Park Board Meeting Minutes 2023

CALL TO ORDER:

Michael Moffitt called the Parks and Recreation Board Special Meeting to order on February 6, 2023 at 5:08 p.m. and led all in the Pledge of Allegiance.

ROLL CALL:

Board Members present: Michael Moffitt, David Beezhold, Barbara Toosley,

Also present: Michael Aurelio, Town Council Liaison, Joseph Wiszowaty, Town Manager, and Michael O’Shea, Park Superintendent.

ELECTION OF OFFICERS:

Ms. Toosley nominated Mr. Beezhold for President. Mr. Moffitt seconded the motion. Motion carried with 3 ayes and 0 nays. Mr. Beezhold nominated Ms. Toosley for Vice-President. Mr. Moffitt seconded the motion. Motion carried with 3 ayes and 0 nays.

Following the election of new Officers, Mr. Moffitt handed the gavel to Mr. Beezhold to control the remainder of the meeting.

NEW / OLD BUSINESS:

A. Award for Recreational Facility Needs Assessment Study

Mr. Moffitt made a motion to award the bid for the Recreational Facility Needs Assessment Study to American Structurepoint, not to exceed $25,000.00 and to authorize the Park Superintendent to sign. Ms. Toosley seconded the motion. Motion carried with 3 ayes and 0 nays.

B. Award for Park Impact Fee Study

Mr. Moffitt made a motion to award the bid for the Park Impact Fee Study to American Structurepoint, not to exceed $65,000.00 and to authorize the Park Superintendent to sign. Ms. Toosley seconded the motion. Motion carried with 3 ayes and 0 nays.

C. Establish Regular Meeting Dates/Times

Multiple suggestions with day and time were discussed. Mr. Moffitt made a motion to establish the third Monday of each month at 5:00 p.m. beginning on Monday, March 20, 2023. Ms. Toosley seconded the motion. Motion carried with 3 ayes and 0 nays.

D. Award Landscape Contract

Ms. Toosley made a motion to award the bid for Landscape Maintenance to Great Lakes Landscape Management, not to exceed $82,770.00 for 31 cuts and to authorize the Parks Superintendent to sign. Mr. Moffitt seconded the motion. Motion carried with 3 ayes and 0 nays.

E. Consider 2023 Soccer Shots Agreement

Mr. O’Shea explained the contractual program, how the registrations are managed, and what portion is shared with the Town. A discussion about starting a soccer program in the Town ensued. Mr. Moffitt made a motion to approve the 2023 Soccer Shots Agreement. Ms. Toosley seconded the motion. Motion carried with 3 ayes and 0 nays. Mr. Moffitt amended the motion to authorize the Park Superintendent to sign. Ms. Toosley seconded the motion. Motion carried with 3 ayes and 0 nays.

F. Consider 2023 Portable Restroom Service

Mr. O’Shea reported that he received a couple of quotes and recommends Premier Porta Potty. He listed the park and event coverage included in the quote. Mr. Moffitt made a motion to approve Premier Porta Potty for $8,505.00 and to authorize the Park Superintendent to sign. Ms. Toosley seconded the motion. Motion carried with 3 ayes and 0 nays.

G. Consider Requests to Purchase

a. Larimer and Lancer Park: 10 Picnic Tables made with recycled material to replace the old wooden tables for a cost of $11,897.64. Mr. Moffitt made a motion to approve the Request to Purchase with Barco for the picnic tables and authorize the Park Superintendent to sign. Ms. Toosley seconded the motion. Motion carried with 3 ayes and 0 nays.

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.

PUBLIC COMMENT:

There was no public comment.

ANY AND ALL:

Mr. Wiszowaty reported that the Town is looking for a non-Republican member to the Parks and Recreation Board and a School Board Member from Lake Central.

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.

ADJOURNMENT:

Mr. Moffitt made a motion to adjourn. The Parks and Recreation Board Special Meeting for February 6, 2023 was adjourned at 6:15 p.m.

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

CALL TO ORDER:

Dave Beezhold called the Parks and Recreation Board Meeting to order on March 20, 2023 at 5:00 p.m. and led all in the Pledge of Allegiance.

ROLL CALL:

Board Members present: Michael Moffitt, David Beezhold, Barbara Toosley,

Also present: Michael Aurelio, Town Council Liaison, Joseph Wiszowaty, Town Manager, Michael O’Shea, Park Superintendent, and Nicole Bennett, Attorney

PAYMENT OF THE BILLS:

Mr. O’Shea reported that the Accounts Payable Voucher dated March 20, 2023 has a total claims of $59,249.10, which encompasses the Park operating budget, the park improvement budget and encumbered purchases from 2022. Ms. Toosley made a motion to approve the Accounts Payable Voucher for $59,249.10. Mr. Moffitt seconded the motion. The motion carried with 3 ayes and 0 nays.

APPROVAL OF MINUTES:

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.

NEW / OLD BUSINESS:

A. Agreement for Legal Services – Nicole Bennett, Westland and Bennett

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.

OLD BUSINESS:

A. Patnoe Park 10 Tree Planting

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.

REPORTS:

Mr. Aurelio, Town Council Liaison – He said that he would like to see Parks offer residents the ability to see park availability and rent the parks on-line. Mr. Beezhold asked about the software that the IT Department was investigating.

PUBLIC COMMENT:

There was no public comment.

ADJOURNMENT:

Ms. Toosley made a motion to adjourn. The Parks and Recreation Board Meeting for March 20, 2023 was adjourned at 5:57 p.m.

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

CALL TO ORDER:

Dave Beezhold, President, called the Parks and Recreation Board Meeting to order on April 25, 2023 at 5:00 p.m. and led all in the Pledge of Allegiance.

Mr. Beezhold welcomed Cindy Sues to the Parks and Recreation Board.

ROLL CALL:

Board Members present: Michael Moffitt, David Beezhold, Barbara Toosley, and Cindy Sues

Also present: Michael Aurelio, Town Council Liaison, Joseph Wiszowaty, Town Manager, and Michael O’Shea, Park Superintendent. Nicole Bennett, Attorney was absent.

PAYMENT OF THE BILLS:

Mr. O’Shea reported that the Accounts Payable Voucher dated April 25, 2023 has a total claims of $295,900.04. Mr. Moffitt made a motion to approve the Accounts Payable Voucher for $295,900.04. Ms. Sues seconded the motion. The motion carried with 4 ayes and 0 nays.

APPROVAL OF MINUTES:

A. March 20, 2023 Parks and Recreation Board Meeting Minutes

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.

NEW BUSINESS:

A. Founders Park Improvement Project – Approval of Pay Application #8

Mr. O’Shea reported that this final payment request does include the credit of $3,310.00 for the water fountain. The final payment for Pay #8 is for $50,098.00. He reported that everything was submitted to IDNR on time, therefore, a reimbursement should come back for $122,738.50. Mr. Beezhold asked about the timing of the reimbursement. Mr. O’Shea responded that the IDNR processes the reimbursements quarterly. Mr. Moffitt made a motion to approve Pay Application #8 for $50,098.00. Ms. Toosley seconded the motion. Motion carried with 3 ayes, 0 nays and 1 abstention.

B. Heron Lake Park 1 in Caliber Tree Planting

Mr. O’Shea explained that this item will not require any action. He reported that, with a help of a resident, the Department applied for a community tree grant with NIRPC and received it for the spring program. The Town received 15 one inch caliber trees: 5 yellow birches, 5 bur oaks and 5 bald cypress. The plan is to plant these on Friday, as a celebration for Arbor Day. The park selection was due to having the community tree program based within the Lake Michigan Water Shed.

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.

C. Heartland Park Softball Complex

Mr. O’Shea referred to a document from the St. John Girls Softball League requesting assistance with the softball complex. Mr. O’Shea explained that he also provided the Board with the Lease Agreement, signed in 2012 that extends out to 2037 for reference. Mr. O’Shea suggested providing assistance with the fencing. He added that the Lease Agreement says the Town will take care of anything outside of the playing field and they would take care of anything inside of the playing field. He explained there is a list of asks or suggestions, which could be addressed one at a time. He said that some of the items may not have been done in some time. The fencing would have to encompass the four (4) fields around the whole outfield and the fifth T-Ball field backstop. Mr. O’Shea asked for quotes from three (3) companies and received two (2), one from Fence Masters and the other from Reeves Fencing, and recommends it be done. A discussion on the quotes ensued. Mr. Aurelio asked about a statement on the Reeves quote regarding materials and shipping prices. Mr. O’Shea added that Reeves would be about five (5) weeks out and Fence Masters did not say. Ms. Toosley asked if Mr. O’Shea knew how many girls were in the softball league, to which Mr. Beezhold responded that they had to close registration due to the lack of fields. Additional discussion ensued. Ms. Toosley made a motion to approve the Reeves Fencing proposal of $5,685.00 to repair the fencing on the four (4) fields and one (1) backstop for the Girls Softball fields. Mr. Moffitt seconded the motion. Motion carried with 4 ayes and 0 nays. Mr. Moffitt made a motion to authorize Mr. O’Shea to sign the contract as the Parks Superintendent. Ms. Sues seconded the motion. Motion carried with 4 ayes and 0 nays.

D. 2023 Parks and Recreation Department Recreational Offerings and Park Information Fees

Mr. O’Shea explained that the Parks Department posted a Parks Program online with the entire listing of the 2023 recreation offerings, park information, and fees. Mr. O’Shea explained that the fees required Board approval. He referred to a document that lists all of the offerings and related fees. Ms. Sues made a motion to approve the 2023 Parks and Recreation offerings and related fees. Ms. Toosley seconded the motion. Motion carried with 4 ayes and 0 nays.

OLD BUSINESS:

A. 2023 Park and Recreation Board Meeting Date-December 2023 Meeting Date

Mr. O’Shea explained that the Town offices are closed on the fourth Tuesday in December and suggested Wednesday, December 20th at 5:00 p.m. Mr. Moffitt made a motion to move the December 2023 meeting to December 20, 2023 at 5:00 p.m. Ms. Sues seconded the motion. Motion carried with 4 ayes and 0 nays.

B. Gates Park Improvement Project Update

Mr. O’Shea referred to designs that were distributed to the Board members for Gates Park improvements and denoted some of the items. He also provided an update on the progress. Mr. Beezhold asked about the estimated costs for these improvements to which Mr. O’Shea responded would not be available in a month, as Robinson is still working on the details of the design. He also added that they have the CDBG funds for the walking path as well as ARPA for the pavilion, turf and pickle ball courts. Mr. Wiszowaty asked about a cost for the southern loop track as the Town has about $86,000. Mr. O’Shea responded that he would follow up with Robinson.

REPORTS:

A. Town Council Liaison Report – Mr. Aurelio expressed his appreciation for the attention to detail on the improvements to the Gates Park area. He also welcomed Ms. Sues to the Board and suggested more involvement with the Park and the schools working together. He also thanked Patrick Tortorici in working with the veterans groups to ensure they are honored at the Freedom Fest.

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.

ANY AND ALL:

Mr. Beezhold asked Rebecca Vaccaro about the Farmers Market and the number of vendors. Ms. Vaccaro reported that there are 17 new vendors and more food vendors, with 2 people on a waiting list. Discussion about space for more vendors followed.

PUBLIC COMMENT:

Mitch Day, 10195 S. Branch: Mr. Day addressed the Lake Hills Park, which is contending with vandalism and any actions in place to minimize it. Mr. O’Shea also reported that the vandalism is high in that park and named a few of the things that have taken place there. Mr. O’Shea stated that he is considering closing off the back parking lot with bollards and has spoken to the Police Department for additional patrol. Mr. Wiszowaty asked about cameras in the park. Ms. Toosley suggested sending a mailer to the parents to be held responsible for the children’s actions. The Board requested HOA contact information. Mr. Moffitt suggested a gate. Mr. Day added that Lake Hills does include many different parcels of land, to include Lake Hills Park and Lindsay Park, as well as 2 unidentified parcels, owned by the Town, that are not identified parks, at Parkside Lane and Crooked Bend. Mr. Beezhold stated that the feasibility study may clarify the parcels.

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.

ADJOURNMENT:

Ms. Toosley made a motion to adjourn. Mr. Moffitt seconded the motion. The Parks and Recreation Board Meeting for April 25, 2023 was adjourned at 6:22 p.m.

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

CALL TO ORDER:

Dave Beezhold, President, called the Parks and Recreation Board Meeting to order on May 23, 2023 at 5:02 p.m. and led all in the Pledge of Allegiance.

ROLL CALL:

Board Members present: Barbara Toosley, and Cindy Sues, Michael Moffitt, and David Beezhold, President.

Also present: Mike Aurelio, Town Council Liaison, Michael O’Shea, Park Superintendent, and Nicole Bennett, Attorney. Joseph Wiszowaty, Town Manager was absent.

PAYMENT OF THE BILLS:

Mr. O’Shea reported that the Accounts Payable Voucher dated May 23, 2023 has a total claims of $348,201.30. Mr. O’Shea reported that it represents invoices from Mid-April through May 9th. Mr. Moffitt made a motion to approve the Accounts Payable Voucher for $348,201.30. Ms. Sues seconded the motion. The motion carried with 4 ayes and 0 nays.

APPROVAL OF MINUTES:

A. April 25, 2023 Parks and Recreation Board Meeting Minutes

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.

NEW BUSINESS:

A. Emberly’s Smile - Presentation

Amy, Rachel Brazil and Tim from Emberly’s Smile provided a presentation of their mission to support children with special needs in their communities. They provided the history of the non-profit organization formed in memory of Emberly Reese Brazil, who suffered with Rett Syndrome. Emberly’s only means of communication was through the use of a Tobi eyegaze machine. The goal of the organization is to enable children with special needs to have accessible parks in their communities. With funds raised in their first fund-raising campaign, they plan to purchase communication boards for the parks. The boards are made up of tiles that are interchangeable, tailoring each board for equipment available in that park. Amy explained how the boards are created, installed and funded. Rachel Brazil, Emberly’s Mom, described the usefulness of the boards and how they are also used in some of the schools. Mr. Beezhold asked how the Board could help in their mission, to which Ms. Brazil responded that they would like the Board to say yes and they would work together to figure out which parks they would be installed in. The boards are provided by Emberly’s Smile. Installation of $75.00 per board, is paid for by the Town. Mr. O’Shea reported that the Town has 22 parks with playgrounds and recommended that the boards be installed in all of them. Ms. Toosley suggested they contact the Lions Clubs and that there are matching grants through the State. Amy added that they would reach out to local businesses about sponsoring a communication board. Discussion about the funding and sponsorship continued. Ms. Toosley made a motion to partner with Emberly Smiles by installing the signage in our parks, not to exceed $3,000.00. Mr. Moffitt seconded the motion. Motion carried with 4 ayes and 0 nays.

B. American Structurepoint – Review of Facility Needs Assessment and Park Impact Fee Studies Update

Dan McCloskey, Senior Architect with American Structurepoint, provided an update on the feasibility study for the Indoor Sports and Recreation Center. Synergy Sports has run the numbers on the demographics and socioeconomics within a 5-mile radius and a 30-mile radius. He referred to a slide on the 5-mile radius which expresses the demographic and socioeconomic details of that radius. Mr. Dravet confirmed that the presentation will be posted on the website following the meeting. Next, they looked at the sport participation within that 5-mile radius. Based on those parameters, the ideal facility would be approximately 40,000 square feet and he followed with a list of the major components for use. They prepared a rather rough design to validate the overall size requirement. He moved in the topic of the other site requirements, such as the outdoor space and outdoor fields and needs, equaling to about 7 to 8 acres. He discussed the facility use possibilities and the economic impact of such a facility. Next steps were discussed. Public-private partnership was discussed.

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.

C. Ball Field Outfield Fence Yellow Capping - Heartland Park Softball Field and Civic Park Baseball Field

Mr. O’Shea reported that he had been shopping for the yellow capping for the softball field #4 at Heartland Park and to replace the capping at the two (2) fields at Civic Park. He received 2 different quotes and BSN Sports had the better price. He provided the measurements for the amount needed, which would be 14 rolls. He stated that his recommendation would be to make a motion to approve this purchase from BSN Sports. Discussion about tying down the caps continued. Mr. Moffitt made a motion to approve the purchase of the yellow from BSN Sports not to exceed $5,100.00, which will also include the ties. Ms. Sues seconded the motion. Motion carried with 4 ayes and 0 nays.

D. Heldt Park Pavilion Bird Netting

Mr. O’Shea reported that this is a continuation of the bird netting project. This action greatly reduces the bird droppings and keeps the pavilion cleaner. The vendor, Another Wild Goose Chase specializes in humane geese and bird control. The cost for the bird netting at Heltd Park is $8,500.00. After this installation, the plan is to go to Schilton Hills Park and complete that one. Mr. O’Shea reported that he had 2 parks budgeted for this year. Ms. Toosley made a motion to enter into the contract with Another Wild Goose Chase to install the bird netting at Heldt Park for $8,500.00. Mr. Moffitt seconded the motion. Motion carried with 4 ayes and 0 nays. Ms. Sues made a motion to authorize the Park Superintendent to sign the contract with Another Goose Chase for $8,500.00. Ms. Toosley seconded the motion. Motion carried with 4 ayes and 0 nays.

E. Gates Park Improvement Projects – Task Order 22-01

Mr. O’Shea provided some background on the task order that was presented back in 2022 for the engineering work but was not approved by the Parks and Recreation Board as the Board was not formed until 2023. He stated that the Board did approve the amendment to task order 22-01 in March for $22,500.00 with the additional $40,000.00 for construction engineering. The original task order was signed by the Town Manager, but needs to be approved by the Parks and Recreation Board for the amount of $34,800.00 with an additional $10,000.00 for construction engineering. The work was started and they have submitted three invoices already. Ms. Toosley made a motion to approve an RTP to Robinson Engineering for the amount of $44,800.00. Mr. Moffitt seconded the motion. Motion carried with 4 ayes and 0 nays. Ms. Toosley made a motion to authorize the Park Superintendent to sign the task order with Robinson Engineering for $44,800.00. Ms. Sues seconded the motion. Motion carried with 4 ayes and 0 nays.

OLD BUSINESS:

A. Gates Park Improvement Project Update

Mr. O’Shea reported that he had hoped to have a draft plan available but they are finalizing the grading plan. He will share the plans when they become available. The overall cost should be available when finalized.

REPORTS:

A. Town Council Liaison Report – Mr. Aurelio welcome Ms. Sues. He thanked everyone for their work on all of the projects.

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.

ANY AND ALL:

Mr. O’Shea explained that the Clerk pulled the RTP for Cedar Valley for a price difference, as the vendor was asked to register and get a permit since they had not been registered. Because of that action, the vendor increased the price by $688.00. The original $11,352.00 was approved in February. The two (2) invoices reflect $11,165.00 and $875.00 for a total of $12,040.00. Ms. Toosley made motion to amend the RTP to Cedar Valley for additional $688.00 for a total of $12,040.00. Mr. Moffitt seconded the motion. Motion carried with 4 ayes and 0 nays.

PUBLIC COMMENT:

Mitch Day spoke from his seat and asked Mr. O’Shea to provide updates to the Lake Hills vandalism issues. Mr. O’Shea reported that he met with Reeves Fence for the gate at Lake Hills, and described the features of the gate. He and Mr. Dravet also met out at the park about possibly installing cameras. Mr. Dravet stated that the cameras would reach a radius of 98 feet and described what areas would be captured. He reported that the ballpark pricing is about $6,000.00, plus the cost of the electrician to run the wiring and mount the box. Mr. Beezhold asked that the pricing for the gate and the cameras be available for the June meeting. Mr. Dravet reported that the lead time on the cameras is about a month. A discussion about the vandalism in the park continued.

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.

ADJOURNMENT:

Ms. Toosley made a motion to adjourn. The Parks and Recreation Board Meeting for May 23, 2023 was adjourned at 6:22 p.m.

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

CALL TO ORDER:

Dave Beezhold, President, called the Parks and Recreation Board Study Session to order on May 23, 2023 at 4:02 p.m. and led all in the Pledge of Allegiance.

ROLL CALL:

Board Members present: Barbara Toosley, and Cindy Sues, Michael Moffitt, and David Beezhold, President.

Also present: Michael O’Shea, Park Superintendent, and Nicole Bennett, Attorney. Mike Aurelio, Town Council Liaison and Joseph Wiszowaty, Town Manager were absent.

NEW BUSINESS:

A. Freedom Fest

Patrick Tortorici, Parks & Recreation Coordinator referred to a packet distributed to the Board members. Mr. Tortorici updated the Board on the current sponsor list to say that some of the sponsors have sent in their checks while others have committed but the payments have not been received. He reported that they received $22,000.00 and have another $6-8,000.00 confirmed but not yet paid. The next topic he addressed was the vendor list. He reported that in 2022 they had five (5) vendors for the Freedom Fest. This year, Malt Brothers will only be handling the alcohol and there are 14 confirmed vendors with another pending. He reported on the banners and signs, and that they will be littering St. John with the signage all throughout the month of June. He stated that their Social Media Marketing has been active. They will be doing flyers and working with the Chamber of Commerce to connect with the community. He then referred them to the grounds layout documents. He reported that they are still looking at different options for the layout of the actual festival and the fenced area, looking to allow for a larger footprint in the beer tent area. He spoke on some of the placement within the map. To kick-off the Freedom Fest, they will hold a 5K and a 1-mile color run for the kids. The next page provides the layout for the two (2) events. The idea was to front-load the event with activities. Mr. Beezhold asked about the events and how the heat may affect them. Mr. Tortorici advised that he has a water sponsor for the events. Mr. Beezhold asked about the Sponsorship Banner. Mr. Tortorici reported that he provided the sponsors with a deadline of June 12th to have enough time to create the logo banners. Discussion about the sponsors continued. Discussion on the Sponsored T-Shirts ensued. Ms. Sues asked if there was pre-registration for the 5K and color run. Mr. Tortorici affirmed and that there is a website up and running through Race Roster, who was hired to manage the timing system, as it is an official 5K. The course, however, will not be certified. Mr. Totorici reported that it is $40.00 for the 5K and $25.00 for the color run and that there will be two (2) different age brackets for the 5K. They are in discussions with fitness businesses about sponsoring awards. The schedule was discussed. Discussion about the budget continued and Mr. O’Shea reported on the expenses. The vendors are charged $100.00 to participate. Malt Brothers will share a percentage of their intake. Mr. Tortorici named off some businesses they’ve been in contact with to provide activities for the kids. The Bounce Houses, Game Truck and carnival games will be free for the kids. A vendor selling glow-in-the-dark items will be participating. All of the kids’ activities will be available for use until the start of the fireworks. Discussion about the sponsorship continued. Ms. Toosley asked how many volunteers are needed and how to they sign up. Mr. Tortorici reported that he has a volunteer registration form and that he has been working with Lake Central’s Dollars for Scholars, track team, and football team, but anyone is welcome. Security will be covered by the Police Department. Malt Brothers will need to hire an officer for the Beer tent. Their big focus now is to market and raise money and asked the Board for any leads. He will ask Mr. Dravet to put the volunteer registration on the website. He has spoken to both the VFW and the American Legion for the color guard ceremony. He is also in communication with the Fire Department about getting a truck out there. Raising money is where he needs to most assistance. The FOP and FD are in discussions about grilling at the event. Mr. Beezhold will reach out to them and provide some assistance. Mr. Beezhold also reported that the volunteers received food tickets as a way to thank them. The tent will be setup on June 30th. Mr. O’Shea reported that Public Works is on board with the details. Mr. Beezhold reported that they held Patnoe Park for parking if they needed it. Discussion about the Midwest Ice Arena continued. Discussion about the Port-a-Potties and trash management ensued. Malt Brothers is bringing in their own certified staff to manage the alcohol sales and are prepared for the expected size. The Board members thanked Mr. Tortorici for all of his work on the event.

B. Farmers Market

Mike O’Shea reported that he met with Lake Central about possibly moving the location of the Farmers Market, and referred to the document providing maps of their four (4) parking lots. They were discussing the use of parking lots one (1) and two (2) combined, or parking lot four (4). He then referred to the layout of the current vendors placed in each of the scenarios. He recently learned that parking lot four (4) has tournaments, therefore, is no longer a viable option. Lake Central will provide more information this week. Availability of the parking lots was discussed. Consideration would be to move the Farmers Market after the Holiday in July. Mr. Beezhold added that the current location has prohibitive parking options and is difficult to see from the main road. Having it on US 41, there is potential to draw more business. Mr. O’Shea reported that he is still in discussions with the school. Cost of security was discussed. Rebecca Vacarro, Farmers Market Assistant, stated that she would be happy with Lot three (3) which would give them the opportunity to place the vendors on the wait list. She added that some of the vendors would not be happy to move, however, the newer vendors would have no issues with it. Discussion about restrooms continued. The Board members thanked Ms. Vacarro for her work on the Farmers Market.

ADJOURNMENT:

Ms. Sues made a motion to adjourn. Mr. Moffitt seconded the motion. The Parks and Recreation Board Study Session for May 23, 2023 was adjourned at 4:55 p.m.

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

CALL TO ORDER:

Dave Beezhold, President, called the Parks and Recreation Board Meeting to order on June 27, 2023 at 5:00 p.m. and led all in the Pledge of Allegiance.

ROLL CALL:

Board Members present: Barbara Toosley, Cindy Sues, and David Beezhold, 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.

PAYMENT OF THE BILLS:

Mr. O’Shea reported that the Accounts Payable Voucher dated June 27, 2023 has a total claims of $147,787.30. Ms. Toosley made a motion to approve the Accounts Payable Voucher for $147,787.30. Ms. Sues seconded the motion. The motion carried with 3 ayes and 0 nays.

APPROVAL OF MINUTES:

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.

NEW BUSINESS:

A. Lake Hills Park Parking Lot Gate

Mr. O’Shea referred to the proposal for the barrier at the Lake Hills parking lot, which had been discussed at previous meetings. He referred to the map for the location and where it would be installed. He added that it would be aesthetically pleasing and could be locked and controlled. The proposal is for $4,600.00 from Reeves Fencing. Discussion comparing this fence to the fence at Heartland Park continued. Ms. Toosley asked about responsibility for locking and unlocking the gate. Mr. O’Shea responded that it would be the Parks staff and Public Works and that it would be opened anytime there are planned activities. Ms. Toosley made a motion to accept the proposal for $4,600.00. Ms. Sues seconded the motion. Motion carried with 3 ayes and 0 nays. Ms. Sues made a motion to authorize Mr. O’Shea to sign the contract with Reeves Fencing. Ms. Toosley seconded the motion. Motion carried with 3 ayes and 0 nays.

B. St. John Farmers Market

Mr. O’Shea reported that this is the continuation of the discussions about moving the Farmer’s Market to Lake Central High School. He referred to the prepared layouts in the packets when using their purple lot and the green lot. He added that this move allows for possible expansion and exposure. Mr. Beezhold asked about access to the restroom facilities to which Mr. O’Shea responded this would provide access to permanent facilities. He added that it also offers an entertainment area, increases usage control and the ability to add more to the market. Mr. Beezhold asked about signage to which Mr. O’Shea responded that Lake Central agreed to assist any way possible. Ms. Toosley asked if the Town was paying anything for the property currently being used. Mr. O’Shea responded that the only thing we are paying for is the portable restroom. Mr. Wiszowaty explained there would be a savings of about $4,000.00. Mr. Beezhold asked Ms. Vacarro for comments. Ms. Vacarro explained that the Town does not have full control over what happens in the current parking lot and have run into space issues due to actions from the owners. Parking has also been an issue. Mr. O’Shea corrected the portable restroom amount to $1,855.00 plus $500.00 for the season. Mr. Beezhold reported that he attended the Market on Sunday and had conversations with some of the vendors. He stated that some were questioning the move. Mr. O’Shea said that there will be signs posted at the old location and the other signs will be updated with the new location. Mr. Beezhold asked to move the public comment up in the agenda.

PUBLIC COMMENT:

Shelly Pitts, Cedar Lake, Lather Me Up Soaps; Anastasia Veriktaris, Tasie’s Avon Store; Megan Cailles, Scentsy
Ms. Pitts stated that she has been participating for ten years and is afraid of what may happen. She reported that Munster moved theirs and it killed their market. She explained how Schererville’s set up deterred the elderly. These vendors voiced concerns with the setup and that maybe the attendees would not be able to make it all around the market. She added that they had to sign a contract and is not aware if moving the location was in the contract. If there are sports events, there would be no parking available for the patrons which affects sales. The other concern they had was the wind factor with their tents, that there would be no protection from the wind. They reported that this year they’ve had record sales because the space is filled with tents so patrons stop in. They reported that the Market is never full and has space for more. They expressed concerns with filling the space with food vendors competing for business. Ms. Veriktaris reported that she spoke with some of the other vendors who said the advantage of staying is having their same spot. She also asked how they were going to communicate with the customers. Mr. Beezhold responded that there would be communication for the next month as the move is scheduled for the end of July. Mr. Beezhold said that the Town has turned away vendors this year, and Ms. Pitts responded that it was due to the change Munster made. The vendors suggested holding the vendors accountable for not showing up. Ms. Toosley stated that she does not attend the Market because there is no parking. Ms. Toosley added that there is greater visibility on US-41 at the High School. Ms. Sues asked Mr. O’Shea if there are any events scheduled on the days of the Market. Mr. O’Shea responded that on September 10th they have an event that would move the Market to another lot. He also added that, next year, they would have two swim meets that would move the Market. Mr. Wiszowaty asked what how the relocation discussion started. Mr. O’Shea responded that meetings with the market manager resulted in needing more space, as well as the option for music or entertainment was another ask. Mr. Beezhold added that location shopping is triggered by the growth of the Town and the Market and having an option other the Community Hospital. Mr. Beezhold asked the vendors if they would be willing to move for the half-season and re-evaluate it after the season. The response was that a mid-season move is not a good idea and would be opposed, but would not be opposed if the next season started in the new location. Discussion on marketing ensued. Mr. Beezhold asked them for an honest opportunity to try the new location and asked them to return to a meeting in October for report. Mr. Toosley made a motion to move forward with moving the Market to Lake Central High School starting July 30th and evaluate it at the end of the year. Ms. Sues seconded the motion. Ms. Toosley asked that the Town increase the signage for the Market. Mr. Tortorici shared his idea for expansion to have greater community involvement. Ms. Vacarro reported that they are creating flyers for all of the vendors as well as banners and yard signs. Motion carried with 3 ayes and 0 nays.

OLD BUSINESS:

A. Gates Park Improvement Project Update

Mr. O’Shea referred to the plans for Gates Park. He explained each section of the plan to describe the changes and additions to the area. Potential for adding a basketball court as well as court lighting was discussed. Mr. O’Shea described the soccer fields and discussion about changing the direction of the fields continued. Mr. O’Shea reported the consideration of starting a youth soccer program. Multiple conversations ensued at one time. Mr. O’Shea addressed the drainage issue there and possible solutions. Lighting installation or planning was discussed. Mr. O’Shea addressed solutions for the drainage issues near the skate park and the parking lot.

B. Heartland Park Softball Complex – Fence

Mr. O’Shea referred to the RTP that had been previously signed and where he asked the vendor to complete some additional work, e.g., gates and posts that were not on the initial request. The RTP increased by $1,306.28 to a new total of $6,991.28. Mr. O’Shea reported that he created a new RTP that will be sent to the Town Manager for signature. Ms. Sues made a motion to amend the original RTP for Reeves Fencing from $5,685.00 to $6,991.28 to include the additional work as requested. Ms. Toosley seconded the motion. 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.

C. Freedom Fest Update

Mr. Tortorici referred to changes on the layout on the map, as electrical needs increased. He reported that there will be police presence throughout the event to assist with parking. Signage was discussed.

D. Portable Restrooms – Civic Park

Mr. O’Shea explained that in February, a contract for $8,505.00 was approved with Premier Portable Restrooms. That total did not include Civic Park for an additional $1,330.00. He is asking the Board to amend the original PO and approve the new total of $9,835.00. Ms. Toosley made a motion to amend the contract with Premier Portable Restrooms for an additional $1,330.00 for Civic Park for a total amount of $9,835.00. Ms. Sues seconded the motion. Motion carried with 3 ayes and 0 nays.

REPORTS:

1. Town Manager – Mr. Wiszowaty had no report.
2. Board Members –
1. Ms. Sues wished Mr. Tortorici the best of luck on the Freedom Fest.
2. Mr. Beezhold reported on the status of the Needs Assessment Study and the Impact Fee Study.

ANY AND ALL:

Mr. Tortorici reported on the status of the programming on the Recreational aspect of the Department. He reported that they are having tremendous turn-out for the summer programs. The plan is to bring more recreational programs to the Town. Ms. Sues reported that she received a positive comment from the Toddler Time program. Mr. Tortorici responded that he teaches many of the classes.

PUBLIC COMMENT:

There was no public comment.

ADJOURNMENT:

Ms. Toosley made a motion to adjourn. Ms. Sues seconded the motion. The Parks and Recreation Board Meeting for June 27, 2023 was adjourned at 6:24 p.m.

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

CALL TO ORDER:

Dave Beezhold, President, called the Parks and Recreation Board Meeting to order on July 25, 2023 at 5:01 p.m. and led all in the Pledge of Allegiance.

ROLL CALL:

Board Members present: Michael Moffitt, Cindy Sues, and David Beezhold, 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.

PAYMENT OF THE BILLS:

Mr. O’Shea reported that the Accounts Payable Voucher dated July 25, 2023 has a total claims of $71,054.69. Mr. Moffitt made a motion to approve the Accounts Payable Voucher for $71,054.69. Ms. Sues seconded the motion. Mr. Wiszowaty asked about an item on page 2 of the voucher regarding Founders Park consulting and asked if that is the last payment on this. Mr. O’Shea confirmed it was the last payment for the Founders Park project. The motion carried with 3 ayes and 0 nays.

APPROVAL OF MINUTES:

A. June 27, 2023 Parks and Recreation Board Meeting Minutes

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.

NEW BUSINESS:

A. 2023 Parks and Recreation Department Recreational Offerings and Park Information Mr. O’Shea referred to their online program offerings and will introduce the following two (2) new offerings.

a. Independent Contractor Agreement and skate board program fee

Mr. O’Shea explained that the Agreement is with Pitbull Skateboarding. The department is going to start a contractual program with them for the remainder of the summer and into the fall.

(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.

b. Program fee for youth soccer league

The department would like to institute a short recreational soccer league for grades K through 4. It will be mirrored to how the sand volleyball league runs and will use various parks within the Town. It will be a six (6) week season for $65.00 starting in the fall with plans to have a spring season as well. Mr. O’Shea explained that, much like the volleyball league, they will be asking the parents and volunteers for coaches, then get high school and college age kids for referees. Mr. Beezhold asked about a maximum number of kids to which Mr. O’Shea responded that the number of kids would not be an issue. They would need to get some items, such as jerseys. They want to see what the interest is. Ms. Sues made a motion to approve the youth soccer league with the Town of St. John for a fee of $65.00 and to be held at various parks within St. John. Mr. Moffitt seconded the motion. Motion carried with 3 ayes and 0 nays.

B. Request to Purchase Update – American Structurepoint

Mr. O’Shea explained that he has an updated RTP to add reimbursable expenses for $259.55. The original RTP that was approved and signed was for $25,000.00. These expenses bring the total RTP to $25,259.55. Mr. O’Shea expressed confidence that this would cover all of the costs for the Facility Needs Assessment. Mr. Wiszowaty explained the reasoning for a new Request to Purchase. Any costs outside of the scope of the agreement could result in additional expenses. Mr. Beezhold stated that he understood the expense was all-encumbering when the Town signed the contract. The details of the invoice were discussed. Ms. Bennett clarified that the agreement does provide for reimbursable expenses and listed some examples. Mr. Wiszowaty suggested waiting to update the RTP until all of the expenses are submitted. Ms. Bennett read the terms of the invoice payment and recommended taking action on it now. Mr. Moffitt agreed to pay the original $25,000.00 and handle the expenses separately. Mr. O’Shea explained that the Clerk’s office asked to create a new RTP to encompass all of the charges together. Mr. Moffitt made a motion to pay the RTP for the new amount of $25,259.55 to American Structurepoint. Ms. Sues seconded the motion. Motion carried with 3 ayes and 0 nays.

C. National Fitness Campaign

Mr. Tortorici approached the podium and noted that this item does not require any action today, but that it is a potential future project in some of the open green space. National Fitness Campaign offers grant money to help put in their structures. It is a 38’ x 38’ pad that has various built-in fitness structures. He noted that these structures are being added to a lot of parks in communities in the area. Mr. O’Shea added that the application process for 2024 is open now and they offer it every year. Mr. O’Shea told the Board that the Campaign reached out to the Town for 2024, so he wanted their opinion to see if this is something they wanted to research. He continued to say that the grant opportunity is $30,000.00, but the project as a whole would range from $155,000.00 to $177,000.00 after the grant. It would be a 38’ by 38’ concrete slab with pour-in-place material with various fitness equipment. The locations under consideration are Patnoe Park, Heartland Park, Civic Park, Homestead Village Property, and Edgewood Estates as they all have open green space. Parking is a concern that needs to be considered. Mr. Beezhold asked if this was something the Town would like to have at multiple locations. Mr. Tortorici said that it could be something that could start at one site, then add them to other areas of the Town over time. Ms. Sues asked about the running club and how many participant he has. Mr. Tortorici responded that he has nine (9) participants in that running club. He added that the goal is to increase fitness opportunities for the residents. Mr. Moffitt said it was a good idea but may not be the right time as The Gates is a huge project and should be completed first. Mr. Tortorici responded that he agrees with that but that he always looks at the return on investment. Mr. O’Shea explained that they will continue to have discussions with them, but if they move it to 2025, that is OK. It was agreed that there are some priorities that they need to complete first.

D. Youth Ball Field Lease Agreement

Mr. Beezhold provided some background about the subject being brought up in the spring with softball and baseball and revisiting the lease agreements. The agreements were sent to Ms. Bennett for review and to determine what needs to be done to add a travel team. The term on the agreement is 25 years. The teams’ capital investment was discussed.

OLD BUSINESS:

A. Gates Park Improvement Project Update

Mr. O’Shea referred to the document of the layout of Gates Park and noted that this would be the final draft as far as changes go and asked the Board to review it. He continued by describing the different sections and the layout on the plan. The bathroom would have a storage room on it. The project would be phased with the walking path to start and begin the bidding process for the hardcourts. Discussion on the pavilion continued. Mr. O’Shea stated that he would let Robinson know to go ahead and start with the walking path. Mr. Beezhold asked if it was possible to have some hard numbers by the next meeting. Mr. O’Shea responded that he has some numbers that were provided as the engineer’s cost projections. He added that once they get the document ready for the bidding process, they will have greater details with better cost estimates. Lighting within the park was discussed. Mr. O’Shea stated that he is looking for Board approval on the current concept plan of the park and to move forward. Mr. Moffitt made a motion to accept the engineering plan from Robinson pending any revisions to include the conduit installation, and move forward with the process. Ms. Sues seconded the motion. Motion carried with 3 ayes and 0 nays. Ms. Bennett noted that Gates Park is owned by the Town, therefore, it will involve an intergovernmental agreement with the Town when it comes time for the bidding process. Mr. Wiszowaty asked if there was one when The Skate Park was built. Ms. Bennett responded that there was a resolution. Mr. Beezhold asked Ms. Bennett to review what will be needed and she responded on how they would proceed when that time came. Mr. Wiszowaty noted that there are some ARPA Funds allocated for this project.

REPORTS:

1. Town Council Liaison – Mr. Aurelio asked Mr. O’Shea if Robinson will be able to provide cost estimates per phase or component. Mr. O’Shea provided an example like the walking path and how the cost estimate would only include the walking path. He also added that everything would be itemized.
   Mr. Aurelio thanked the Parks Department for all of the programming they’re providing through the summer and asked about the fall season. He suggested a Town/School venture for a Haunted House fund raiser. Mr. O’Shea responded that they could look into it and noted that they have some fall activities planned.
2. Town Manager – Mr. Wiszowaty reported that at tomorrow’s meeting, Town Council will be considering the Ordinance establishing the new Park Impact Fee and after several conversations, he does not know if there will be support for the full amount. There were two (2) options presented to the Council, one being from the Impact Fee Advisory Committee at $2,441 and the other from the Plan Commission at the full amount. Mr. Wiszowaty added that the full amount was to support a $12 million capital improvement project for a community center.
3. Board Members –
   1. Ms. Sues gave a shout out to Mike, Patrick and Rebecca for their hard work on the Freedom Fest.
   2. Mr. Moffitt asked about the batting cage. Mr. O’Shea responded that they were out there working today and reported on some additional repairs.
   3. Mr. Beezhold thanked the team for their work on the Freedom Fest. He then reported that this weekend will be the first Farmers Market at Lake Central. He thanked everyone that worked on the Park Impact Fee and meeting the tight schedule.

ANY AND ALL:

Mr. Tortorici provided a report on the recreational side. As summer comes to an end, they have one more movie and a couple more concerts that are well attended. The Summer Camp is finishing up this Thursday with a big going- away at the Splash Pad and there were 102 kids enrolled this season. The Volleyball League will be ending at the beginning of August. The new fall Soccer Program will be starting up. There are events scheduled for Halloween and Christmas. He thanked the Board and the St. John residents.

PUBLIC COMMENT:

There was no public comment.

ADJOURNMENT:

Ms. Sues made a motion to adjourn. Mr. Moffitt seconded the motion. The Parks and Recreation Board Meeting for July 25, 2023 was adjourned at 6:10 p.m.

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

CALL TO ORDER:

Dave Beezhold, President, called the Parks and Recreation Board Meeting to order on August 22, 2023 at 5:05 p.m. and led all in the Pledge of Allegiance.

ROLL CALL:

Board Members present: Cindy Sues, Michael Moffitt, and David Beezhold, 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.

PAYMENT OF THE BILLS:

Mr. O’Shea reported that the Accounts Payable Voucher dated August 22, 2023 has a total claims of $146,632.79. Mr. Moffitt made a motion to approve the Accounts Payable Voucher for $146,632.79. Ms. Sues seconded the motion. Motion carried with 3 ayes and 0 nays.

APPROVAL OF MINUTES:

A. July 25, 2023 Parks and Recreation Board Meeting Minutes

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.

NEW BUSINESS:

A. Civic Park Automatic Restroom Locks

Mr. O’Shea explained that the Civic Park fields are used by St. John Youth Baseball and the pavilions are used for park rentals. The bathrooms are normally locked and unlocked when baseball is playing their games as they have a key to unlock and lock the doors. Having the automatic lock will allow the bathrooms to be unlocked for all users of the park. He presented a quote to the Board and explained that it would be installed on the men’s and the women’s bathrooms and it would be automated and scheduled for select times of the day. In the winter, they would be locked at all times. The proposal is for $6,571.23. Mr. Beezhold asked if they received multiple bids. Mr. O’Shea responded that he’d worked with Preferred Windows and Doors in the past and that they do this type of work. Mr. Beezhold suggested they get a competitive bid for all work. Additional quotes and other vendors were discussed. Mr. O’Shea agreed to get another quote. Mr. Moffitt made a motion to defer this item to obtain competitive bids. Ms. Sues seconded the motion. Motion carried with 3 ayes and 0 nays.

B. Fireworks Display for Christmas in the Park Event

Mr. O’Shea explained that the fireworks display would be scheduled for November 24th. He added that the agreement with Mad Bomber for $4,000.00 was attached as well as a mapping photo at Prairie West Park. He explained that the agreement would be signed by the Town Council and suggested making a favorable recommendation to the Town Council. Mr. Beezhold asked Patrick Tortorici to provide information on the Christmas is the Park. Mr. Tortorici approached the podium and explained that they are going to keep it relatively the same as it had been in the past years and fireworks had always been a part of the opening ceremony. Mr. Beezhold explained that previously the event was done with the Clerk-Treasurer’s office. Mr. O’Shea stated that they’ve talked with Public Works and other companies to see what the cost for assistance would be. He provided other plans they are looking at for this event. Ms. Sues made a motion to provide a favorable recommendation to the Town Council for approval of the fireworks. Mr. Moffitt seconded the motion. Motion carried with 3 ayes and 0 nays.

C. NIRPC CommuniTree Fall 2023

Mr. O’Shea explained that NIRPC has their CommuniTree program in each planting season, which are spring and fall. The program allows the communities to apply for high quality trees. He reported that they did the tree planting at Heron Lake Park in the spring. He described how the application process is managed. Through the application, the Town will be receiving ten (10) 1.5in caliber trees and listed the species. As the trees must be planted within the Watershed, Edgewood Estates Park was selected, as it is all open green space. The trees will be available for pickup on September 14th after which a planting day will be scheduled. The plan is to continue applying for the trees at each planting season. Mr. Beezhold asked if this program was associated with the Tree City program. Mr. O’Shea explained that with Tree City, there are more steps but that planting trees is part of it. Mr. O’Shea reported that he intends to start the application process in September for 2024 and will list any progress already made.

D. 5 Year Parks and Recreation Master Plan Proposal

Mr. O’Shea explained that the current Park and Recreation Master Plan is from 2019 through 2024. American Structure Point submitted a proposal for the next five (5) year Park and Recreation Master Plan and added that the Park Impact Fee Study, originally not to exceed $65,000.00, has a remaining balance of $29,900.00 due to the Town providing the Park Inventory, reducing their need to create one. The total for the Park Impact Fee Study is now $35,100.00. He referred to a memo breaking down the cost of the Park Master Plan Study explaining each item. After all of the costs and the remaining balance of $29,900.00, the total due would be $10,000.00. American Structure Point has already done a lot of the work when completing the Park Impact Fee Study. Mr. O’Shea reported how the $10,000.00 could be funded in 2023. He explained that they are looking to do another Five (5) Year Master Plan and that it would most likely take about half a year to complete. He recommended using American Structure Point again and use the money not used on the Park Impact Fee Study and complete the study for the additional $10,000.00. Mr. Beezhold reported that they would need a rough draft of the plan by the middle of November. Mr. O’Shea added that the final would not be due until April of next year. Mr. O’Shea said he had some ideas about using the Land and Water Grant for which the application process is June 1st of next year. Ms. Bennett clarified that the proposals from American Structure Point was only for the two (2) studies without any addendum for the Master Plan. She explained that based on the value of the contract, which is on the cusp of $50,000.00, the project would have to be formally bid and will require three (3) RFP responses by mail. The requests for proposal will need to be sent out to at least three (3) firms by mail. Ms. Bennett clarified that any project over $50,000.00 needs to go through the formal advertised process.

OLD BUSINESS:

Mr. Beezhold asked Rebecca Vacarro to report on the Farmer’s Market. Ms. Vacarro reported that there are more people attending the Farmer’s Market since the move to the new location based on the parking lot use.

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.

REPORTS:

1. Board Members – Mr. Moffitt asked about the cage at the fields in Heartland Park and if they could start the process on that for early next year. Mr. O’Shea responded that he will reach out to the same vendor and that it is on the list to be done. Discussion about the positive feedback on the cage ensued. Mr. Moffitt asked about the process for taking it down for the winter as it cannot be left out. Mr. O’Shea described how it could be removed and that it would be removed sometime in October.
2. Board Members – Mr. Beezhold read a prepared statement as it pertains to the Impact Fee and the Council action from the July meeting. The statement is included as an Exhibit to these minutes. He expressed his disappointment with the decision and noted that, unless the growth rate of the Town continues, many Park projects will be placed on hold.

PUBLIC COMMENT:

There was no public comment.

ADJOURNMENT:

Mr. Moffitt made a motion to adjourn. Ms. Sues seconded the motion. The Parks and Recreation Board Meeting for August 22, 2023 was adjourned at 5:55 p.m.

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

CALL TO ORDER:

Dave Beezhold, President, called the Parks and Recreation Board Study Session to order on September 5, 2023 at 5:00 p.m. and led all in the Pledge of Allegiance.

ROLL CALL:

Board Members present: Barbara Toosley, and Cindy Sues, Michael Moffitt, and David Beezhold, President.

Also present: Joseph Wiszowaty, Town Manager; and Michael O’Shea, Park Superintendent. Mike Aurelio, Town Council Liaison was absent during roll call.

NEW BUSINESS:

A. The Grove – New Park Amenity Presented

Kevin Paszko, Olthof Homes, 8051 Wicker Avenue – Mr. Paszko was present to establish a dialogue between the Park and Recreation Board and Olthof Homes with regards to an amenity planned for the new subdivision that will be called the Grove. He described some options previously discussed with Town staff. He described the concept plans while referring to a map of the area.

(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.

B. Gates Park Improvement Project

Mr. O’Shea reported that Dave Weber, Robinson Engineering, is joined remotely. Mr. O’Shea explained that the Board approved the plan a couple of months ago, so Mr. Weber provided some cost estimates. Mr. Weber referred to a document listing the cost estimates for various items for the project and described the order for which the areas would be developed. Mr. Wiszowaty asked Mr. O’Shea how much of the CDBG grant was awarded to the Town to which Mr. O’Shea responded that it was about $84,000.00 strictly based off an email. Mr. Wiszowaty suggested using ARPA funds to get the project going. The walking path is about 1,500 feet at a total cost of about $200,000.00. The timing of the project was discussed. The discussion moved to the cost estimates on the soccer fields and the hard courts. Mr. Weber explained how they were able to reduce substantial costs on the soccer fields without affecting the drainage quality of the finished product. Discussion ensued about the use of the soccer fields and whether there would be revenue coming in to offset the cost. Quality of the materials and breaking down the costs was discussed.

C. 2024 Park and Recreation Budget Review

Mr. O’Shea reported that the Town Council will be reviewing the Town Budget at their study session, therefore, is sharing the Parks Budget with the Board for review. He referred to a document provided and described each page presented explaining his process in creating this budget. Mr. O’Shea explained how much of the increase are the other improvements and another part-time employee. Revenue projections were provided by Mr. Wiszowaty.

ANY AND ALL:

Mr. O’Shea addressed a member of the public and reported on actions taken and budgeted at Lake Hills Park.

(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.

ADJOURNMENT:

Mr. Moffitt made a motion to adjourn. The Parks and Recreation Board Study Session for September 5, 2023 was adjourned at 6:09 p.m.

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