HomeMy WebLinkAboutMinutes - 8/14/2012 - Parks and Recreation Committee PARKS AND RECREATION COMMITTEE MEETING
� Tuesday,August 14, 2012
Aldermen's Conference Room, 7:00 p.m.
In Attendance: Committee Members: Chairman Alderman Peterson, Alderman Glab, and
Alderman SchaefEr. Absent: None.
Also in Attendanc;e: Director of Parks and Recreation Merkel, Assistant City Administrator Hobson,
Superintendent of� Forestry and Park Planning Schmidt, Superintendent of Recreation Witt and City
Clerk Jones.
Public in attendance: Helen Glab
Chairman Alderman Peterson called the meeting to order at 7:00 p.m.
Public Input
No one participated in Public Input.
Discussion Regarding Dog Park Develoument—Final Concept Plan Review
Director of Parks and Recreation Merkel informed the Committee that permits and license agreements
have been obtained from both IDOT and Kohl's — Illinois Inc., for use of the FAP 420 property for the
proposed community dog park facility.
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Director Merkel stated that during the permit process there were some revisions to the plan to provide a
buffer area to the �idjoining wetland area. He provided the Committee with the revised plan for review
together with a copy of the plan presented at the meeting on September 7, 2011 for comparison.
Director Merkel indicated that the latest version of the plan moves the entry point to the west along with
the small dog area. There is a slight reduction in the total acreage for the large dog area. The
configuration of the entry area and the length of the pathway have changed in the new plan. 3D Design
is in the process of preparing revised cost estimates and specification for this project based on the
changes that have been made.
Staff is recommending that the dog park facility be a fee based operation. The fee structure would be set
up as an annual pass, which would be purchased at the Municipal Center. There are various ways to
control entry at the gate and Staff is looking into a pass management system using an electronic gate
access.
Staff has determined that daily admissions should not be offered due to the requirement that all visitors
must provide proof of current vaccinations and registrations with the Health Department prior to being
allowed in the facility with their pets.
Director Merkel provided the Committee with a copy of the proposed Rules and Regulations for the
facility. He noted that these are the rules imposed by most dog park facilities in the area. Some
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violations for part�cular rules and regulations will have to be adopted in ordinance form to be enforced
by the City of Mc��enry Police Department.
Staff is seeking a iecommendation from the Committee to move forward with the project, which will be
presented to full C�uncil.
Director Merkel stated that the first phase of the project will be to advertise for bids for all work to be
performed. This work would include fence installation, gading and access path installation, site
clearing and landscape restoration, as needed.
Staff has considered that work performed by the City could be supplemented with volunteers, as
available. Corporate and individual donations to the project would also be encouraged and accepted for
appropriate amenities.
Responding to an inquiry from the Committee, Director Merkel informed the Committee that once
approved by Council, work could begin on the facility in the fall with an anticipated opening in spring
2013.
� Chairman Alderman Peterson opined that he particularly liked the latest location of the entrance.
Chairman Alderman Peterson stated he is supportive of a smaller park initially and expansion as
necessary. A brief discussion ensued regarding expansion. Assistant City Administrator Hobson
indicated that the plan is still within the boundaries established so expansion would just alter the
numbers in the bid process.
Responding to an inquiry, Director Merkel stated that depending on the alternates chosen the cost of the
facility could be anywhere between $95,000 and $120,000.
Alderman Glab opined that he strongly feels that it is a City project and he does not want to see
advertisements for companies that are out of town.
Alderman Glab inquired about the cost of maintenance. He noted he recalled that at the beginning of the
project it was announced that the dog park would be self-sustaining. Superintendent of Forestry and
Park Planning Schmidt informed the Committee that the cost analysis is based on a minimal reasonable
amount of maintenance required to operate the facility annually. He estimated that the cost of
maintaining the facility would be approximately $15,115 annually. He stated that maintenance does not
include the procurement cost of any supplies necessary for maintenance, which should be minimal. He
provided the Committee with the following figures for annual maintenance:
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• Mowing: $150/event, minimum 6 times per year.
• Daily Routine Maintenance: trash pick-up, empty garbage cans, make sure all
equipment is functioning properly, note maintenance issues needed and
vandalism that may have occurred.
• Routine Maintenance: maintain wood chip and limestone paths to ADA
standards, brush removal, tree trimming, painting, and water system
maintenance and fence repairs.
• Do�; Waste Collection System: maintain and provide bags for the collection
of waste material
Director Merkel provided the Committee with the proposed fee scheduled.
Fee Add'1. DoE
Resident $ 75.00 $10.00
Non-Resident $125.00 $10.00
Replacement Tag/Key $ 10.00
�-- A discussion ensued regarding the number of residents (200 @ $75/dog) it would take to reach the
annual maintenance fee of$15,000. Alderman Glab reiterated that he feels strongly that the dog park
should be self-sustaining.
Motion by Schaefer, seconded by Peterson to direct Staff to move forward with the project, obtain bids
and present the Final Concept Plan to Council for consideration.
Aye: Peterson, Glab, Schaefer.
Nay: None.
Absent: None.
Motion carried.
ADA Access Audit/Request for Pronosals
Director of Parks and Recreation Merkel informed the Committee that when the Americans with
Disabilities Act ("ADA") regulations were adapted in 1991, the City was required to meet standards in
all public facilities. At that time, the City spent in excess of$50,000 renovating washroom facilities in
several parks and installing sidewalks and accessible doorways in other facilities.
Unfortunately, while the 1991 ADA legislation required facilities to be made accessible, in many cases
they did not specify how to accomplish the task. Many recreation facilities were a challenge to meet the
intent of the ADA regulations. Following many years of confusion, and in some cases litigation, a
revised list of standards was developed in 2010. The new standards attempt to address "grey areas" of
trying to comply with the ADA regulations.
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Many communities have hired outside firms to conduct ADA Access Audits and develop transition
plans to meet the �iew standards. There are a few qualified firms in the area that are completing work
for neighboring municipalities. If the City of McHenry was to contract with an outside firm to conduct
an access audit anci develop a transition plan, an amount of$22,000 have to be budgeted in the general
fund. Future costs for renovation work would be taken out of the Capital Account (General Fund) or a
Special Recreation Account ("SRA") fund, if levied by the City.
Staff is seeking the Committee approval of a request to solicit qualified firms to submit proposals to
perform an ADA Access Audit for the City of McHenry.
Chairman Alderman Peterson inquired whether a candidate would be chosen based on the lowest bid or
most qualified. Director Merkel stated the choice would be made based on who was most qualified.
When an inquiry was made by a member of the Committee regarding a timeframe, Director Merkel
stated that it actually should have been done by now.
Motion by Glab, seconded by Peterson directing Staff to obtain bids to perform an ADA Access Audit
for the City of McHenry.
� Aye: Peterson, Glab, Schaefer.
Nay: None.
Absent: None.
Motion carried.
Committee Meetin�Schedule- Proposed Dates and Agenda Items
Director of Parks and Recreation Merkel presented the following dates and agenda items for meetings of
the Parks and Recreation Committee for the 2012/2013 Year:
• Wednesday, September 12, 2012
• Wednesday, October 10, 2012
• Wednesday, November 14, 2012
• Wednesday, January 16, 2013
• Wednesday, February 20, 2013 (Athletic League Meeting)
• Wednesday, March 13, 2013
• Dog Park Development/Implementation
• Recreation Center Fund Discussion
• ADA Access Audit Completion and Action Plan Implementation
• Fort McHenry Renovation/Rehabilitation
• Park and Open Space Master Plan 2007/2008—Adoption of Extension
• Tennis Program Review and Facility Recommendations
• Foxridge Park (West) Plan Revision—Use of Former School Site
`" • Forestry—EAB Action Plan and Park Tree Replacement Program
Parks and Recreation Committee Meeting
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Page 5
It was noted that additional meeting dates and/or agenda items could be assigned by the Chairman, or as
requested by the l�tayor or Council.
Chairman Alderm�n Peterson stated he had no issues with the schedule, as presented, although he did
request that the Oc tober 10, 2012 date be changed to October 17,2012.
It was the consensus of the Committee that the dates and agenda items proposed are acceptable, with the
change requested by Chairman Alderman Peterson.
Staff Reports to Committee
A. Emerald Ash Borer Action Plan Update
Superintendent of Forestry and Park Planning Schmidt informed the Committee that the City was
particularly hard hit this summer by the Emerald Ash Borer (`BAB"). Sixty public trees were
removed near Walmart and he anticipates twice as many will be removed during the coming
year. Legend Lakes and Olde Mill Ponds have a heavy infestation. Thirty trees need to be
removed in Olde Mill Ponds subdivision.
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Responding to an inquiry from a Committee member, Superintendent Schmidt stated that if an
infected tree is not completely removed the insect multiplies by 10 times.
The City ordinance states the City can remove infected trees. A company can be hired or a lien
can be put on the property if the property owner is unwilling to cooperate. Staff proposes giving
the property owner an opportunity over a period of time (between 10/15 and 4/15) to remove an
infected tree.
B. McCullom Lake Herbicide Treatment Review
Director Merkel informed the Committee that the weeds are gone, but due to weather conditions,
they have piled up on the shoreline and created an odorous mess. However, there is no sign of
milfoil and the shoreline is improving rapidly.
Director Merkel advised that the herbicide treatment is a good investment and the results are
satisfactory. This treatment should last three to four years.
A suggestion was made that better notice to the lakefront property owners would be advisable
next time a treatment takes place.
C. McHenry Shores Beach—IDNR Agreement Renewal
Director of Parks and Recreation Merkel informed the Committee that the baseball
� Field at McHenry Shores Beach is on IDNR property and he wanted to make the
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August 14, 2012
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Cornmittee aware of the fact that the agreement is up for renewal for an additional
five years.
New Business
Respondint; to Alderman Glab's inquiry regarding the boat launch at West Beach, Assistant
City Admi�iistrator Hobson noted that with the level of the lake the issue regarding the boat
launch has been discussed. He mentioned that many persons use the boat launch and it needs
to be addre�sed.
Alderman Schaefer inquired about the fee structure for the various parks programs and when
it was last reviewed. Superintendent of Recreation Witt stated that the fee structure was last
thoroughly reviewed in 2008. Alderman Schaefer opined he would like to review the fee
structure again as a future agenda item.
Adiournment
Motion by Schaefer, seconded by Glab, to adjourn the meeting at 8:45 p.m.
Aye: Peterson, Glab, Schaefer.
Nay: None.
Absent: None.
Motion carried.
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ctfully s ' d,
Robert J. Pet rso , Chairman
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