City of Countryside
Recreation Committee Meeting
Thursday, February 17, 6:00 P.M. Chamber Room
1. Call meeting to order.
2. Roll call: Alderman John Von Drasek – Chairman, Alderman Michael Smetana, Alderman Sean McDermott
3. Approval of Minutes – December 2, 2010.
4. Consideration of Event Planning Company Proposal for 2011 Summer Concert Series.
5. Discussion on Countryside Business Association 2011 Events.
6. Discussion on Banners.
7. Discussion on Baseball Field at City Park.
8. Update on Ideal School Walking Path.
9. Consideration of Draft Agreement with YMCA for Cooperative Programming for the Summer Season 2011.
10. Other Committee Business
11. Community Liaison – Joe Cocker Foundation
MINUTES OF THE RECREATION COMMITTEE
CITY OF COUNTRYSIDE – CHAMBER ROOM
FEBRUARY 17, 2011 6:00 PM
1. CALL TO ORDER AND ROLL CALL
Meeting was called to order at 6:00 pm. Upon roll call the following were present: John Von Drasek, Chairman, Sean McDermott, Alderman
Members Absent: Michael Smetana, Alderman
Also present: Mayor Robert Conrad – Ex-Officio, Karen Michalczyk, Alderman, Robert Pondelicek, Alderman, Sharon Sweeney, City Clerk, Sharon Peterson, Assistant City Administrator, Marc LaCroix, President, CBA, Russ Nicoletti, Vice President, CBA, Lauren Narducci, Secretary, CBA, Laura Meyer, CBA, Carm Scarpace, CBA, Marcy Glink, Great Events, Mioara Secheli, Great Events, Katie Goggin, Designer Event Chicago. Lindsey Stein Cohen, Designer Event Chicago
2. APPROVAL OF MINUTES – December 2, 2010.
Upon motion made by Alderman McDermott and seconded by Chairman Von Drasek, the minutes were approved.
3. UPDATE ON IDEAL SCHOOL PARK WALKING PATH.
Assistant City Administrator Peterson updated the Committee on the extension of the walking path at Ideal School Park. The City needs to obtain an easement/dedication from the property owner at 5859 Joliet Road. Phelan Dodge is the current tenant, but they are leasing the property. The City Attorney spoke with the property owner’s Attorney, who stated that the owner is not interested in allowing an easement/dedication for the walking path. There are two other options for the Committee to consider; condemning the property, or building a pedestrian bridge over the drainage ditch and having the walking path on the south side of the ditch. There is a 40 foot Right-of-Way on the property to the south, so the City would not have to obtain an easement/dedication from the other property owner. The estimated cost to build the pedestrian bridge would be $100,000, which does not include engineering costs. The engineering costs would be approximately $15,000 to $20,000, depending on the complexity with the permitting process. After discussion, the Committee directed the Assistant Administrator to have the City Attorney draft an Ordinance to proceed with the condemnation process.
4. CONSIDERATION OF DRAFT AGREEMENT WITH YMCA FOR COOPERATIVE PROGRAMMING FOR THE SUMMER SEASON 2011.
Chairman Von Drasek reviewed the 2011 Summer Camp contract with the YMCA. This item will be referred to the City Council for approval at the February 23, 2011 meeting.
5. DISCUSSION ON BANNERS.
Chairman Von Drasek thanked the CBA for their work on the 50th Anniversary banners and the sponsorship. The question was raised on what to do for the light pole banners for 2011. After discussion it was the consensus of the Committee to have the CBA put together another sponsorship packet to sell banners. The Committee directed the Assistant Administrator to work with Infinity Signs and Graphics on a layout, packet, etc.
6. CONSIDERATION OF EVENT PLANNING COMPANY PROPOSAL FOR 2011 SUMMER CONCERT SERIES.
Katie Goggin from Designer Event Chicago presented the firm’s proposal for the 2011 Summer Concert series. Ms. Goggin explained that the $22,490.00 includes all three phases of the event: pre-planning, execution of event, and follow up after the concert series has concluded. Ms. Goggin went on to explain that Designer Event Chicago places a strong value on positive and negative feedback from both the residents and City staff. The theme for the proposed Summer Concert series is A Musical Trip Down Route 66.
Alderman Pondelicek asked about sponsorships. Ms. Goggin said that if the City would like Designer Event to help with seeking sponsorship, they would be happy to do that. Alderman McDermott asked about the opening act concept in the proposal; specifically what groups was Designer Event Chicago looking at, local schools, local bands, or community groups. Ms. Goggin said that the idea of the opening act is to have all local talent and the talent would all be free.
Marcy Glink from Great Events presented the firm’s proposal for the 2011 Summer Concert Series. Ms. Glink thanked the Council and the Assistant City Administrator for all of her hard work on putting the RFP together. Ms. Glink gave a brief history of Great Event’s work for the City of Countryside and how the Summer Concert Series has grown to such a large, popular event. Ms. Glink also discussed how with recent budget cuts, Great Events only charged the City the cost of one staff at the events, when at times, there were two staff present. Ms. Glink went on to say that when the City decided to go in another direction for the 50th Anniversary events, Great Events moved out of the contract without an issue and was flexible throughout it all. The original proposal from Great Events was $24,900.00, but Great Events is willing to match the price of the other event planning company.
Chairman Von Drasek thanked both firms for their time and said they would be getting back to them on their recommendation. After discussion, it was the recommendation of the Recreation Committee to refer to the City Council for approval at the February 23, 2011 meeting the Contract with Designer Event Chicago in the amount of $22,490.00 for the 2011 Summer Concert Series.
7. DISCUSSION ON COUNTRYSIDE BUSINESS ASSOCIATION 2011 EVENTS.
Chairman Von Drasek opened the floor to the Countryside Business Association (CBA) to discuss their proposal for the 2011 year of events. President Marc LaCroix thanked the City for all the support for the past year. The CBA currently has 85 members and is growing. Mr. LaCroix stated that the CBA would like to run the Summer Concert Series.
Alderman Michalczyk stated that many of the bands will only work through an event planning company, and she asked the CBA members if they have a backup plan in case the band doesn’t show up for the concert. This has happened in the past and the event planner has a Plan B.”
After discussion, it was determined that the City would continue to run the summer concerts with the event planning company, but the CBA would also get involved and attend the concerts to see how they are run. The City and the CBA would share their thoughts on the concerts and at the end of the summer discuss how the series was ran, as well as ideas for 2012.
The CBA also stated that they would like to hold a three-day event, similar to the 50th Anniversary Party in the Park event. Mayor Conrad thanked the CBA for their ideas and said it is terrific that the CBA would like to take on these events; the 50th Party in the Park was a success, despite the bad weather. Laura Meyer of the CBA stated that the three day event would be held in the summer months, either in July or August. Ms. Meyer also requested a history of Countryfest, the costs, revenues, etc. The Assistant City Administrator was directed to provide this information to the CBA. At the next Recreation Committee meeting, the CBA will present their proposal including costs, estimated revenues, and amount of funding requested by the City.
8. OTHER COMMITTEE BUSINESS.
Chairman Von Drasek presented the Joe Cocker Foundation, which is a foundation that puts microchips in animals to prevent them from getting lost. The Foundation is looking for communities to become liaisons for the project. This item was tabled for staff to research further.
There being no further recreation business, the meeting adjourned at 7:25 pm.