HomeMy WebLinkAboutMinutes - 6/9/2010 - Parks and Recreation Committee PARKS AND RECREATION COMMITTEE MEETING
�- Wednesday, June 9, 2010
Aldermen's Conference Room, 7:30 p.m.
In Attendance: Committee Members: Chairman Alderman Peterson, Alderman Glab, and
Alderman Schaefer. Absent: None.
Also in Attendance: Assistant City Administrator Hobson, Director of Parks and Recreation
Merkel, Superintendent of Forestry and Park Planning Schmidt, Park Maintenance
Superintendent Kittl, and Deputy City Clerk Kunzer.
Chairman Alderman Peterson called the meeting to order at 7:30 p.m.
Public Input
There was no one in attendance who wished to address the Committee during the Five Minutes
of Public Input.
Discussion: Fort McHenry Renovation
Director of Parks and Recreation Merkel stated as discussed with the Committee previously,
Staff has been working with Leathers & Associates, designer of Fort McHenry, investigating
options to pursue renovating the park. In early March Staff received a detailed assessment which
included a list of recommendations for renovating the facility. Most items included involved
� aesthetics and safety maintenance issues.
Director Merkel provided the Committee with a brief background on how the facility was
designed, constructed and funded:
1. The playground was built through community participation in May 1994. The design was
done by Leathers & Associates. Construction was handled through volunteer efforts.
Equipment and materials were purchased or donated by local contractors or businesses.
2. Funds in the amount of $120,000-$130,000 were raised by volunteers. Materials and
supplies were donated to keep playground development costs down. City Developer
Donations were used for construction of access road, parking lot and washroom/service
building.
3. In the first few years following initial construction, volunteer work days were scheduled
to replenish mulch, apply sealer and conduct minar repairs. Currently the City is
responsible for all of the park maintenance.
4. Leathers & Associates completed a facility evaluation in March 2010. The evaluation
included a recommendation to make minor safety and aesthetic improvements. The
recommendation from Leathers & Association included:
a. Design consultation, $500, which would provide the City with: a hand-drawn
schematic drawing showing the proposed changes; a preliminary materials list for
renovations; a proposal of Leathers' fees to develop the design of the park
renovations, finalize the materials list, manage the project and provide on-site
construction supervision;
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Parks and Recreation Committee Meeting
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b. De,ign development, design documents, project management, $6,000 to $9,000,
which would include: developing the design; finalizing the materials list; project
management;
c. Construction supervision, $6,000 to $12,000, to provide on-site guidance during the
construction of the park renovation;
d. Materials costs, $35,000 to $65,000, including maintenance items and making the
facility ADA acceptable.
Director Merkel stated Staff is seeking ways to update and improve Fort McHenry
facility. He noted there are now available creative playground treatments which were not yet
discovered at the time the playground was constructed in 1994. He noted the next step in the
process would be to bring a Leathers & Associates consultant in from New York for on-site
consultation. He stressed the City must do something about the park as there are numerous items
which must be repaired and/or replaced. Director Merkel noted Superintendent Kittl is certified
in playground safety.
Chairman Peterson concurred that the playground needs updating. He observed it is a
busy place; it is a great place from families to gather and have fun. Superintendent Kittle noted
Fort McHenry is one of the City's busiest parks and the playground equipment is very worn.
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Alderman Schaefer stated he has been to the park several times this summer and noted
there are items which need replacing. He also observed graffiti which need to be cleaned or
removed from some of the equipment. Discussion followed regarding various ways and means
which could be utilized to upgrade and/or renovate the playground.
Director Merkel suggested the $500 consultation with Leathers & Association would be a
logical place to initiate the renovation process. If the recommendation is made at this meeting to
pursue the $500 consultation at this time, the design development and project management phase
of the renovation could be discussed in the fall.
Alderman Glab inquired why the City would need a design firm and an expenditure of
$500 to tell thc City which boards or playground parts need to be repaired or replaced. Assistant
City Administrator Hobson responded it is not just a matter of replacing bad boards. There are
entire segment:s of the playground which need to be looked at and potentially redesigned and
rebuilt. He cited the tire bridge as an example. The bridge might no longer be safe and perhaps a
platform bridge should replace it. Alderman Glab noted the playground was initially designed in
conjunction with kids in area schools. He questioned whether the City needs to go back to the
children in schools to obtain their input in the renovation of the park.
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Superintendent Kittl stated there are safety issues with the metal slide which is probably
too high, the raised sandbox area for handicapped accessible users, as well as various other
portions of the playground which need to be addressed.
Alderman Glab stated the Committee is talking about redesigning the park which
indicates a major renovation. He opined the City is not in a financial position to expend those
kinds of funds to redesign this park. Superintendent Kittle noted Staff is seeking direction in how
to proceed to make the playground more safer for its users.
Chairman Peterson noted there must be something done regarding the decking on the
playground. Additionally, the handrails are all worn and need replacing. Chairman Peterson
suggested Fort McHenry is the City's busiest park and it needs to be updated and renovated.
Alderman Glab stated original development of the park was a great idea which included
community involvement with the design and construction. Initially, volunteers also assisted with
annual maintenance. He inquired if that was still the case. Director Merkel responded the only
annual maintenance which volunteers assist with is spreading the mulch each spring.
Chairman Peterson stated Fort McHenry is a go-to place and it needs maintenance and
� renovation. He also noted it is used year-round. He asked the Committee if they believed the
park is worth a $500 consultation which would result in the items previously listed (hand-drawn
schematic drawing of proposed changes; preliminary materials list; proposal to provide
additional services by Leathers & Associates).
Alderman Glab stressed he did not want park improvements to be constructed of trex
material as they would be slippery. He stated he would prefer composite materials which would
be comprised of plastic and wood combination rather than trex. Director Merkel stated Leathers
& Associates would recommend the materials the City should use. When the preliminary
materials list is provided it will include a list of suggested materials to be used. Safety issues
would be considered when recommending materials for repair and renovation.
Chairman Peterson stated he believes Fort McHenry is worth expending $500 to obtain
the consultatiori from Leathers & Associates.
Alderman Schaefer concurred. He stated when the results of the $500 consultation are
received, the City can utilize in-house Staff to advise how to move forward. Pursuing the $500
consultation would not entail the City being required to follow through-on with continuing to
utilize the services of Leathers & Associates.
Alderman Glab stated the uniqueness of the park is its all-wood design. It is the "wood
park" and has its own personality.
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Parks and Recreation Committee Meeting
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Motion by Schaefer, seconded by Glab, to accept Staff's recommendation to proceed
with obtaining a consultation with Leathers & Associates in the amount of $500 to secure the
following:
a. A hand-drawn schematic drawing showing the proposed changes to the park;
b. A preliminary materials list;
c. A proposal of Leathers' fees to develop the design, finalize the materials list, manage
the project, and provide on-site construction supervision.
Voting Aye: Glab, Schaefer, Peterson.
Voting Nay: None.
Absent: None.
Motion carried.
Discussion: McHenry Zone Skate Park Renovation
Director Merkel stated there are problems with the wood ramps at the skate park. The
concrete areas have held up very well. Staff has recommended the wood ramps need to be
replaced. The exposure to the elements, pounding and vibrations from use have caused the ramps
to decompose, especially the plywood on the underside, where it is exposed to earth and
moisture. Staff is seeking direction on how to proceed with repairs to the park.
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Alderman Glab inquired how the City handles use of the park. He questioned whether
there were entry or use fees, and if the park is supervised by Staff. Assistant City Administrator
Hobson responded there are no use fees charged to park users. There is minimal Staff
supervision during short periods of time on weekends during the warmer months. Due to recent
budget constraints, the City has reduced the number of hours the facility is supervised in an
effort to reduce expenses.
Chairman Peterson inquired if the City is anticipating replacing wood ramps with new
wood ramps or would Staff recommend replacement with something such as precast metal
ramping. Director Merkel stated there are several alternatives available. None of the potential
means of providing new ramps is inexpensive, however. He stated a manufactured ramp is
available. There are several firms which offer a manufactured ramp. Each has ranges of
manufactured ramps available to choose from: $25,000 or less; $50,000-$75,000; and $75,000 -
$100,000.
Alderman Schaefer noted metal ramps might rust. Chairman Peterson noted
manufacturers could use stainless steel bolts. It was noted stainless steel would be very
expensive.
Director Merkel stated Staff is seeking Committee direction to pursue Requests for
Proposals for replacement of ramps in the skate park. The RFP's could be secured in the next
� couple of months. Staff would come back to the Committee at its September meeting with
Parks and Rec�eation Committee Meeting
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Page 5
proposals for the Committee's consideration. He stated the firms submitting proposals could
make presentations before the Committee in September.
Alderman Schaefer inquired if it was the City's intent to retain the BMX portion of the
park or to go solely with skate park ramp and street features. Director Merkel responded Staff
intends to retain the BMX portion of the park.
Some discussion followed regarding funding sources and availability to repair skate park
ramps and elements. Director Merkel noted funding could come from Developer ponations.
Alderman Glab stated he is opposed to spending money needlessly at this time, citing the
recent Council discussions regarding lack of available funding to maintain current level of
services. He requested prior annexation agreement language be investigated which would allow
park developer donation funds to be used or restricted from park repairs and/or maintenance.
Assistant City��dministrator Hobson stated he would research the issue for Alderman Glab.
It was the consensus of the Committee to direct Staff to seek Requests for Proposals for
skate park ramp and street feature repairs and/or replacement with proposals to be presented
before the Committee at its September regularly scheduled meeting.
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Staff Reuorts
Annual Forestry Report
Superintendent of Forestry and Park Planning Schmidt presented the annual forestry
report to the Committee. He provided a copy of the report which included goals and a report of
accomplishments during the 2009 calendar year.
A discussion occurred regarding the 50-50 parkway tree planting program. It was noted
the City has no current funding available to offer the 50-50 program during this fiscal year.
Discussion followed regarding ways to encourage resident tree planting in spite of the City's lack
of providing a subsidy for the program. It was suggested the City could oversee tree planting in
subdivisions or neighborhoods, and perhaps more trees would be planted, even if there was no
City financial participation. Targeted subdivisions could be those which were formerly
agricultural in lise as they would have the least amount of trees already planted within them. In
response to an inquiry, Director Merkel noted most recent subdivisions have been planted and
supervised by tlle forestry department.
Alderman Glab noted the trees planted in Legend Lakes Subdivision were not planted in
very good locations. While they appear nice enough now, many will be lost when the roadways
are expanded as they were planted too close to the right-of-way.
Superintendent Schmidt noted tree pruning is being done on a cyclic basis. He noted
� which subdivisions were pruned in 2009. In response to an inquiry from Alderman Schaefer,
Parks and Recreation Committee Meeting
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Superintendent Schmidt stated the reasons for pruning trees are many, including training the
trees so that tlley do not overhang sidewalks and streets, ensuring that trees grown straight up,
reducing the canopy to prevent future wind damage, removing dead wood, and providing for
stronger healthier trees. Alderman Schaefer questioned whether tree pruning is a need or a want.
Superintendent Schmidt responded it is a need. He stated Public Works Street Division trims
street trees. Parks Maintenance employees trim park trees.
Alderman Glab noted when Commonwealth Edison trims trees, they tend to overdo it and
hack up the City's trees. Assistant City Administrator Hobson stated when Commonwealth
Edison ran ne�vlines from their new facilities, they met with City officials and indicated the path
they would take in order to reduce unnecessary tree trimming. Alderman Glab questioned why
the City does not have a permitting process which would require Commonwealth Edison to
secure a permit and provide a plan for an approved route where tree trimming would occur. He
opined the Citv should create an ordinance and establish guidelines to prohibit over-trimming of
trees in the City.
Superintendent Schmidt stated tree removals were also conducted last year on an as-
needed basis. �-Ie suggested in the future plans should include replacement of one tree for each
10"of caliper removed.
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Some discussion followed regarding tree maintenance on private property.
Superintendent Schmidt noted trees should be removed when they are predominantly dead.
Superintendent Schmidt reported on insect control, noting there is no evidence of emerald
ash borer or gypsy moth yet this year. The Japanese beetles will likely be a problem but it will be
later in the st�mmer during warmer weather. Chairman Peterson suggested information be
included in the City newsletter to provide residents with ideas for improving the health of their
trees on private property.
Superintendent Schmidt continued with his forestry report. Alderman Glab inquired when
creek cleaning typically occurs. Superintendent Schmidt responded creek cleanup occurs during
winter months. Assistant City Administrator Hobson noted the public works crews walk the
creek during the winter months to clean up debris that accumulates during the year. They also
remove fallen trees and branches from the waterway.
Alderman Glab stated as the City is no longer weed-whacking, the waterways will
overflow their hanks.
Superintendent Schmidt stated the City maintains its Tree City USA status annually.
Because the C ity conducts regular brush pickup, tree trimming and removal, and annual
Christmas Tree recycling program, it is able to maintain the Tree City USA designation.
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Alderman Glab inquired as to the benefits to the City to being designated a Tree City
USA. Superintendent Schmidt responded the City is then eligible for grant monies; however, no
grants are cun•ently available. He stated the City would benefit from extra points in grant
application processes as a result of the designation.
New Business
Alderman Schaefer inquired as to the possibility of fences being installed at Fields 3 and
4 at Petersen P��rk. He noted from a safety standpoint, the existing fences are not safe and are not
high enough to protect the teams in the dugouts nor the fans watching in the stands. He urged
Staff to keep tliis matter on the front burner. He noted he is not certain if fencing or screening
would be best, �ut that some option should be considered.
Assista�it City Administrator Hobson noted he met with representatives of the Pigtail
League who arc thinking about a $15,000 offer to assist in the fencing issue at Fields 3 and 4. A
quote was sought to install the fencing and a quote came in at $40,000, which included backstop
and fencing for both fields.
Director Merkel noted those fields were initially designed for soft pitch and are now
being utilized by more fast pitch teams. This matter could be scheduled for consideration at the
� September committee meeting.
Alderman Glab noted the weed issue in McCullom Lake is pretty bad; they are very thick
everywhere. Additionally, the amount of carp in the lake is the worst he has ever seen. Director
Merkel noted the City has a lake management agreement with the Illinois Department of Natural
Resources who manages the carp. Alderman Glab suggested Staff look into a species of carp
which eats plant life. He suggested they might be called green leaf carp or grass carp. Director
Merkel noted there is a delicate balance which must be maintained in the lake. If too few carp are
introduced it v��on't work to clean up the lake and if too many are brought in they will eat
everything.
Brief discussion ensued regarding Eurasian milfoil. Chairman Peterson requested Staff
contact the Illi�iois Department of Natural Resources and obtain a report regarding McCullom
Lake managem�,nt for the committee's September meeting. Director Merkel noted the last milfoil
treatment was in 2004 and cost the City $15,000. He noted herbicide treatments need to be done
early in the spring. He opined the City would never be able to totally eradicate the milfoil from
the lake.
Alderman Glab stated he had never seen so many carp in the lake as he has seen this year.
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Adiournment
Motion by Schaefer, seconded by Peterson, to adjourn the meeting at 9:12 p.m.
Aye: Schaefer, Peterson.
Nay: Glab.
Absent: None.
Motion carried.
Respectfull sub ' t
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Robert J. Peterson, airman
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