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
Mr. Beezhold welcomed Cindy Sues to the Parks and Recreation Board.
Also present: Michael Aurelio, Town Council Liaison, Joseph Wiszowaty, Town Manager, and Michael O’Shea, Park Superintendent. Nicole Bennett, Attorney was absent.
Mr. Moffitt made a motion to approve the March 20, 2023 Parks and Recreation Board Meeting Minutes. Ms. Toosley seconded the motion. Motion carried with 3 ayes, 0 nays, and 1 abstention by Ms. Sues.
Mr. Beezhold asked about the sapling give-away to which Mr. O’Shea responded they have 250 seedling trees to give away, and described the varieties. The give-away will take place outside of the Parks office beginning at 8:30 a.m. on a first come, first served basis. Mr. O’Shea explained that the reason for the Arbor Day celebration is that it is a requirement to becoming a Tree City USA. Mr. Beezhold asked about any remaining trees and what action would be taken. Mr. O’Shea responded that they would be planted on Town property. He added that the event has been promoted using multiple methods.
B. Town Manager – Mr. Wiszowaty reported that the agreements with the property owners for Freedom Fest should be completed in May. He thanked Councilman Aurelio for the sponsorship today from New Supplies. Mr. Wiszowaty expressed a desire to move quickly on the pavilion and the pickle ball courts as there are available ARPA funds earmarked for priority projects.
C. Parks and Recreation Board Members –
Mr. Moffitt asked about the Civic Park batting cage to which Mr. O’Shea reported that the vendor is still waiting for the supply.
Ms. Toosley suggested a Study Session to discuss the Freedom Fest. Mr. O’Shea provided some updates on the planning progress. The calendar was discussed. It was decided to hold a Study Session on May 23, 2023 at 4:00 p.m. Mr. Beezhold requested a sponsorship update be available. Mr. Wiszowaty stated that the logistics should be done by the end of May. Discussion about the Freedom Fest followed.
Mr. Beezhold reported that he and Mr. O’Shea have been on a few Zoom meetings with American Structurepoint regarding the feasibility study. He provided a schedule of the progress. He asked Mr. Wiszowaty about the Impact Fee Board for the Park Impact Fee, to which Mr. Wiszowaty explained that they are statutorily the same.
George Fage, 8982 Winding Trail: Mr. Fage asked why the HOA is paying to take care of the parks in Lake Hills, e.g., cutting the grass. Mr. O’Shea responded that Parks uses Great Lakes Landscaping to cut the grass at Lake Hills. Mr. Fage then addressed the fountains in the lakes. Mr. O’Shea responded that the HOA was paying for Lindsay Park, which was since changed. Mr. O’Shea also reported that he has been in discussions with the HOA with regards to the parks, ponds and lake.
Barbara LeVin, 13636 Stanton Ct and Mary Ann Rooney, 13612 Stanton Ct, Board Members from Saddle Creek Subdivision: Ms. LeVin asked about the bushes in the front of Heldt Park at the entrance of Saddle Creek. She explained that they requested them to be removed due to difficulty in maintenance, however, Parks planted new bushes. She asked if the bushes could be removed so they could bring in a landscaper to replace them with grass to make the entrance more aesthetic. Mr. O’Shea responded that he’s had discussions with the HOA but did not discuss the removal of the bushes. Ms. LeVin reported that the front bushes were replaced in the last 6 weeks or so, however, Mr. O’Shea responded that 13 bushes were replaced last year and did not replace any bushes there this year. Ms. LeVin asked how they can determine who replaced them. She added that their board has a consensus to remove them, but they needed to learn who is responsible for that section and whether they needed permission from the Parks Department to move forward. Mr. Beezhold requested the HOA Board to provide a letter of direction. Ms. LeVin asked about the trees from Arbor Day and whether the playground equipment will be added to the park. Mr. O’Shea responded that he does have some trees remaining and can put them aside for that purpose. He also provided some planned updates to the park. As for the playground, this park would be third in line for some work and has three (3) plans from Landscape Structures when the funds are available. She also asked about assistance with black-topping their walking paths. Mr. O’Shea responded that it is not owned by the Town, but by the HOA.
Respectfully Submitted:
Anastasia Lowery, Recording Secretary
St. John Parks and Recreation Board
Approved This 23rd Day of May, 2023:
___________________________________
David Beezhold, Parks and Recreation Board President
Also present: Mike Aurelio, Town Council Liaison, Michael O’Shea, Park Superintendent, and Nicole Bennett, Attorney. Joseph Wiszowaty, Town Manager was absent.
Ms. Toosley made a motion to approve the April 25, 2023 Parks and Recreation Board Meeting Minutes. Ms. Sues seconded the motion. The motion carried with 4 ayes and 0 nays.
Matthew O’Rourke, Project Manager with American Structurepoint, was assigned to the Park Impact Fee. He reported, that although the Town currently has a Park Impact Fee, the State requires the Town to review the numbers every five (5) years. The current ordinance will expire in July. They have been working on the existing inventory and are expanding to include current conditions and ADA concerns. He referred to a slide addressing the Impact Fee Calculation and the defined process mandated by the State. He explained what the key project deliverables will be. He noted that once complete, they will have the data needed to update the Parks Master Plan, which is due in a year or so, as the processes are very similar. He then referred to a timeline or project schedule. Ms. Bennett reported that the Impact Fee goes into effect in January and if there is anything that could delay the process, it wouldn’t affect the work done, therefore, it would still continue to move forward. Timeline discussion continued.
B. Parks and Recreation Board Members – Mr. Moffitt asked about updates on the batting cage. Mr. O’Shea responded that the vendor’s supplier was having issues with the supply, so the vendor had to reorder everything from a different supplier. Nothing changed on the Town’s end with setup and pricing.
Mitch Day, Lake Hills resident, stepped up to the podium and pointed out some of the areas of concern. He added that the cameras would not covered those areas. Mr. Dravet explained why the street light poles would not work for the cameras. Mr. Day spoke of the pole that already have outlets on them and asked Mr. Dravet to look at those to see if they would work. Mr. Day asked for a follow-up from last month about the areas that are not officially parks at Crooked Bend and Parkside Lane, as they are currently unmanaged green spaces. Mr. Beezhold referred to the feasibility study and how that may tie into that area. Mr. O’Shea reported that he has a sign for Lake Hills Park ready for installation.
Respectfully Submitted:
Anastasia Lowery, Recording Secretary
St. John Parks and Recreation Board
Approved This 27th Day of June, 2023:
___________________________________
David Beezhold, Parks and Recreation Board President
Also present: Michael O’Shea, Park Superintendent, and Nicole Bennett, Attorney. Mike Aurelio, Town Council Liaison and Joseph Wiszowaty, Town Manager were absent.
Respectfully Submitted:
Anastasia Lowery, Recording Secretary
St. John Parks and Recreation Board
Approved This 27th Day of June, 2023:
___________________________________
David Beezhold, Parks and Recreation Board President
Board Members absent: Michael Moffitt
Also present: Michael O’Shea, Park Superintendent and Joseph Wiszowaty, Town Manager, and Nicole Bennett, Attorney. Mike Aurelio, Town Council Liaison, was absent.
A. May 23, 2023 Parks and Recreation Board Study Session Minutes
B. May 23, 2023 Parks and Recreation Board Meeting Minutes
Ms. Sues made a motion to approve the May 23, 2023 Parks and Recreation Board Study Session Minutes. Ms. Toosley seconded the motion. The motion carried with 3 ayes and 0 nays.
Ms. Toosley made a motion to approve the May 23, 2023 Parks and Recreation Board Meeting Minutes. Ms. Sues seconded the motion. The motion carried with 3 ayes and 0 nays.
Mr. Beezhold asked Ms. Bennett if there were any concerns with the Impact Fee process and meeting the deadline. Ms. Bennett responded that the original timeline for preparation has moved forward quickly. Mr. Beezhold asked about any issued with the Freedom Fest. Ms. Bennett reported that she had provided the requested documents to Mr. O’Shea.
(Ms. Bennett left the meeting at 6:12 p.m.)
Discussion about the liquor licenses ensued.
Respectfully Submitted:
Anastasia Lowery, Recording Secretary
St. John Parks and Recreation Board
Approved This 25th Day of July, 2023:
___________________________________
David Beezhold, Parks and Recreation Board President
Board Members absent: Barbara Toosley
Also present: Michael O’Shea, Park Superintendent, Joseph Wiszowaty, Town Manager, and Nicole Bennett, Attorney. Mike Aurelio, Town Council Liaison, was absent during roll call.
Ms. Sues made a motion to approve the June 27, 2023 Parks and Recreation Board Meeting Minutes. Mr. Moffitt seconded the motion. The motion carried with 3 ayes and 0 nays.
(Mr. Aurelio joined the meeting at 5:10 p.m.)
This is a starting point with Pitbull through the end of the year, then begin programs in the spring through fall. He referred to the fee on the Agreement and that it would need to be approved by the Board. The program fee is $225.00 where the contractor would get $175.00 per skater and the Town would get $50.00. The advertisement of the program has started. Mr. Moffitt asked about background checks on these instructors. Mr. O’Shea responded that they had not done background checks on any of the instructors, but could. He also noted that these instructors work through a company. Mr. Wiszowaty suggested running background checks on any instructors working with the kids. Mr. Moffitt made a motion to approve the Independent Contractor Agreement with Pitbull Skateboarding pending legal review and revisions. Ms. Sues seconded the motion. Motion carried with 3 ayes and 0 nays.
Respectfully Submitted:
Anastasia Lowery, Recording Secretary
St. John Parks and Recreation Board
Approved This 22nd Day of August, 2023:
___________________________________
David Beezhold, Parks and Recreation Board President
Board Members absent: Barbara Toosley
Also present: Michael O’Shea, Park Superintendent and Nicole Bennett, Attorney. Mike Aurelio, Town Council Liaison, and Joseph Wiszowaty, Town Manager were absent.
Ms. Sues made a motion to approve the July 25, 2023 Parks and Recreation Board Meeting Minutes. Mr. Moffitt seconded the motion. The motion carried with 3 ayes and 0 nays.
Mr. Beezhold asked about the netting on the baseball fields at Civic Park. Mr. O’Shea confirmed that it is complete. He added that he is now getting some pricing on landscaping.
Respectfully Submitted:
Anastasia Lowery, Recording Secretary
St. John Parks and Recreation Board
Approved This 26th Day of September, 2023:
___________________________________
David Beezhold, Parks and Recreation Board President
Also present: Joseph Wiszowaty, Town Manager; and Michael O’Shea, Park Superintendent. Mike Aurelio, Town Council Liaison was absent during roll call.
(Mr. Aurelio joined the meeting at 5:04 p.m.)
Ms. Toosley stated that she’d like to see something more modern for the Veteran’s Memorial. Mr. Paszko asked the Board to share any ideas they may have and he could return with some new plans. Discussion about different ideas for the memorial continued. Mr. Moffitt asked if this was something that Olthof was proposing to build and if there is a cost to the Town. Mr. Paszko responded that Olthof Homes is willing to install much of the infrastructure needed in that space based on the final designs. There is a question as to who would be in charge of the maintenance of the park. It could be added to the Town Parks and Recreation or they could take it to the HOA ownership for the maintenance. That is a decision to keep in mind moving forward. Mr. Beezhold asked what Olthof was looking for from the Town and for the timing on the project. Mr. Paszko responded that it would be sometime in 2025. Mr. O’Shea stated that a Veteran’s Memorial is something the Parks and Recreation Board should do. Mr. Wiszowaty referred to the Veteran’s Memorial Park in Civic Park and suggested something for Police and Fire as a tribute to them. Mr. Aurelio suggested having access to the new park strictly off of 101st due to possible traffic. Mr. Paszko described why the best option for entry is through the subdivision. Mr. Paszko explained next steps in this process.
(Ms. Sues and Ms. Toosley left the meeting at 6:06 p.m.)
Mitch Day, Lake Hills – Public comment was provided with regards to Lake Hills Park.
Mr. O’Shea explained that the search for bid proposals has begun for the Parks & Rec Master Plan.
Respectfully Submitted:
Anastasia Lowery, Recording Secretary
St. John Parks and Recreation Board
Approved This 26th Day of September, 2023:
___________________________________
David Beezhold, Parks and Recreation Board President