooperative trips. Currently we are working towards a joint trip in September and October of 2015. The goal is for this joint programming to continue throughout the year to allow staff to program more of the theater trips at a discounted rate. Tennis Spring outdoor tennis has started up at Proesel Park. As of May 1, 2015 we have two youth classes running with a total of 13 kids. We have had interest from one adult participant and he will be joining a class in Evanston, in hopes of getting a summer class running in Lincolnwood. Family Fun Fest Planning has begun for the 2015 Family Fun Fest. New this year will be the addition of the Lincolnwood Classic Car Show. We are excited to have the group join on with the already popular event. Staff are currently working with the car show organizers to create marketing material, registration information and site layout. This is shaping up to be a great event.

Superintendent of Parks and Facilities _ _____May 2015

Chris Stachewicz cstachewicz@lwd.org

O’Brien Park

Staff worked with Elanar Construction Company to install the new play structures for

O’Brien Park. After working with Public Works to make some minor adjustments,

O’Brien Park was opened to the residents of Lincolnwood on April 28. Staff has received

many complements about the new play structures.

Aquatic Center

Non-Resident pool passes went on sale Saturday, April 18 at 10:00am. Staff sold 1,748

passes. The Village allows 2,000 non-resident pool passes to be sold. Non-residents can

still purchase non-resident pool passes at the Parks and Recreation office.

Staff is worked with Freeman Fence to install a safety fence next to the pump room at the

Aquatic Center. The fence gives the staff an added layer of safety and helps keep people

from going into the pump room.

Staff is in the process of hiring all positions (Lifeguard, front desk, maintenance, and

concession stand) at the Proesel Park Family Aquatic Center for the summer.

Proesel Park

Staff started Proesel Park Shelter rental on April 13 and we currently have 32 out of 48

days filled for the 2015 summer.

The Proesel Tennis court fence bid was opened on April 27. We had one bid submitted

and it was from Tru-Link Fence.

Office

The office staff has been extremely busy processing pool passes and registrations for

camp. Julie has also been training our new seasonal receptionist Suzie.

Park Patrol

The Park Patrol staff started patrolling the parks May 1. Park Patrol is happy to be back

and staff is glad to see them back.

Park Inspections

The park inspection report for April is attached.

Playground Inspection Report Summary

Date(s) of Inspection: April 4, 5, 2015 Inspector: Chris Stachewicz

Hazard Ranking System #1 – Condition should be corrected immediately, hazard level high #2 – Condition should be corrected as soon as possible, hazard level low #3 – Condition is aesthetic, brings the appearance of the park down #4 – ASTM Standard, will be fixed when the park is remodeled

PROESEL PARK Rank Reported Fixed Description #3 PW Clean play structures #3 PW Repaint water fountain KENNETH PARK Rank Reported Fixed Description #3 PW Replace basketball net KILDARE PARK Rank Reported Fixed Description #3 PW Pick up trash #3 PW Repair water fountain GOEBELT PARK (Equipment new 2007) Rank Reported Fixed Description #3 PW Pick up trash O’BRIEN PARK Rank Reported Fixed Description #3 PW Remove broken picnic tables ROSSI PARK (Equipment New 2009) Rank Reported Fixed Description #3 PW Repaint water fountain #3 PW Repair basketball net COLUMBIA PARK (Equipment New 2006) Rank Reported Fixed Description #2 PW Repair missing part of fence CENTRAL PARK Rank Reported Fixed Description #3 PW Replace wind screens #3 PW Paint water fountain DRAKE PARK Rank Reported Fixed Description #3 PW Replace basketball net SPRINGFIELD PARK Rank Reported Fixed Description #3 PW Paint water fountain #3 PW Remove dead tree

G.G. ROWELL PARK Rank Reported Fixed Description #3 PW Paint drinking fountain FLOWERS PARK Rank Reported Fixed Description #2 PW Repair tennis courts #3 PW Paint drinking fountain CENTENNIAL PARK Rank Reported Fixed Description #3 PW Pick up trash around theater and channel #3 PW Empty trash cans

Community Center Program Supervisor May 2015 Melissa Rimdzius mrimdzius@lwd.org Community Center Rentals There are currently eight large room rentals and one small room rental scheduled for the month of May, in addition to the Amateur Radio Club meeting (2 hours). Revenue for the 42.5 rental hours is estimated at $5552.50 Memorial Day The annual Memorial Day Parade and Ceremony will take place on Monday, May 25, 2015. Staff is in the process of finalizing the details and we are looking forward to this wonderful community event. Fitness The second session of fitness classes is underway. Attendance is as follows:

Class Session II 2015

Sunday Zumba 10

Monday Yoga 9

Tuesday RIPPED 7

Wednesday Zumba 4

Thursday RIPPED 3

Sunday/Wednesday Combo 1

Tuesday/Thursday Combo 13

Total 47

Summer Camp Summer staff recruitment and hiring is still in progress. Group interviews were held during the month of April and individual interviews will continue through May. The Parks & Recreation Department has experienced an increase in camp registration over the past month. As of May 6, revenue received is $192,720, which is approximately 51% of the anticipated revenue for the 2015-2016 budget year. A chart with the current summer camp enrollment totals is included below on the second page of this report.

Camp Session 1 Session II Pick-a-Week

Prairie Dogs 15 19 20 Prairie Dogs Overtime 3 6 10

Little Lincolns 11 16 58

Little Lincolns Warm Ups 1 1 0 Little Lincolns Overtime 2 1 0

Camp Potawatomie 30 38 59 Rutledge Rockets 29 27 77 Adventure Camp 8 12 15

L.I.T 1 0 N/A Warm Ups 2 2 5 Overtime 15 23 51 Camp 74 25 N/A N/A

Camp 74 Overtime 5 N/A N/A

Total 147 145 295

Community Center Program Supervisor May 2015 Linda Vering lvering@lwd.org Created Ad for the upcoming Summer Fun Guide Barrington Courier-Review Buffalo Grove Countryside Deerfield Review Evanston Review Glencoe News Glenview Announcements Highland Park News Lake County News-Sun Lake Forester Lake Zurich Courier Libertyville Review Lincolnshire Review

Lincolnwood Review Morton Grove Champion Mundelein Review Niles Herald-Spectator Norridge-Harwood Hgts. News Northbrook Star Park Ridge Herald-Advocate Skokie Review Vernon Hills Review Wilmette Life Winnetka Talk

Website Created pages for all of the upcoming summer concerts that include images of the band and the activities, which will help with online/social media promotion Entire list of pages can be found here: http://www.lincolnwoodil.org/enjoy-lincolnwood/parks-and-recreation/special-events/summer-concert-series

Email Marketing I created and sent targeted emails to promote the following programs/events in March:

Parks and Rec Email Newsletter

Summer Day Camp

Aquatic Center Membership Sponsorship I have been working with our contact at NorthShore University Heathsystem on a multi-year sponsorship package may include some of our camp programs as well as Turkey Trot.

Community Center Program Supervisor May 2015 Aryn Fletcher afletcher@lwd.org Winter/Spring Youth Programs We have added 5 weeks of additional classes to the end of the year to accommodate the longer school year. Games Galore will run on Tuesdays, Basketball at Todd Hall on Wednesdays, and Basketball at Rutledge Hall on Thursdays. Staff was able to market the additional classes via Facebook page, on the school district’s virtual backpack, and flyers were handed out to current participants. Below are the updated enrollment numbers:

Program Enrolled

Games Galore 10

Basketball @ Todd Hall 6

Basketball @ Rutledge 12

Club Kid Club Kid is enjoying this beautiful weather. Staff has begun taking the kids for walking field trips to parks surrounding the school. We are hoping to coordinate a walk to the new O’Brien park sometime before school lets out for summer. Softball: We have ten teams signed up for our Sunday Softball League. Both Friday and Wednesday nights were cancelled due to low enrollment. Staff has been in contact with surrounding Parks departments and this is something everyone has experienced this year. Family Fun Fest This year’s Family Fun Fest will return to Centennial Park on Saturday, September 12. Parks and Recreation staff are beginning the planning process for this and have added the Lincolnwood Classic Car Show. Staff are contacting our traditional lineup of kayaking, kite flying and music down by amphitheater.