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HomeMy WebLinkAboutMinutes - 5/11/2006 - Parks and Recreation Committee PARKS AND RECREATIQN COMMITTEE MEETING Thursday, May 11,2006 Aldermen's Conference Room, 7:30 p.m. `-' In Attendance: Committee Members: Chairman Alderman Peterson, Alderman Santi, and Alderman Schaefer. Absent: None. Also in Attendance: Director of Parks and Recreation Merkel, Superintendent of Parks Maintenance Schmidt, Management Assistant Community Relations Hobson and City Clerk Jones. Chairman Alderman Peterson called the meeting to order at 7:30 p.m. Discussion Regarding Building Demolition Petersen Park and Wheeler Park Fen Director of Parks and Recreation Merkel informed the Committee that Staff is in the process of preparing bid specifications for the demolition of buildings in two of the City's parks. • A wood frame house and barn at Wheeler Park Fen; and • A small house at the entrance to Petersen Park Beach, which will be demolished and cleared for additional open space. Director Merkel noted both structures have issues with asbestos; the well and septic systems at both sites have to be abandoned and all utilities disconnected. Staff is suggesting removal of the barn at the Wheeler Park Fen first. Staff noted several inquiries have been received regarding the razing, removal and potential re-use of the barn boards and timbers. Director Merkel informed the Committee that funds have been included in the 2Q06/2007 budget for the demolition of the buildings in the Developer ponation Fund. Staff is seeking `.. direction from the Committee to prepare bid documents to be brought before Council for authorization ta bid. Responding to an inquiry, Director Merkel indicated that discussion has taken place with regard to extending the decorative fencing at Petersen Park to the new property line following demolition of the house. A brief discussion ensued regarding the removal and potential sale of the barn boards and timbers. Motion by Schaefer, seconded by Santi, to recommend that Staff prepare bid documents for the demolition of buildings located at Petersen Park and Wheeler Park Fen, to be brought to Council for authorization to bid on these projects: Aye: Santi, Schaefer, Peterson. Nay: None. Absent: None. Motion carried. Discussion Regardin�Hickory Creek Farm Storage Facilitv Director Merkel presented a brief history of the Hickory Creek Farm and summarized plans for the proposed storage facility. Director Merkel noted the proposed storage facility would be built on an existing 40' x 160' concrete foundation, which includes floor and sidewalls. The concrete foundation � originally supported a wood frame barn built on the site when the complex was developed in the 1940's. Staff has received some preliminary estimates on construction of a wood frame or metal agriculture storage building on the existing foundation. Parks and Recreation Committee Meeting May 11, 2006 Page 2 � Director Merkel informed the Committee the proposed storage facility would provide equipment storage for the tenant as well as for the Park Maintenance Department. Director Merkel noted there currently exists an indoor storage space at Petersen Historic Farm, which accommodates vehicles and basic equipment; however there is no additional indoor storage space at Petersen Park. Staff does not envision the current area being available for long term use as a maintenance facility. Staff proposes that construction of an enclosed, non-heated, secure facility at Hickory Creek Farm would provide a low cost, sizeable equipment storage facility to service the Petersen Park complex together with other park sites on the north side of town. Director Merkel noted the building would be constructed to blend in with the agricultural use and other structures at the existing site. I)irector Merkel stated funds in the amount of$85,000 have been allocated in the 2006/2007 budget in the Developer ponation Fund. Responding to an inquiry, Director Merkel stated paxk maintenance equipment and materials, which is currently stored at the Knox Park Barn, would continue to be stored at that site to facilitate maintenance storage for the southern section of the City's park system. Alderman Santi expressed concern that there would not be any power at the facility. Superintendent Schmidt stated Staff is seeking more of a storage facility than a repair facility. A discussion ensued regarding the advantages of providing power at the storage facility. � Staff is seeking a recommendation from the Committee to proceed with the solicitation of proposals from qualified agricultural building contractors for the construction of a storage facility at Hickory Creek Farm. A lengthy discussion ensued regarding the size and capacity of the proposed storage facility. The option of providing power to the facility was suggested. Motion by Santi, seconded by Schaefer, to direct Staff to prepare a Request for Proposals ("RFP") and to present the proposals to Council for construction of a storage facility on the existing concrete foundation at Hickory Creek Farm. Aye: Peterson, Santi, Schaefer. Nay: None. Absent: None. Motion carried. Discussion Regarding Petersen Park Stage Development Director Merkel informed the Committee that Staff, for some time, has been working with several vendors regarding the design of a temporary stage cover for the Petersen Park stage, for use at special events and musical performances. Three companies have submitted proposals, together with design and costs for the structure and canopy, to cover the 30-foot x 40-foot stage deck. `" Director Merkel stated the challenge regarding this project has been finding a temporary cover that could be assembled within a reasonable period of time, with minimal effort, at a minimal cost, that would be durable, attractive and still be functional for a variety of uses. Parks and Recreation Committee Meeting May 11, 2006 Page 3 � Staff has ascertained that the proposal submitted by Park and Recreation Supply, Inc. of Union, Illinois, is the design most practical for the uses outlined. The proposed system can be installed by Staff, fits the existing stage area and does not require major modifications, or change to the existing foundation. Additionally, the design is attractive and the framing for the structure breaks down into smaller sections for easy transport and storage. Director Merkel noted a similar canopy and frame is installed over the Knox Park children's wading pool. Director Merkel informed the Committee that the City has received donations from Meijer Stores ($10,000) and McHenry Chamber of Commerce ($2,000), which could be applied toward the purchase of the structure. Staff requests the Committee consider the proposal submitted by Park and Recreation Supply, Inc. and recommend purchase of the framing and canopy, in the amount of$13,827, to Council. Responding to inquiries, Director Merkel stated Staff anticipates assembling the frame at the site, in the late spring or early summer, and installing the canopy for events as necessary. Color of the canopy was discussed. Inquiries were made regarding assembly time and the capacity of the canopy to withstand water. Alderman Santi expressed concern that vendors would not have a venue to advertise on the canopy. Director Merkel indicated the banners used �, by vendors would not interfere with the structure or the canopy. A lengthy discussion ensued. Motion by Schaefer, seconded by Santi, to recommend to Council the purchase of the 40' x 30', 14-foot high, Superior Shade Structure, from Park & Recreation Supply, Inc. of Union, Illinois, in the amount of$13,827. Aye: Santi, Schaefer, Peterson. Nay: None. Absent: None. Motion carried. Park and Recreation Directors Reaort a. Shamrock Farms Park-Update Director Merkel outlined the work taking place at the site and the necessity for a $20,000 change order due to soil conditions. He informed the Committee that the completion date is scheduled for the end of June. b. Leg,end Lakes Tot Lots—Neighborhood No. 5 Director Merkel indicated two tot lots were negotiated in the Annexation Agreement. Plans for the tot lots have been submitted by the developer, Kimball Hill. Director Merkel estimated completion for the tot lots at 30—60 days. � Parks and Recreation Committee Meeting May 11, 2006 Page 4 � c. McHenry Shores Beach Shoreline Restoration -Undate Director Merkel provided a brief report regarding the restoration of the McHenry Shores Beach shoreline. He informed the Committee that the work has yet to be completed, due mainly to recent inclement weather, however he anticipates completion by May 26, 2006. New Business Alderman Schaefer informed the Committee that he has received many compliments from residents, in particular representatives of the Pigtail League, regaxding the condition of both Fox Ridge Park and Petersen Park. He commended Staff on their efforts. Following discussion regarding the Police Golf Outing, which is scheduled to take place on June 14, 2006, the date of the ne� Parks and Recreation Committee meeting was re- scheduled to Tuesday, June 13, 2006 at 7:30 p.m., in the Aldermen's Conference Room, subject to confirmation regarding the Committee members' calendars. It was brought to the attention of the Committee that the Band Concerts will begin on Thursday, May 25, 2006. Chairman Peterson brought to the attention of the Committee concerns of residents, due to the recent newspaper articles, regarding quality of the water in McCullom Lake and the �, possibility of contamination from cancer-causing chemicals. Director Merkel informed the Committee that he provided to City Administrator Maa�einer a 1995 McCullom Lake Water Quality Report. The Report involved e�rtensive testing which Director Merkel understands City Administrator Maxeiner will include in a Friday Report in the very near future. Chairman Peterson inquired about the small portion of land left over when the reconfiguration of Draper Road was undertaken, asking that Staff research the property and provide information regarding the status of the property in the Friday Report. Adiournment Motion by Schaefer, seconded by Santi, to adjourn the meeting at 8:55 p.m. Aye: Santi, Schaefer, Peterson. Nay: None. Absent: None. Motion carried. Respectfull s ' d, Robert J. Peter; hairman �