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PARKS & RECREATION BOARD 2014/11/18 MinutesThe City of Lake Forest Parks and Recreation Board Meeting Minutes November 18, 2014 I. Call to Order The Parks and Recreation Board Meeting was called to order by Chairman Steve Hill at 6:31p.m. The following were present: Board Members: Mr. David Brush Mr. Steve Hill, Chairman Mr. Charlie Kohlmeyer Mr. Skoo Walker Staff: Ms. Mary Van Arsdale, Director of Parks and Recreation Mr. Chuck Myers, Superintendent of Parks, Forestry & Cemetery Ms. Sally Swarthout, Superintendent of Recreation Mr. Jeff Wait, Superintendent of Special Facilities Special Guests: Mr. Rick Amos, Member, Friends of Lake Forest Parks & Recreation Foundation Mr. Ralph Gesualdo, President, Forest Park Project Board Mr. Cliff Miller, Landscape Architect Liaison II. Approval of Minutes The meeting minutes of the October 21, 2014 Park & Recreation Board meeting were presented. Board Member Hill moved for approval of the minutes and Board Member Kolmeyer seconded. The Board meeting minutes of the October 21, 2014 meeting were then unanimously approved. III. Opportunities for the Public to Address the Board on Items not listed on the Agenda No Public Comment. IV. Special Presentation by Friends of Lake Forest Parks & Recreation Foundation Mr. Amos gave an overview of the foundation and the July 4th festival. He followed by presenting a check for $100,000 to the Parks & Recreation Department to pay off a portion of the foundation’s part of the Townline Community Park pavilion. V. Forest Park Project Spotlight Mr. Gesualdo gave an update on the Forest Park project, the partnership with the City and the fundraising efforts. Mr. Miller shared several pictures and drawings of the progress that is being made at the park. Chuck Myers shared with the board the plans going forward. This included the clean-up, public safety, and the Ring road being closed to vehicular traffic. Chairman Hill thanked the Forest Park Project Board for all of their great work. VI. Joint Task Force Initiative: Waiver of Lake Bluff Non-Resident Fees Superintendent Swarthout shared with the board the initiative of waiving the non-resident programming fees for Lake Bluff residents per the recommendation of the Lake Bluff/Lake Forest Parks & Recreation Joint Task Force. She share that doing this would burden the department with a 1% loss in revenue totaling $18,907 and that there would need to be a total of 64 additional resident registrations spread across all programs to offset this deficiency. Staff is confident that additional registration would be gained to recuperate this loss. Superintendent Swarthout also shared that Lake Bluff would be taking the same initiative in front of their board in January, allowing Lake Forest residents to have resident programming fees in Lake Bluff. Board Member Brush asked if the discussion has changed within the task force given the passing of the referendum in Lake Bluff to make improvements to their facilities. Superintendent Swarthout responded that it is only being seen as an additive to the cooperation of the two communities. Requested Action: Recommend to City Council the approval to waive the non-resident programming fees for Lake Bluff residents per the recommendation of the Lake Bluff/Lake Forest Parks & Recreation Joint Task Force. A motion was made by Board Member Brush to approve the requested action pending approval from the Lake Bluff Board in January. A conversation followed regarding the reciprocity. The motion was withdrawn. A new motion was made by Board Member Kohlmeyer to approve the waiving of the non-resident programming fees for Lake Bluff residents per the recommendation of the Lake Bluff/Lake Forest Parks & Recreation Joint Task Force. The motion was seconded by Chairman Hill. The motion passed. VII. Affiliates ADA Compliance Superintendent Swarthout gave a brief presentation regarding the language changes that need to be made to vendor contracts and the Athletic Field Prep Policy to reflect appropriate and consistent wording pertaining to ADA compliance amongst all NSSRA partner agencies effective January 2015. Director Van Arsdale added that PDRMA (Park District Risk Management Agency) brought to the attention of NSSRA board the discrepancies in the wording. She assured the board that the changes are consistent with what should be in these documents and that this is just a housekeeping item. Requested Action: Staff is seeking approval for ADA Compliance language changes to Lake Forest Parks & Recreation vendor contracts and the Athletic Field Prep Policy to be consistent with all NSSRA partner agencies effective January 2015. A motion was made by Board Member Brush to approve the ADA Compliance language changes to Lake Forest Parks & Recreation vendor contracts and the Athletic Field Prep Policy to be consistent with all NSSRA partner agencies effective January 2015. The motion was seconded by Board Member Walker. The motion passed. VIII. Capital Improvement Projects FY ’16 – FY ’20 Update Director Van Arsdale gave the board an overview of the CIP (Capital Improvement Projects) process in the City. She shared the plan that was approved by the board at the Committee of the Whole meeting in October. She then showed the changes that were made after the City Manager reviewed all of the requests in all of the funds and prioritized the projects based on City needs and available dollars. Based on his review, the Parks & Recreation Department’s Capital Fund was reduced from the $720,000 approved by the board to $300,000 and increased from $130,000 in the Park and Public Land Fund to $180,000. Director Van Arsdale reviewed the Five-Year Fund Balance Forecast for the Park & Public Land Fund with the board bringing to their attention the impact fees that would be coming in over the next five years. She shared the CIP Target Development that developed by the City Manager to be used as a guideline for new CIP targets. She then discussed the new scoring sheets that were used by staff to prioritize their projects. She followed up with the discussing the changes that had to be made with the reduction in CIP. This includes EAB Removals, Treatments and Replacements will still come out of CIP in FY ’16. The Boat Basin Ramp Replacement and Everett Park Playground Replacement will be able to be funded by the Parks & Public Land Fund due to an increase in Impact Fees. And the Dual Batting Cages could be looked into as a fundraising effort. A discussion followed regarding the impact fees from the Laurel Avenue property. This was an informational only. The budget will go back to City Council after the first of the year. IX. Director’s Report Director Van Arsdale gave a department update. A. Committee of the Whole meeting in December will be cancelled B. January Meeting will be held at Municipal Services due to City Council C. Steve Reimer, new board member, will join at the January meeting D. Stirling Art Center Holiday Show is December 12th & 13th E. Mary will send a link to board members for Rob Carmichael’s filming for National Geographic F. Deerpath Golf Course is closed. The clubhouse is open on Tuesday through Saturday from 10 – 4 or by appointment G. November 29th is Small Business Saturday X. Comments by Board Members Board Member Kohlmeyer asked where staff was with the Kemper contract at the golf course. Director Van Arsdale responded that they were planning on having the contract wrapped-up by the end of the week and that the contract would be effective January 1st. Board Member Brush asked about the holiday lights. Director Van Arsdale responded that the tree lighting ceremony would be next Friday. XI. Adjournment Board Member Hill moved to adjourn the meeting. Board Member Brush seconded. The meeting was adjourned at 7:55 p.m. Respectfully Submitted Tricia Schwall Administrative Assistant