Glen Ellyn Park District Board of Commissioners: 2013

Platform Tennis Agreement
The Board of Commissioners approved the agreement for usage of platform tennis courts and the paddle facility between the Glen Ellyn Park District and the Glen Ellyn Platform Tennis Club.

Norris Design Contract Approval
The Board of Commissioners approved the contract with Norris Design for the preparation of a master plan for Ackerman Park.

Commissioner Recognition
The Board of Commissioners and the Glen Ellyn Park District recognized Commissioner Ron Aubrey for his years of service, dedication and commitment to the Glen Ellyn Park District. At the conclusion of his term he will have served for a total of nine years.

Aquatics Initiative Update
Staff provided the Board of Commissioners with an update of the aquatics initiative, which included an RFP that will be funded by the Glen Ellyn Aquatics Initiative. The RFP will determine the feasibility of having an indoor pool installed. Other recommendations that were included with the RFP was to include an analysis of Sunset Pool and its long term capital needs and how it contributes to the overall aquatic needs of the community.

Thursday, April 11, 2013

April 16 Regular Meeting Agenda

The regular meeting will take place at Spring Avenue Recreation Center, 185 Spring Avenue, Glen Ellyn, IL at 7 p.m. Agenda items include:

Finance Report
Voucher List of Bills Totaling $176,146.45
ROCLAB Agreement
Archiving Policy
Norris Design Contract Approval
Platform Tennis Agreement
Commissioner Recognition
Aquatics Initiative Update

View the board packet.

Friday, April 5, 2013

April 2, 2013 Meeting Highlights

Platform Tennis Agreement
The Board of Commissioners reviewed the requests that were made by the Glen Ellyn Platform Tennis Club (GEPTC) that was presented at a meeting with staff on March 21, 2013.

The Board of Commissioners came to a consensus to place the agreement on the April 16, 2013 consent agenda pending review by Park District counsel.

ROCLAB Agreement
The Board of Commissioners reviewed the feedback that was provided by the Bulls/Sox. Staff explained that the Park District is waiting for clarifications regarding the Bulls/Sox being able to reserve the gym/turf/outdoor fields.

2012/2013 Athletic Field Improvements Summary
Staff provided the Board of Commissioners with an athletic field summary for 2012/2013 which included the following:

Athletic Field Improvement Summary -2012 Season

Village Green Park
Installed complete irrigation system on field # 4
Installed in-ground water reel system for watering fields 5 and 6
Directional boring was done to extend irrigation to fields 7 and 8. Quick couplers were installed behind both pitchers mounds
New irrigation clock was installed. The new irrigation clock gives staff remote capability to the new irrigation on field 4 and with possibility for future expansion and improvements to the system
Field #4 outfield lip was re-sodded, pitcher’s mound was reconfigured and new sod was installed where necessary, the outfield was overseeded and fertilized
All fields were edged, lips were removed, and screenings were added to all warning tracks, dugouts and coaches boxes
Ball field mix was added where needed on all infields
Pitchers mounds were re-installed at the requested distances
Dugout covers were installed on Fields #5 and 6 (more planned for this spring)
Low areas in the outfields were address with seed, starter fertilizer, and top-dressing
Some of the wear areas from football practice in the outfields of Fields #2 and 3 were dormant sodded
In-fields #5 & 8 were closed for the fall allowing us to apply an extra top dressing and overseed to the infield grasses. The outfields were still being used for football so nothing was done
Bio-solids were applied to all turf areas in the fall

Ackerman Park

Re-wiring of several zones was needed due to poor conductivity
A faulty underground shut off valve was replaced on main line
Repairs to irrigation pump, repaired old diaphragms and installed new check valves
Staff was allowed to rest and repair a section of turf to the west of ASFC (overseed, topdress, bio-solids)
Heavily used areas, such as goal mouths were dormant sodded
Bio-Solids were spread over all turf areas in the fall
Newton Park
8 new zones were added to the existing irrigation to extend coverage to the east practice fields
The irrigation clock was updated to allow staff remote capability
Baseball fields #1 and 2 were completely removed along with fencing and the infields were restored to turf
The southeast corner drainage issue was addressed. Drain tile was installed to move water away from the area and into an existing storm sewer
The game football field was re-sodded from the 30yd to the 30yd (approx 8000sq.ft.)
An ADA asphalt path was installed connecting the playground to the concession building. The area around the concession building was also paved at this time
Ball field #3 and 4 lips were removed and ball field mix was added as needed
Deep Tine Aeration was performed on both the practice and game field for football
Bio-Solids were spread on all turf areas

Athletic Field Maintenance Program - 2013 Season

The Turf Maintenance Schedule will be followed at all the athletic field areas
Bio-Solids will be spread in the fall at all athletic field areas
Staff will work with athletic groups to discuss plans to repair and rest fields
Irrigation will be used as needed

Village Green

Make repairs to the high traffic area between fields #5 & 6. We are looking into the possibility of closing it to the public as a thoroughfare and turning it into a pitching warm up area as the two fields do not currently have an area for this
Dugout covers will be installed on Field #4,7 & 8
Joxboxes will be installed behind home plate on Fields #3 & 4
The base distance will be shortened on Fields #5 & 6 to accommodate 55’ base paths. This will eliminate the daily need to maintain the ball fields at Glencrest and Parkview Schools
New Astroturf will be installed in the GEPD batting cages
The unsightly storage POD will be moved to the open area next to the batting cages
Field prep and cleanup will take place this spring. This consists of lip repairs, edging, re-bricking of pitchers mounds and batter boxes, warning tracks, infield mix, etc.
Baseball has a GEYB work day scheduled for Saturday, April 13. This is a cooperative effort to improve field quality by GEPD parks staff and coaches from house and travel leagues

Newton

Field prep and cleanup will take place this spring. This consists of lip repairs, edging, re-bricking of pitchers mounds and batter boxes, warning tracks, infield mix, etc.
Staff is considering removing the pitchers mounds and converting to turf on Fields # 3 & 4
A lacrosse storage shed is being built near of the east parking lot
A second lacrosse field was added this year
The press box, pavilion and concession building will be re-stained this spring
Staff is looking at possibly upgrading the washrooms to meet ADA compliance

Ackerman
Field prep and cleanup will take place this spring. This consists of lip repairs, edging, re-bricking of pitchers mounds and batter boxes, warning tracks, infield mix, etc. Also, staff will make needed turf repairs in the soccer areas
New nets will be installed on the soccer goals and some of the goals were replaced
Staff is working with Norris Design Group on a field study for this park

2013 Turf Maintenance Schedule
April

Treat broadleaf weeds with a selective-postemergent herbicide
Start up irrigation systems and make repairs where needed
Conduct turf evaluations as part of the IPM program

May

Aerify to a depth of 4” with Aera-Vator
Overseed with a 50/50 Athletic Field Turf Mix at 2-3lbs./1000sq.ft
Top-dress areas where needed
Drag turf areas with drag mat to help incorporate the seed in the soil
Fertilize with 13-25-12 (for newly seeded areas) at rate of 174lbs./acre
Fertilize with 28-0-5 (50% PCU 35% Nutripel) at rate of 155lbs. per acre

July

Make field repairs where necessary
Test irrigation and make repairs where necessary
Conduct turf evaluations as part of the IPM program

August

Aerify to depth of 4” with Aera-Vator
Overseed with a 50/50 Athletic Field Turf Mix at 2-3lbs./1000sq.ft
Fertilize with 13-25-12 (for newly seeded areas) at rate of 174lbs./acre
Fertilize with 28-0-5 (50% PCU 35% Nutripel) at rate of 155lbs. per acre
Top-dress areas where needed
Drag turf areas with drag mat to help incorporate the seed in the dirt

September
Treat broadleaf weeds with a selective-postemergent

November

Fertilize (late season) with 34-0-5 (50% PCU 35% Nutripel) at rate of 155lbs. per acre
Aerify to depth of 4” with Aera-Vator
Winterize irrigation systems and make repairs where necessary
Conduct turf evaluations as part of the IPM program

Ackerman RFP
The Board of Commissioners reviewed the Ackerman Park Athletic Field Improvement RFP that was submitted by Norris Design, of Glen Ellyn. The Board of Commissioners reached a consensus to place the contract with Norris Design on the consent agenda for the Board meeting on April 16.

Friday, March 29, 2013

April 2, 2013 Workshop Meeting Agenda

The regular meeting will take place at Spring Avenue Recreation Center, 185 Spring Avenue, Glen Ellyn, IL at 7 p.m. Agenda items include:

Platform Tennis Agreement
ROCLAB Agreement
2012/2013 Athletic Field Improvements Summary
Ackerman RFP

View the agenda.

March 19, 2013 Meeting Highlights

Platform Tennis Agreement
The Board of Commissioner discussed and provided additional feedback regarding the Platform Tennis Agreement. The Board is supportive of the efforts and contributions of the Glen Ellyn Platform Tennis Club (G.E.P.T.C.). They want to ensure that all patrons have access to play and that the facility is somewhat self-sustaining. The Board is confident that the agreement presented is fair and equitable and will provide the financial resources to possible contribute back to the facility. Staff is to discuss further with the GEPTC and at the April 2nd Board meeting, discuss further with the Park Board.

ROCLAB Agreement
The Board of Commissioners reviewed and discussed the revised ROCLAB Agreement along with the recent request by the Bulls/Sox. The Board favors a four year agreement with the ability of either part opting out at least prior to year 3 and to year 4; annual rate increase based on a compounding CPI; allowing Bulls/Sox some ability to reserve space in advance for a guaranteed fee and Park District being allowed to reserve the Sox Academy when available and for a fee. Further discussion may take place at the April 2nd Board meeting.

Donation Policy
Staff presented as a discussion topic a preliminary draft of a donation policy for the Glen Ellyn Park District, the Board of Commissioners provided recommendations and suggestions. Staff will bring the policy back to the Board of Commissioners with revisions and updates to the policy at a later Board meeting for further discussion.

Thor Guard
Staff presented the Board of Commissioners with issues and challenges that the Park District has been experiencing with Thor Guard. The system has been unreliable particularly at Ackerman Park creating a false sense of security and/or lack of confidence with the accuracy Staff presented the Board of Commissioners with several options to deal with the Thor Guard system, these options include:

Option 1
Completely eliminate the system; the plus side here would be the elimination of cancellations in our athletic activities when a false positive occurs. The facilities would return to closing when lightning is seen in the area, as well as any outdoor activities with staff. The minus side would be educating the public of the elimination of the system with instructions to use their own judgment on potential storm days.

Option 2
Eliminate the system in the parks/athletic fields only; Sunset Pool and Maryknoll Park would remain with the system during the summer months when the facilities are in operation. The plus and minuses of this option would be similar to Option 1.

Option 3
Remove the Thor Guard system and replace with the Strike Guard system; the cost to replace the system is not budgeted.

Option 4
Remove the Thor Guard system in the parks/athletic fields, keep the Thor Guard system at the Pool and Maryknoll and then add Strike Guard to the athletic fields. This option would save the park district money but it is not a budgeted item. The plus side of this option is the cost savings; however, the minus side is educating the public on how to follow two different systems.

Option 5
Test the Thor Guard system this spring, make necessary repairs and continue its use. Shut down the system when repairs are not able to be made.

The Board of Commissioners came to a consensus to go with option #2 for this year.

Sunday, March 17, 2013

March 19, 2013 Regular Meeting Agenda

The regular meeting will take place at Spring Avenue Recreation Center, 185 Spring Avenue, Glen Ellyn, IL at 7 p.m. Agenda items include:

Archiving Policy
Platform Tennis Agreement
ROCLAB Agreement
Donation Policy
Thor Guard

View the agenda.

Friday, March 1, 2013

March 5, 2013 Workshop Meeting

The Workshop Meeting will take place at Spring Avenue Recreation Center, 185 Spring Avenue, Glen Ellyn, IL 60167 at 7 p.m. Agenda items include:

Platform Tennis Agreement
ROCLAB Agreement
Donation Policy

View the agenda.

Friday, February 22, 2013

February 19, 2013 Regular Meeting Highlights

PDRMA Presentation
Brett Davis, Chief Executive Officer of the Park District Risk Management Association (PDRMA), was present at the Board meeting to provide the Board of Commissioners with background information regarding PDRMA and its risk management and health care service that it provides for the District. Following CEO Davis answered many questions and concerns raised by the Board. They included fee and rate establishment, items eligible for coverage, terms of agreements, staffing, history of rate increases, employee salaries, etc.

Emerald Ash Borer Update

Staff provided the Board of Commissioners with a schedule for implementation of the Emerald Ash Borer Management Plan. It is as follows:Select Ash Trees for Removal (February 18–22)
Solicit Quotes for Ash Tree Removals (February 25–28)
Grant Award/Rejection: Metropolitan Mayors Caucus, Reforestation Grant (Early March)
Select Ash trees for Treatment (March 1–8)
EAB Continuing Education (March 7th)
Receive Quotes for Ash Tree Treatment (March 11–15)
Begin Replacement of Removed Ash Trees (April)
Monitor Ash Population (Summer–Fall)

Manor Park Playground Update
Staff provided the Board of Commissioners with the Manor Park master plan and playground design detailing the steps taken to develop the plan and design the playground. The process included neighborhood survey, focus groups and stakeholder meetings. The playground is scheduled to be installed in late Spring/early summer.

Archiving Policy
The Board of Commissioner discussed and provided additional feedback regarding the Archives Policy; the Board came to a consensus to place the Archiving Policy on the March 19 regular meeting consent agenda.

Saturday, February 16, 2013

February 19, 2013 Regular Meeting Agenda

The Regular Meeting will take place at Spring Avenue Recreation Center, 185 Spring Avenue, Glen Ellyn, IL 60167 at 7 p.m. Agenda items include:

PDRMA Presentation
Emerald Ash Borer Update
Manor Park Playground Update
Archiving Policy

View Agenda

Friday, February 8, 2013

February 5, 2013 Workshop Meeting Highlights

Ackerman Roof Overclad Pay Request #4
The Board of Commissioners approved the Ackerman Sports and Fitness Center roof overclad payout request #4 in the amount of $91,997.75 pending final resolution of the infra-red scan.

2013 Baseball Uniform Bid
The Board of Commissioners approved awarding the youth baseball jersey bid to Sports Supply Group BSN for the amount of $20,228.75 and approving youth baseball hat bids to Team Sports Pro for the amount of $6,048.90.

Lake Ellyn Hydrologic and Hydraulic Study
RHMG presented the Board of Commissioners with additional information regarding the Lake Ellyn Hydrologic and Hydraulic Study. The study included a sensitivity analysis of impervious coverage are in the Lake Ellyn drainage basin; possible lake release rates; outlet structure geometry; handling of lake overflows utilizing a portion of the Perry Preserve; and private property re-grading possibilities also. Additional information regarding the report can be found on the Park District website at http://gepark.org/boa_meetings.htm located under the February 5 workshop meeting addendum.

Archiving Policy
The Board of Commissioner discussed and provided feedback regarding the Archives Policy, which is defined into six section which includes: (1) mission, (2) definition of roles for staff and Board, (3) scope of archives collection from contents to collection areas, (4) collection definitions with the donations and deaccession processes, (5) access and copyright, and (6) loan regulations.

2013 Budget Amendments
The Board of Commissioners approved the deferred capitol projects in the amount of $32,808 for items that will be expensed during the 2013 budget year with the intent of formally amending the 2013 budget and appropriation ordinance at the conclusion of the 2013 fiscal year, if needed. The items included the installation of the dog park swipe card system, repair of Marynoll ponds. These projects were previously budgeted and allocated within the 2012 budget. Due to unforeseen reasons, the projects were deferred to 2013.

Friday, February 1, 2013

February 5, 2013 Workshop Meeting

The workshop meeting will take place at Spring Avenue Recreation Center, 185 Spring Avenue, Glen Ellyn, IL 60167 at 7 p.m. Agenda items include:

2013 Baseball Uniform Bid
Lake Ellyn Hydrologic and Hydraulic Study
Archiving Policy
Ackerman Roof Overclad Pay Request #4
2013 Budget Amendments

View the agenda.

View the addendum

Thursday, January 17, 2013

January 15, 2013 Regular Meeting Highlights

Lake Ellyn Master Plan Final Presentation
The Board of Commissioners reviewed the final presentation of the Lake Ellyn master plan; and approved the Lake Ellyn master plan as presented by Conservation Design Forum. View the plan.

Ackerman Roof Overclad Pay Request #4
The Board of Commissioners reviewed the final pay request from Solaris Roofing Solutions, and came to a consensus to place it on the February 5 workshop meeting agenda for approval, pending submission of supporting documents and completion of the infra-red scan.

Donation Policy
Staff presented as a discussion topic a preliminary draft of a donation policy for the Glen Ellyn Park District, the Board of Commissioners and members of the audience provided recommendations and suggestions. Staff will bring the policy back to the Board of Commissioners with revisions and updates to the policy at a later Board meeting for further discussion.

Friday, January 11, 2013

January 15, 2013 Regular Board Meeting

The public regular meeting will take place at Spring Avenue Recreation Center, 185 Spring Avenue, Glen Ellyn, IL 60167 at 7 p.m. Agenda items include:

2013 Baseball Uniform Bids
Lake Ellyn Master Plan Final Presentation
Ackerman Roof Overclad Pay Request #4
Donation Policy

View the board packet.