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PARKS & RECREATION BOARD 2014/10/21 MinutesThe City of Lake Forest Parks and Recreation Board Meeting Minutes October 21, 2014 I. Call to Order The Parks and Recreation Board Meeting was called to order by Acting Chairman Curt Volkmann at 6:35p.m. The following were present: Board Members: Mr. Charlie Kohlmeyer Mr. Curt Volkmann, Acting Chairman Mr. Skoo Walker Staff: Ms. Mary Van Arsdale, Director of Parks and Recreation Ms. Sally Swarthout, Superintendent of Recreation Mr. Jeff Wait, Superintendent of Special Facilities Mr. Anthony Anaszewicz, Program Supervisor Mr. Jason Busdeker, Program Manager Mr. Brian Pannier, Program Supervisor Ms. Tricia Schwall, Administrative Assistant II. Approval of Minutes the meeting minutes of the September 16, 2014 Park & Recreation Board meeting were presented. Board Member Kohlmeyer moved for approval of the minutes and Board Member Walker seconded. The Board meeting minutes of the September 16, 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. Annual Special Facility Fee Recommendations for FY ‘16 Superintendent Wait brought before the board the recommendations for FY ’16 proposed fees for the Lakefront, the Lake Forest Fitness Center and the Golf Course. The Lakefront and the Fitness Center are coming back before the board with some modifications as directed by the board last month. Recommendations include resident membership fees increase 2% after February 15, 2015 with a 25% discount card for any golf pro shop purchases if membership is paid before February 15th. He shared that there would be no increase in the non-residential Senior and Individual memberships to get them more in line with the resident fees however there would be a decrease in the Combo, Junior, Limited and Limited Plus seasonal non-resident memberships to match the after February 15, 2015 resident rate. There also would be no increase in greens/cart, range, locker and other miscellaneous fees based on Deerpath being the highest or one of the highest in these fee categories. A conversation followed regarding bringing the non-resident rates more in-line with the resident rates. Board Member Walker asked if we were looking at why golfers are going to area golf courses over Deerpath. Director Van Arsdale stated that they are looking to Kemper to be able to understand why this occurs. Acting Chairman Volkmann asked where City Council stands on developing a Kemper contract. Director Van Arsdale shared that staff were directed to negotiate a final contract at the October 20, 2014 meeting. A question was raised regarding administrative staff salaries and benefits that are allocated to the golf course. Requested Action: Recommend to City Council the approval of proposed FY ’16 Deerpath Golf Course fees, as detailed in the attached, effective when sales begin for the 2015 golf season anticipated in January 2015. A motion was made by Board Member Kohlmeyer to approve the proposed FY ’16 Deerpath Golf Course fees, as detailed in the attached, effective when sales begin for the 2015 golf season anticipated in January 2015. The motion was seconded by Board Member Walker. The motion passed. Superintendent Wait then presented two options for the proposed lakefront fees. The first option is using the original $910 increase in fees to non-residents over residents based on residents getting a $910 increase in their property taxes for the construction of the lakefront. A short discussion followed regarding whether or not the $910 property tax increase was a one-time increase or if it was continued. Superintendent Wait added that over time non-resident rates had gotten away from the original structure, so staff looked at adding a 2 ½ percent increase to the resident rates and then adding the $910 to that for the non-resident rates. The second option would adopt a non- resident pricing structure comparable to other surrounding communities. Acting Chairman Volkmann asked about the assumption that if the non-resident rates were lowered there would still be zero permits sold. Board Member Kohlmeyer asked why if there are no non-residents using some of the lakefront permits we would not lower the non-resident pricing to resident pricing to attract the revenue. A conversation following regarding the pricing of non-residents fees. Board Member Walker did not think that we would have to do this across the board. A conversation followed regarding the rates that could be brought down to resident rates. Director Van Arsdale suggested that we priced based upon capacity, therefore we could have rack storage and sand storage changed to the resident rate however she did not feel that the compound storage should be brought down to the resident rate. Program Supervisor Pannier reiterated the compound only has 1 opening left and sand storage has a waiting list. He also shared that all of the use is weather dependent. A conversation followed regarding the options. Board Member Kohlmeyer asked about non-resident parking pass fees and access on the north and south end of the lakefront. A conversation followed regarding parking. After discussion, the board members proposed the following fee actions. Requested Action: Recommend to City Council the approval of proposed FY ’16 Lakefront fees as presented below: Fee increases will go in affect February 1, 2015 for the following: • Resident rates - Increase all permits 2.5% with the following exceptions: i. No increase to the Nanny and Senior Caregiver Parking Pass ($85) as well as the Daily Resident Guest and Non-resident Beach Access Fees ($10). ii. Senior permit fees will reflect a 25% discount off of the resident permit fees. iii. No increase to the Resident and Non-resident Daily Watercraft Launch Fee of $38 and $60 respectively. Staff requests keeping non-resident daily pass use restrictions in place to protect the heaviest used boating times for Lake Forest residents. Non-resident passes will only be sold Monday through Friday, excluding weekends and holidays. iv. No increase to the resident and senior rack and sand watercraft permits. • Non-resident rates: i. Option #1 – adds $910, the price differential of a resident tax bill for 1987 beach improvements, to the annual resident rates. This option would result in a $767 net increase. ii. Option #2 – set non-resident storage fees at 150% higher than annual resident rate. Set non-resident ramp launch fee at 200% the resident rate. This option would result in a $303 net increase. A motion was made by Board Member Kohlmeyer to approve the proposed FY ’16 Resident Lakefront fees as proposed, and with non-resident fees approve Option #2, with the exception of non-resident rack storage which should be the same as the resident rate and the parking for non- residents to be the same at the south end of the lakefront as it is for the parking on the north end. The motion was seconded by Board Member Walker. The motion passed. Superintendent Wait then presented the revised fitness center fees as instructed by the board at the September board meeting. Staff was instructed to take a look at Couple and Family fees. However, staff took the opportunity to review and revise the full list of fees to achieve more consistency and a stronger premise for our pricing approach. Superintendent Wait explained how staff revised the fee structure. Board Member Walker asked about the change in the Couples rate. Superintendent Wait explained that the board had instructed him to look into the opportunity to increase the rates for couples and family to increase revenue in those categories while keeping our fees below our competition. A conversation followed about the percentage of increases. Requested Action: Recommend to City Council the approval of proposed FY ’16 Fitness Center fees, as presented. A motion was made by Board Member Kohlmeyer to approve the proposed FY ’16 Fitness Center fees, as presented. The motion was seconded by Board Member Volkmann. The motion was opposed by Board Member Walker. The motion passed. V. Lake Bluff/Lake Forest Joint Task Force Next Steps Superintendent Swarthout gave the board an overview of the 2014-2016 timeline of actions recommended by the Lake Bluff/Lake Forest Joint Task Force. She shared a summary of project recommendations that the two communities could work on together. She then walked the board through the next two years and where each individual project would fall. VI. Capital Improvement Projects FY ’16 – FY ‘20 Director Van Arsdale gave a financial refresher of the two separate funds that are used for Capital Improvement Projects. They are the Capital Fund and Park & Public Land Fund. She explained that due to limited impact fees there may not be enough money in the Park & Public Land Fund to fund the two projects that are on the plan. She shared that this year’s projected impact funds was still in development and we also needed to consider projects that meet impact fee restrictions of being available for the entire public to enjoy without associated fees. Therefore, the Athletic Field Improvements project would be moved up to the Capital fund to be able to have the funding in the Park & Public Land fund for the Everett Park Elementary Playground Equipment Replacement. Director Van Arsdale also wanted to remind the board that there is $150,000 for Capital Fleet Equipment which is funded from operational dollars and is approved via the Public Works budget process. Superintendent Myers discussed the items that staff has identified as #1 capital projects for FY ’16 along with their rationalization and Director Van Arsdale asked the Board to prioritize these items. • Tree Replacement Program ($100,000) – Ongoing program to replace dead and diseased trees (EAB and other) along the City rights of way, contributing to the aesthetics of the community. • EAB Removals ($200,000) – Removal of designated ash trees as outlined in the City’s Comprehensive EAB Management Plan. • EAB Treatments ($40,000) – Chemical treatment of designated ash trees as outlined in the City’s Comprehensive EAB Management Plan. • Landscaping Replacement – City Leased & City Owned ($30,000) – To maintain a high level of landscape appearance around City properties. Superintendent Myers reminded the board of the loss of shrubs and plants during the winter last year and that is why it is being recommended to up the amount to $30,000 this year. He also shared that this amount could potentially be used to help fund some of the projects that the City would be doing along with the Civic Beautification Committee. Acting Chairman Volkmann asked about the maintenance of the Route 60 medians. Superintendent Myers explained that the maintenance comes out of the Parks operating fund. • West Park Tennis Court Surface Maintenance ($25,000) – This is the beginning of the 5-year maintenance of court surface to address cracks and color coat courts. Superintendent Myers explained that while the courts are in good shape the idea behind the maintenance rotation is so that the courts do not get to the point where they need to be more extensively repaired. • South Park Entrance Drive ($95,000) – Resurfacing of playground drive-improved parking lot for safety. Superintendent Myers gave the board a good overview of what the project entails. A brief discussion followed regarding the rest of the park. • Boat Basin Ramp Replacement ($50,000) – To replace the deteriorated wood ramp with composite ADA ramp to address safety concerns and finish dock replacement needs. The following projects are from the Park & Public Lands Fund: • Everett Park: Elementary Playground Equipment Replacement ($130,000) – Joint funded project with School District #67 to replace the existing elementary school playground which is 24 years old. Replacement is needed to provide a safe and modern play structure for children. Replacement will also reduce maintenance. (SD#67 portion committed $80,000). A conversation followed. • Athletic Field Improvements ($50,000) – Installation of a dual tunnel batting system providing the opportunity for 4 teams to safely and simultaneously utilize the fields at Townline Park. This amenity is part of the Comprehensive Field Renovation Plan to bring our fields up to today’s athletic expectations. A conversation followed. Board Member Walker asked if donations would ever be looked at for some of these amenities. Program Supervisor Anaszewicz responded that they could look in to the possibility. The following projects are from the Golf Fund: Equipment Replacement ($46,000) – Greens roller and sprayer. The sprayer has reached its useful life and the greens roller is needed to address playing/customer service issues. A conversation followed. Course Amenities ($39,000) – New tee markers, flags, water station, etc. This will refresh course amenities. Staff has been utilizing used equipment from other courses. Course Lightning Prediction System Replacement ($12,000) – Thor-guard warning system. The system currently in place is the first generation system. The system has reached its useful life and is needed for early prediction of possible lightning strikes. A discussion took place between staff and board members regarding the prioritization of the Capital Fund items. Director Van Arsdale asked the board to move the Athletic Field Improvements to the Capital Fund because of the potential that there would not be enough funding through the Park & Pubic Land Fund. The final outcome was: 1. Tree Replacement Program ($100,000) 1. EAB Removals ($200,000) 1. EAB Treatments ($40,000) 2. Boat Basin Ramp Replacement ($50,000) 3. South Park Entrance Drive ($95,000) 4. Athletic Field Improvements ($50,000) 5. West Park Tennis Court Surface Maintenance ($25,000) 6. Landscaping Replacement – City Leased & City Owned ($30,000) The following projects are from the Park & Public Land Fund: 1. Everett Park Elementary Playground Equipment Replacement ($130,000) Acting Chairman Volkmann asked if the Athletic Fields could be partially funded by the Park & Public Land Fund if needed. Director Van Arsdale responded she would look into it. The following projects are from the Golf Fund: 1. Course Lightening Prediction System Replacement ($12,000) 2. Equipment Replacement ($46,000) 3. Course Amenities ($39,000) VII. Director’s Report Director Van Arsdale gave a department update. A. Halloween Regatta – October 25th weekend B. Forest Park is expected to open around Thanksgiving. Ribbon cutting is scheduled for June 2015. C. Croctoberfest will be this Sunday, October 25th D. The Native Tree Sale went very well last weekend. Thank you to Superintendent Myers. E. Looking to fill two positions – part-time marketing and full-time Sailing Supervisor F. Halloween party at the Rec Center – October 31, 2014 II. Comments by Board Members No comments. VIII. Adjournment Board Member Kohlmeyer moved to adjourn the meeting. Board Member Walker seconded. The meeting was adjourned at 8:46 p.m. Respectfully Submitted Tricia Schwall Administrative Assistant