Also present: Michael Aurelio, Town Council Liaison, Joseph Wiszowaty, Town Manager, and Michael O’Shea, Park Superintendent.
Following the election of new Officers, Mr. Moffitt handed the gavel to Mr. Beezhold to control the remainder of the meeting.
b. Civic Park: Replace Batting Cage and remove fencing and replace it with a net fencing system. Mr. Moffitt made a motion to approve the RTP with SDI for $45,897.00 to replace the batting cage and fencing in Civic Park and authorize the Park Superintendent to sign. Ms. Toosley seconded the motion. Motion carried with 3 ayes and 0 nays.
c. Selected Park: One application of Weed and Feed for all of the parks through Forever Green for $12,617.00. Mr. Beezhold asked to defer this Request to Purchase for a month to research the cost of adding additional product applications.
d. Patnoe Park: 10 2.5” Caliber Tree Planting Request to Purchase for $6,750.00. Mr. O’Shea reported that he is planning an Arbor Day celebration and that the Town will be giving away tree seedlings as a Tree City requirement. Discussion about the tree placement and the tree species ensued. Mr. Moffitt made a motion to approve the Request to Purchase with Landscaper Services of Illinois for $6,750.00 to purchase 10 2.5” caliber trees and authorize the Park Superintendent to sign. Ms. Toosley seconded the motion. Motion carried with 3 ayes and 0 nays.
e. Add 3” of Sand at the Heartland Park Sand Volleyball Courts to improve the courts. Mr. Moffitt made a motion to approve the Request to Purchase with Landscaper Services of Illinois to add 3” of sand to the Heartland Park volleyball courts for $14,700.00 and to authorize the Park Superintendent to sign. Ms. Toosley seconded the motion. Motion carried with 3 ayes and 0 nays.
f. ADA Playground Mulch to be added to selected parks. Mr. Moffitt made a motion approve the Request to Purchase with Cedar Valley for $11,352.00 to add the ADA playground mulch to select parks and authorize the Park Superintendent to sign. Ms. Toosley seconded the motion. Motion carried with 3 ayes and 0 nays.
Mr. Aurelio reported that a Board Member would be appointed by Lake Central. He asked the Board to craft a letter to the Lake Central Superintendent requesting they appoint a member. Mr. Wiszowaty asked Mr. O’Shea to prepare the letter.
Mr. Moffitt asked about the signing of the documents and normal protocol. Mr. Beezhold reported that the Board will be a five (5) member board to include Republican and non-Republican members in order to qualify for grants. He reported that all three (3) of the current members were on the Parks and Recreation Advisory Committee and are now appointed to the Parks Board and asked Mr. Aurelio to elaborate the changes affected.
Mr. Aurelio explained that there a some major differences between the two, one being, the Parks Board is the legislative body of the Park District of St. John. The Advisory Committee served as a recommending body to the Town Council, but the Parks Board will make the policy for the Park District. He continued to explain that the Town Council sets the overall budget for the Park District but the Board has the discretion of the spending within the budget. The Park Superintendent’s role for the Board is similar to the role the Town Manager plays for the Town Council. The Park Superintendent is the lead on all Park related matters, including events. Mr. Aurelio asked the Board to empower the Park Superintendent and work collaboratively with all of the Town’s departments. Mr. Aurelio emphasized the importance of working with the Building and Planning Department on projects and developments, as permits and inspections are required. Mr. Aurelio asked the Parks Board to consider Cender Dalton as the Parks Board financial advisors to assist with the budget spending and the five (5) year plan. Mr. O’Shea will be working on the five (5) year plan, which will then be presented to the Park Board. Mr. O’Shea added that he will share the 2023 Park Budget with the Board and noted that he will provide monthly financial reporting at the meetings. Mr. Wiszowaty informed the Board that they will be receiving an Accounts Payable Voucher each month for approval and the Requests to Purchase with a value over $4,000.00 will be approved by the Board.
Mr. Beezhold asked about the candidate for the Recreation Coordinator, to which Mr. O’Shea responded that the candidate should be starting on Monday, February 13, 2023. Mr. Beezhold asked that the new hire attend the next meeting and for Mr. O’Shea to share the job description with the Board in advance. Mr. O’Shea reported that he held interviews for the part-time position as well.
Respectfully Submitted:
Anastasia Lowery, Recording Secretary
St. John Parks and Recreation Board
Approved This 20th Day of March, 2023:
___________________________________
David Beezhold, Parks and Recreation Board President
Also present: Michael Aurelio, Town Council Liaison, Joseph Wiszowaty, Town Manager, Michael O’Shea, Park Superintendent, and Nicole Bennett, Attorney
1. December 27, 2022 Parks and Recreation Advisory Committee Meeting Minutes
2. January 10, 2023 Parks and Recreation Advisory Committee Special Meeting Minutes
3. February 6, 2023 Parks and Recreation Board Special Meeting Minutes
Ms. Toosley made a motion to approve the December 27, 2022 Parks and Recreation Advisory Committee meeting minutes. Mr. Moffitt seconded the motion. Motion carried with 3 ayes and 0 nays.
Ms. Toosley made a motion to approve the January 10, 2023 Parks and Recreation Advisory Committee meeting minutes. Mr. Moffitt seconded the motion. Motion carried with 3 ayes and 0 nays.
Ms. Toosley made a motion to approve the February 6, 2023 Parks and Recreation Board meeting minutes. Mr. Moffitt seconded the motion. Motion carried with 3 ayes and 0 nays.
Ms. Toosley made a motion to approve the Agreement for Legal Services. Mr. Moffitt seconded the motion. Motion carried with 3 ayes and 0 nays.
B. Founders Park Improvement Project
Mr. O’Shea reported on the status of the completion of the project and the Change Order needed to complete the payments.
1. Possible Approval of Change Order #1 for $26,060.00 which had to do with some design flaws on the parking lot discovered on-site, which was completed in the fall. The change order brings the total for Founders Park to $573,010.00. Mr. Beezhold asked about the grant. Mr. O’Shea added that Founders Park was started four (4) years ago. It is part of the IDNR Land Water reimbursement grant program. The total reported for the grant was $500,000.00. Ms. Toosley made a motion to approve Change Order #1 for $26,060.00. Mr. Moffitt seconded the motion. The motion carried with 3 ayes and 0 nays.
2. Approval of Pay Application #6 –Mr. O’Shea explained that Pay #6 is for $75,249.00, Pay # 7 is for $167,294.00 and Pay 8 is for $53,408.00. He is looking to have Pay #6 and Pay #7 approved for payment, however, Pay # 8 has an outstanding item, the water fountain, which was not received nor installed.
Ms. Toosley made a motion to approve the $75,249.00 for Pay Application #6. Mr. Moffitt seconded the motion. The motion carried with 3 ayes and 0 nays.
Ms. Toosley made a motion to approve the $167,294.00 for Pay Application #7. Mr. Moffitt seconded the motion. The motion carried with 3 ayes and 0 nays.
Ms. Toosley made a motion to defer Pay Application #8 to the April meeting. Mr. Moffitt seconded the motion. The motion carried with 3 ayes and 0 nays.
C. 2023 Meeting Dates
Mr. Beezhold suggested moving the meetings to the fourth (4th) Tuesday of the month at 5:00 p.m. and everyone was in agreement with that schedule. Ms. Toosley made a motion to set the meeting schedule on the fourth Tuesday of the month at 5:00 p.m. Mr. Moffitt seconded the motion. The motion carried with 3 ayes and 0 nays.
D. Heron Lake Park Splash Pad
Mr. O’Shea reported that there were many issues with the spray features last summer. He received a quote for $9,000.00 to improve the park to eliminate the issues. Discussion on the puddling ensued. Ms. Toosley asked about the timing on the improvements and whether it will affect the opening date, to which Mr. O’Shea confirmed should not be an issue, weather permitting. Ms. Toosley made a motion to approve the Heron Lake Splash Pad improvement project for $9,000.00. Mr. Moffitt seconded the motion. The motion carried with 3 ayes and 0 nays.
E. Gates Park – Improvement Task Order #2
Mr. O’Shea explained that Robinson Engineering was hired by the Town Council to design the south end path of Gates Park. Robinson provided Task Order #2 to provide additional design services for additional amenities for $22,500.00. Discussion about the original construction of Gates Park and cost estimates continued. Ms. Toosley made a motion to amend the Task Order in the amount of $22,500.00. Mr. Moffitt seconded the motion. The motion carried with 3 ayes and 0 nays. Ms. Toosley made a motion to allow Mr. O’Shea to sign and authorize the Task Order. Mr. Moffitt seconded the motion. The motion carried with 3 ayes and 0 nays.
F. Pond Treatment for 2023
Mr. O’Shea explained that this is the annual pond treatment for Homestead Acres, Louis Estates Property, Prairie West Park, and Lindsay Park for a total of $7,300.00. Ms. Toosley made a motion to approve the pond treatment for 2023 for $7,300.00. Mr. Moffitt seconded the motion. The motion carried with 3 ayes and 0 nays.
G. Independent Contractor Agreement – Kyle Giovannini – Disc Golf Professional
Mr. O’Shea explained that the Disc Golf is active in Heartland Park and this contractor is a Disc Golf professional hired to assist with lessons. Patrick Tortorici reported that he had been working with Kyle Giovannini, who helped design the course, to provide personal and group lessons. The program will run through the Parks and Recreation programs. Ms. Toosley asked about a Certificate of Insurance from Mr. Giovannini. Ms. Toosley made a motion to approve the Independent Contractor Agreement with Kyle Giovannini with a 75/25% split. Mr. Moffitt seconded the motion. The motion carried with 3 ayes and 0 nays.
Ms. Toosley made a motion to establish the Disc Golf lesson fee that the Parks Department will charge at $40.00 per hour for individuals and $100.00 per hour for groups. Mr. Moffitt seconded the motion. The motion carried with 3 ayes and 0 nays.
H. Introduction of Recreation Coordinator and Recreation Specialist
Patrick Tortorici introduced himself as the full-time Recreation Coordinator and provided his educational and experience background.
Rebecca Vacarro introduced herself as the part-time Recreation Specialist and described her experience with the 2022 Farmers Market position as well as other assistance she provided with the Parks programs.
Mr. O’Shea provided an update on the planned tree planting at Patnoe Park as well as the approved tree species list.
B. All Parks – Weed and Feed
Mr. O’Shea reported the cost of weed control only is $5,130.64, He recommends a one-time weed and feed at a cost of $12,617.00. Ms. Toosley made a motion to approve the agreement with Forever Green Lawn Care in the amount of $12,617.00 for the all parks one-time weed and feed. Mr. Moffitt seconded the motion. The motion carried with 3 ayes and 0 nays.
Ms. Toosley made a motion to authorize Mr. O’Shea sign the contract with Forever Green Lawn Care for the weed and feed application in the amount of $12,617.00. Mr. Moffitt seconded the motion. The motion carried with 3 ayes and 0 nays.
Respectfully Submitted:
Anastasia Lowery, Recording Secretary
St. John Parks and Recreation Board
Approved This 25th Day of April, 2023:
___________________________________
David Beezhold, Parks and Recreation Board President
