HomeMy WebLinkAboutMinutes - 7/11/2007 - Parks and Recreation Committee PARKS AND RECREATION COMMITTEE MEETING
L.,. Wednesday,July 11,2007
Aldermen's Conference Room, 7:00 p.m.
In Attendance: Committee Members: Chairman Alderman Peterson and Alderman Santi.
Absent: Alderman Schaefer. Also in Attendance: Assistant City Administrator Hobson,
Director of Parks and Recreation Merkel, Superintendent of Forestry and Park Planning Schmidt,
Superintendent of Parks Maintenance Kittl, Crew Leader Jack Friedle, Summer Intern Ed
McMahon, Superintendent of Recreation Witt, Athletic Program Coordinator Lunkenheimer and
City Clerk Jones.
Chairman Alderman Peterson called the meeting to order at 7:02 p.m.
Chairman Peterson indicated that Item Nos. 3, 4 and 5 on the Agenda would require a motion
from the Committee.
Discussion Regarding Parks and Recreation Master Plan
Settin�Lon�Range and Short R.ange Goals
Director of Parks and Recreation Merkel reiterated that on April 23, 2007 a presentation was
made to City Council regarding the Parks & Recreation Master Plan. Chapter 15, specifically,
listed a number of recommendations for future improvements in facilities and programs.
� Director Merkel provided the Committee with a condensed version of Chapter 15 that provided a
space ne�to each recommendation. He requested that Staff and members of the Committee take
time to review the specific recommendations and indicate on each line that if it should be either a
long range or short range goal. Following receipt of the forms, Staff will compile the
information in an effort to establish a consensus on each recommendation.
Director Merkel noted that once a consensus has been established a discussion can begin
regarding a priority ranking on each recommendation. Following this procedure the ranking of
each item will be brought back to a future Parks and Recreation Committee meeting for further
discussion.
Director Merkel stated the designation for each goal is based upon the following criteria:
• Short Range Goal (1-3 years) SR
• Long Range Goal (3+years) LR
Director Merkel noted that upon completion of the established goals and priority ranking of the
recammendations, Staff can begin to include them in future CIP and budget requests. He
requested receipt of the recommendations no later than Friday, July 28, 2007.
Director Merkel stated that a report and rankings would be provided for Committee review at the
August meetin�;.
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Parks and Recreation Committee Meeting
July 11, 2007
Page 2
�-' In response to Alderman Santi's inquiry, Director Merkel stated the results of the short range
long range goal assessment would be brought back to Committee prior to submittal to full
Council.
Recreation Center Discussion
Director Merkel informed the Committee that Administrative staff and members of the Parks and
Recreation Department have continued to investigate the feasibility of a Recreation Center
Facility. Most of the effort, to date, has involved discussions with other communities on the
types of recreation centers which are operated within their municipalities and the operating costs
associated with these facilities.
Additionally, Director Merkel indicated that Staff has met with representatives of Sente& Rubel
Architects to discuss revisions to the Recreation Center plans originally developed in 1999. The
discussions included potential changes in recreational amenities included in the design, scaling
down the size, and cost of the building. Additionally, the cost of construction in multiple phases
and estimated maintenance and utility costs to operate the facility were discussed.
Assistant City Administrator Hobson informed the Committee that multiple site visits were made
to facilities in sunounding municipalities. The facilities visited included, Round Lake Area Park
District SpoR Center, City of Woodstock Recreation Center, and Foglia YMCA in La.ke Zurich.
Staff reviewed the variety of information gathered from the site visits and various sources.
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It was stated that the goal is to develop a construction and operations budget this summer for the
proposed indoor recreation facility, which would then be brought back to the Parks and
Recreation Committee for review at the scheduled meeting on September 12, 2007.
A discussion ensued regarding what has been successful in other communities, the best
opportunities to generate revenue, and the ability to construct different phases of the facility as
funds become available. Assistant City Administrator Hobson stated that developer donation
funds are currently available; however, funds for the continuing operation of the facility need to
be ascertained in order to make the recreation center profitable.
In response to an inquiry from Chairman Peterson, Assistant City Administrator Hobson
informed the Committee that the discussions currently taking place regarding construction of the
facility were centered on utilization of space, size of the structure, and utilization of the fitness
center as the driving force.
A brief discussion ensued regarding potential business to be derived from surrounding
municipalities and the cost per square foot of the structure.
Responding to Alderman Santi's inquiry, Director Merkel stated if any of the members of the
Parks and Recreation Committee were interested in touring the sites previously visited by Staff,
arrangements could be made.
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Parks and Recreation Committee Meeting
July 11, 2007
Page 3
�"' Superintendent of Recreation Witt indicated she is currently working on the operational budget
for the facility and that the construction budget had been completed. She stated she would be
able to complete the operational budget within a couple of months. Responding to an inquiry,
Assistant City .Administrator Hobson stated expecting completion of the operation budget by the
September Parks and Recreation Committee meeting might be premature, and it would more
likely be completed in October.
Petersen Park Entrance—Landscane Design Proaosal
Director Merkel outlined the proposal submitted by 3D Design Studio for landscape design and
construction management services of the Petersen Park entrance renovation. He reiterated that
the item was discussed at length at the May 10, 2007 Parks and Recreation Committee meeting,
at which time the Committee directed Staff to obtain a proposal from 3D Design of Grayslake,
Illinois for professional services regarding this park improvement project.
Director Merkel informed the Committee that 3D's fee for the construction document phase and
construction observation is $1,000. The $1,000 fee does not include reimbursable items, which
are listed on the proposal, but is well within the budget for this project. Director Merkel noted
that 3D Design has worked with the City on several playground renovation and landscape
projects, which have been received favorably.
Staff is requesting the Committee approve the proposal submitted by 3D Design Studio for
`..- professional services for the Petersen Park entry landscape renovation. A brief discussion
ensued regarding the design which was submitted at the May 10, 2007 Committee meeting.
Responding to Alderman Santi's inquiry, Director Merkel stated that a fall or spring installation
is anticipated.
Motion by Santi, seconded by Peterson, to recommend to Council the approval of the proposal
submitted by 3 D Design Studio for professional services for the Petersen Park entry landscape
renovation in the amount of$1,000.
Aye: Peterson, Santi.
Nay: None.
Absent: Schaefer.
Motion carried.
Oaks of Irish Prairie Park Plan
Director Merkel informed the Committee that included in the Budreck Property Annexation
Agreement was a requirement that the developer contribute $4,000 toward the creation of a
conceptual design for a 4.41 acre public park in the residential subdivision. Recently, the
developer contacted the City and expressed an interest in initiating the process. It is the intent of
the developer tc� complete the plan and, upon approval by the City, be in a position to utilize the
plan to assist in marketing of the subdivision.
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Parks and Recreation Committee Meeting
July 11, 2007
Page 4
\.. Director Merkel noted the City had a similar requirement in the Shamrock Farms Annexation
Agreement. That park design was created by 3D Design Studio of Grayslake, Illinois in 2005.
Staff is requesting the Committee recommend that the City request a proposal for professional
services from 3D Design Studio for the development of a conceptual design plan for Irish Prairie
Park in an amount not-to-exceed $4,000.
Responding to Alderman Santi's inquiry, Director Merkel stated the project would not be
completed for at least two to three years.
Motion by Santi, seconded by Peterson, to recommend to Council that Staff request a proposal
for professional services from 3D Design Studio for the development of a conceptual design plan
for Irish Prairie Park in an amount not-to-exceed $4,000.
Aye: Peterson, Santi.
Nay: None.
Absent: Schaefer.
Motion carried.
Citv Forestrv/Park Planning Report: Reaort on Status of Tree Inventory Proiect
Superintendent of Forestry and Park Planning Schmitt provided the Committee with a follow-up
concerning the research Staff has conducted regarding the TreeKeeper 7.5 program, which was
previously brought before the Committee at its May 10, 2007 meeting.
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Pursuant to the Committee's request The Davey Resource Group provided two references of
municipalities in the Chicagoland area, which currently utilize the TreeKeeper 7.5 program:
• The Village of Schaumburg(Internet); and
• The City of St. Charles (In-house network program).
Both entities provided good reviews regarding the Treekeeper 7 program. It was indicated that
some minor technical issues have been detected, but Davey's response and support have been
excellent.
Superintendent Schmitt provided the Committee with the pros and cons of subscription service
vs. stand-alone service as follows:
• The subscription service allows concurrent users (more than one user at a time can access
the system;
• Subscription service users receive free upgrades;
• Subscription solution is easier to support since technical support specialists can access the
live system with the customer; and
• The biggest advantage of stand-alone service is a one-time cost. Whereas, with
subscription service, funds must be allocated for each year's service.
Stand-alone and network users receive error correction upon request, free of charge. Every
eighteen months or so, Davey releases new versions of the Treekeeper 7 and stand-alone and
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Parks and Recreation Committee Meeting
July 11, 2007
Page 5
L- network users are informed of the release. Pricing has averaged approa�imately $250 for a single
iteration(i.e., 7.5 to 7.6).
Superintendent Schmitt noted that, pursuant to the Committee's inquiry, it has been determined
that for Davey to provide an inventory of trees to the City the costs would be approximately
$47,460.
Staff is recommending the Internet subscription service, beginning with a 3-year contract. Staff
would begin the inventory, which would be ongoing. It is anticipated that the City would be
divided into seven sections and each section would them be divided in half, with a 7-year
pruning program. Responding to an inquiry from the Committee, Director Merkel stated it has
been determined by IT personnel that the program compatibility is ideal.
Superintendent Schmidt reiterated that the Treekeeper 7.5 would be beneficial to urban foresters
should an infestation of the Emerald Ash Borer take place. Staff would be in a position to
ascertain the location of each ash tree in the City.
Superintendent Schmidt stated that the program is an ideal tool for future planning. He reiterated
that Staff is seeking support and direction from the Committee for recommendation of the
program to full Council.
Motion by Santi, seconded by Peterson, to recommend to Council support for subscription
� service for a 3-year period of time with Davey Resource Group for Tree Management Software,
in the amount of$5,250, with a one-time fee for support cost and module.
Aye: Peterson, Santi.
Nay: None.
Absent: Schaefer.
Motion carried.
New Business
Brief discussion occurred regarding the availability of land and possible relocation of a City
retailer.
Responding to Alderman Santi's inquiry, Athletic Program Coordinator Lunkenheimer indicated
that the cost of installation of lighting at a second ballfield in the City would be approximately
$100,000. Director Merkel explained that it is unlikely the cost of lighting installation could be
recouped. Alderman Santi requested Staff research the feasibility of lighting a second ballfield.
Director Merkel informed the Committee that he has been approached by some parties regarding
the possibility c►f installation of disc golf at Petersen Park. Staff is exploring the possibility.
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Parks and Recreation Committee Meeting
July 11, 2007
Page 6
�-' Adiournment
Motion by Santi, seconded by Peterson, to adjourn the meeting at 8:41 p.m.
Aye: Peterson, Santi.
Nay: None.
Absent: Schaefer.
Motion carried
Res tfull sub '
Robert J. Peterso airman
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