HomeMy WebLinkAboutMinutes - 10/12/2005 - Parks and Recreation Committee PARKS AND RECREATION COMMITTEE MEETING
Wednesday, October 12, 2005
Aldermen's Conference Room, 7:00 p.m.
�'' In Attendance: Committee Members: Chairman Alderman Peterson, Alderman Santi, and
Alderman Condon. Absent: Alderman Schaefer. Also in Attendance: Assistant to the City
Administrator Martin, Director of Parks and Recreation Merkel, Superintendent of Parks
Maintenance Schmidt, Recreation Program Supervisor Witt and City Clerk Jones.
Also in Attendance: William G. Dinchak Bonestroo, Devery& Associates
Chairman Alderman Peterson called the meeting to order at 7:00 p.m.
Discussion Regarding Parlcs & Recreation Master Plan
Plannin� Consultant RFP
Director of Parks and Recreation Merkel informed the Committee the ne� phase of the
Parks and Recreation Master Plan process is the solicitation of Requests for Proposal (RFP) for
professional planning services. Staff has prepared, and Director Merkel presented, a draft to the
Committee for review.
Director Merkel noted there are several qualified planning firms in the Chicago area that
have performed Master Plan services for Park Districts and Municipal Recreation Departments.
Staff is requesting direction from the Committee regarding a timeline for submission of
proposals together with the review and selection process.
Additionally, Staff is suggesting the formation of a Selection Committee. Staff suggests
`.. the Committee be comprised of administrative stafF, Parks and Recreation Department staff and
elected officials. Director Merkel informed the Committee that the intent of the Selection
Committee is to establish responsibility for review of the proposals, setting up interviews with
the planning firms, and making recommendations to the Council for professional services with
the most qualified firm.
A lengthy discussion ensued regarding the process to be followed regarding the
membership of the Selection Committee. It was decided the Selection Committee should consist
of no more than seven individuals and would tentatively be comprised as follows:
• Elected Official Mayor Low
• Administrative Staff Assistant to the City Administrator Martin
Manager of Community Relations Hobson
Witt
Parks and Recreation Committee TBA
It was suggested that no more than six companies be brought before the Selection
Committee for interviews. Following the interview process the Selection Committee would make
its recommendation to Council no later than mid-November, 2005. Recreation Program
Supervisor Witt requested, if possible, daytime interviews be scheduled.
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October 12, Z�OS
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Motion by Condon, seconded by Santi, to direct Staff to prepare and distribute the Parks
and Master Plan Request for Proposal (RFP); to create a Selection Committee comprised of the
following peryons to review Parks and Recreation Master Plan proposals; and that the Selection
Committee recommendation be sent to Council for formal action.:
� Elected Official Mayor Low
• Administrative Staff Assistant to the City Administrator Martin
Manager of Community Relations Hobson
Recreation Program Supervisor Witt
Parks and Recreation Committee TBA
Aye: Peterson, Condon, Santi.
Nay: None.
Absenr: Schaefer.
Motion carrieci.
Discussion Re�arding Urban Forestry Demonstrallon Project
Pebble Creek Subdivision
Director Merkel reiterated that a presentation was made to the Committee on May 11,
2005 regarding the 2005 Urban Forestry Demonstration Project, which consisted of tree
trimming, tree removal and tree planting in the neighborhood surrounding Veteran's Memorial
Park. At that time three options were presented to the Committee for continuation of the
'`.. program. A combination of two options was recommended by the Committee, and Staff was
directed to research the following:
• Development of a parkway tree planting program in the Pebble Creek Subdivision
consisting of a 50/50 cost share with neighborhood residents. A maximum of 60 trees
was suggested by the Committee for this phase of the Urban Forestry Program.
Director Merkel informed the Committee that a public information meeting is scheduled
for Thursday, October 27, 2005 for Pebble Creek residents. At that meeting the details of the
program will he presented to the residents.
Director Merkel stated that while researching the program and reviewing the layout of the
neighborhood lots, it was noted that a large number of side yards face Amberwood Place and
Donnelly Place. Staff surmised that some of the residents of the Pebble Creek Subdivision might
wish to place a tree in the front of their home and an additional tree at the side yard. Staff
suggests the Committee might wish to consider planting additional trees in the side yard to
achieve the City's goal of properly placing street trees to enhance neighborhoods. A brief
discussion ensued regarding planting of additional trees in the subdivision.
Chairman Peterson suggested Staff wait to hear what the residents of the subdivision
have to say at the October 27th meeting prior to making assumptions regarding placement of the
trees.
� It was the consensus of the Committee that 60 trees be allocated to the program for
planting. Should any trees still be available following the cut-off date of January 13, 2006, and a
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October 12, 2005
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`' resident choo�es to have an additional tree planted in their side yard, arrangements will be made
for Staff to contact the resident regarding a second tree.
Discussion Regarding Special Event/Park Rental Fees
Director Merkel noted the establishment of Special Event/Park Rental Fees was discussed
at both the May and June committee meetings. As directed Staff prepared options for
assessments hased upon the comments received from the Committee and research regarding
comparable fees charged by surrounding municipalities with facilities for special events.
Director Merkel stated the suggested fee structure applies only to special events held at
Petersen Park. Activities held at other park facilities would fall under the existing park and
picnic rental and reservation policy.
Aldernian Glab stated the cost of a Special Event Liquor License should be more than
$25.00 per event. Additionally, he opined he would like the following language inserted on the
form "The City of McHenry reserves the right to waive any fees for charitable fundraising events
that benefit local organizations or individuals."
Aldernlan Condon concurred with Alderman Glab regarding the inadequacy of the
current $25.00 Special Event Liquor License fee. Alderman Condon suggested breaking the fee
down according to projected attendance at the event. For example:
$200 Attendance of 500 to 1,000; and
`- $100 Attendance of less than 500.
Chairrrtan Peterson suggested a security deposit be required if alcoholic beverages are
served at an event. Alderman Santi suggested a $100 Liquor License fee per event. A
discussion followed.
Motior by Santi, seconded by Condon, to recommend the following Special Event Park
Rental Fees for Petersen Park to Council:
1. Fees regarding Residents for Profits shall be evidenced by the sponsoring organizations
address.
Resident for
Profit Non-Resident
Less than 500 Attendance $300.00 $500.00
500- 1,000 Attendance $400.00 $750.00
1,000-3,000 Attendance $500.00 $1,000.00
Greater than 3,000 Attendance Fees and City Services to be negotiated
2. Fee of $100.00 for event serving alcoholic beverages be assessed. All other language
remains the same.
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3. Language be inserted under the heading "Alcoholic Beverages" and preceding the
heading "Concessions":
The City of McHenry reserves the right to waive any fees for charitable fundraising
events that benefit local organizations or individuals.
Aye: Peterson, Condon, Santi.
Nay: None.
Absent: Schaefer.
Motion carried.
Directors Report
NISRA Board Trustee Position
Directc�r Merkel stated the City donates $100,000 annually to NISRA. These funds are
utilized for th� quarterly meeting of the Board of Trustees. Discussions are taking place at the
local level regarding possible dissolution of the Board of Trustees.
Chairman Peterson opined the money could be put to better use than paying for
attendance at quarterly meetings. It was the consensus of the Committee that there is no
objection regarding dissolution of the Board of Trustees of NISRA and/or limiting the meetings
to two annually.
`" Recreation Department Staffing
Director Merkel outlined a proposed position in the Recreation Division. He noted the
Recreation Division staff was reorganized in 2005.An evaluation of all program services has also
taken place. (�onsequently, a future position entitled Aquatics & Events Program Coordinator
has been developed. Director Merkel briefly outlined the position for the Committee.
Recreation Program Supervisor Witt stated a year round position is recommended for the
Aquatics & E�ents Program Coordinator at a Grade 6, although aquatic sports are currently held
at the outdoor swimming pool and most heavily utilized in early-Spring and Summer.
Alderman Condon opined she would prefer to review the Master Plan prior to committing
to additional employees. She inquired regarding the funding for additional employees.
Petersen Historic Farm Development
Director Merkel provided a brief report regarding development of the Petersen Farm
Historic Farm Roadway and Access. He stated that bids were opened on Tuesday, October 11,
2005 and a recommendation based upon the lowest responsible bidder would be on the Agenda
before the City Council on October 17, 2005.
New Business
Alderman Condon informed the Committee that Althoff Park Soccer Field is in extremely
poor condition. She noted it is unsafe due to the rocky condition of the terrain. Alderman
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�'" Condon requested Staff address the issue and asked that the Parks and Recreation Committee be
provided with a report regarding the field at a future meeting.
Alderrnan Condon stated the on-going maintenance of the City parks is a more important
issue before the Committee rather than consideration of additional staffing. She suggested
Director Merkel might want to request additional funding in the budget for park maintenance.
Chairn�an Peterson suggested the possibility of assessments for NISRA as a future
agenda item for the Parks and Recreation Committee discussion.
Adjournment
Motion by Condon, seconded by Santi, to adjourn the meeting at 9:02 p.m.
Aye: Peterson, Condon, Santi.
Nay: None.
Absent: Schaefer.
Motion carried.
Re u su ,
Robert J. Peter , hairman
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