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PARKS & RECREATION BOARD 2014/03/18 MinutesThe City of Lake Forest Parks and Recreation Board Meeting Minutes March 18, 2014 I. Call to Order The Parks and Recreation Board Meeting was called to order by Chairman Curt Volkmann at 6:30p.m. The following were present: Board Members: Mr. David Brush Mr. Dan Jasica Mr. Charlie Kohlmeyer Mr. Curt Volkmann, Chairman 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. Anthony Anaszewicz, Athletics Program Manager Mr. Jason Busdeker, Fitness Center Manager Mr. Rob Carmichael, Wildlife Discovery Center Curator Mr. Peter Gordon, City Forester Mr. Joe Mobile, Program Manager Mr. Rich Paulsen, Parks Supervisor Ms. Tricia Schwall, Administrative Assistant Special Guests: Mr. Mike Adelman, Alderman II. Approval of Minutes The meeting minutes of the November 19, 2013 Park & Recreation Board meeting were presented. Board Member Kohlmeyer moved for approval of the minutes and Board Member Jasica seconded. The Board meeting minutes of the November 19, 2013 meeting were then unanimously approved. The meeting minutes of the December 17, 2013 Committee of the Whole Park & Recreation Board meeting were presented. Board Member Kohlmeyer moved for approval of the minutes and Board Member Jasica seconded. The Board meeting minutes of the December 17, 2013 meeting were then unanimously approved. The meeting minutes of the February 18, 2014 Committee of the Whole Park & Recreation Board meeting were presented. Board Member Kohlmeyer moved for approval of the minutes and Board Member Jasica seconded. The Board meeting minutes of the February 18, 2014 meeting were then unanimously approved. III. Opportunities for the Public to Address the Board on Items not Listed on the Agenda There were no comments. IV. Spotlight: Summer Camps 2014 Rob Carmichael, Wildlife Discovery Curator gave an overview of the Summer Camps that are available through the Parks & Recreation Department. He shared the different types of camps that are offered and some of the benefits that come from attending camps. He also talked about the Camp Preview Day that was held at Deerpath Middle School and Daniel Write Junior High in February along with the Camp Focus Feedback that was gathered from residents to help make changes to the camp programs. He also gave a brief overview of the Counselor in Training program that is offered through the Rec Center, participation in the camps to date and a financial overview from the past 2 summers. V. Approval of Parks & Recreation Memorial Policy Superintendent Myers presented the Memorial Tree and Bench Policy with the board. He noted that several changes had been made to the policy following the suggestions previously made by board members. Board Member Brush asked about the fee structure. Superintendent Myers explained the fees. Board Chairman Volkmann asked where the benches and trees would go in the parks. Superintendent Myers said it would be up to the Parks & Forestry sections to make the determination and that they are planning on putting maps in place for each area and map out where they would like the benches/trees to go. Board Member Jasica asked if the intent was to make these maps available to the public. Superintendent Myers answered yes. Board Member Jasica shared a concern with the wording of how the City would contact the donor if the donation had reached the end of its useful life. Superintendent Myers said that they would make necessary changes to the language of those areas. This document will be review periodically. Requested Action: Approval of the Memorial Tree and Bench Policy. A motion was made by Board Member Jasica to approve the Memorial Tree and Bench Policy with changes to the wording of how the City will contact donor regarding the end of the useful life of the donation. The motion was seconded by Board Member Brush. The motion passed. VI. Approval of Contracts A. McClory Bike Trail/Deerpath Park Walking Path Superintendent Myers explained the background of the McClory Bike Path Improvement Project. He shared that this project is part of the City’s Public Works Road Overlay Program. He also discussed the Deerpath Trail Re-Configuration and Resurfacing Project which is part of the Capital Improvement Plan and went out to bid with another Public Works project that involves resurfacing at two City schools which includes Deerpath School. By adding the trail work to the Public Works project at the schools it will provide better pricing for the smaller trail project. A short discussion followed regarding the participation of the school in paying for some of the resurfacing of the trail and some of the other projects the City has at various schools throughout the City. B. Approval of Northcroft Park and Deerpath Park Tennis Court Contract Superintendent Myers presented the contract for Northcroft and Deerpath park tennis court resurfacing and fence replacement. The eight courts would be resurfaced, the fence at Northcroft would be totally replaced and the fence at Deerpath would have its mesh replaced. He shared that the bids include power washing all courts, filling smaller cracks with crack filler or larger cracks with Armor Crack patching material, grinding of surface to level, filling all low spots that hold water, and multiple applications of Colorguard surfacing compound. The total amount requested also includes a new practice board at Northcroft and a 5% contingency for the entire project. A short conversation followed regarding cost sharing with Deerpath School. Requested Action: Approval to enter into a contract with 10-S Court Solutions for resurfacing tennis courts and replacing fence at Northcroft and Deerpath Parks. Staff also seeks approval of an additional $9,640 for the practice wall replacement at Northcroft and the 5% contingency for a grand total of $97,440. A motion was made by Board Member Walker to approve the contract with 10-S Court Solutions for the resurfacing of eight tennis courts and replacement of fence at Northcroft and Deerpath parks including Armor Crack Repair for a total of $87,800. And for an additional $9,640 for the practice wall replacement at Northcroft and 5% contingency for a grand total of $97,440. The motion was seconded by Board Member Kohlmeyer. The motion passed. C. Approval of Tree Planting Contract City Forester Gordon presented the contract for tree planting for FY ’15. This year, mostly because of EAB, the plan is to plant approximately 400 trees. Mr. Gordon emphasized that this was for the planting of the trees only. The City went out to bid through a municipal partnering program with the City of Highland Park and the Highland Park Park District. Chairman Volkmann asked if we are comfortable with 400 trees being planted. Mr. Gordon responded that they were comfortable with maintaining 400 trees, but he did not believe that was enough trees based on the number of trees that have been removed. Mr. Gordon also shared that it was never the intent to replace all of the trees that are removed. Mr. Gordon also shared how the homeowners can participate in the tree choices for their property if they are having a tree replaced by calling the Forestry section. Requested Action: Approval of a one-year contract with Nilco, Inc. for the planting of trees on City streets, parks and City-owned properties for a total of $45,650. A motion was made by Board Member Jasica to approve a one-year contract with Nilco, Inc. for the planting of trees on City streets, parks and City-owned properties for a total of $45,650. The motion was seconded by Board Member Brush. The motion passed. D. Approval of Tree & Stump Removal Contract City Forester Gordon presented the contract for tree & stump removal for FY ’15. He explained that this is an annual contract to include the removal of trees & stumps on City streets, City owned properties, and unimproved easements. He explained why there was a need to award this contract to three different vendors as the sheer volume of trees to be removed due to EAB was too many for one vendor to take on. A conversation followed regarding how the allocation of the work is between the three (3) vendors, how the disease is progressing and how the treatment is working. Requested Action: Approval of a one-year contract with Clean Cut Tree Service, Kinnucan Tree Experts and Lucas Landscaping and Design in the total amount of $200,000 for FY ’15 tree and stump removal of ash trees on City streets, City-owned properties and unimproved easements. A motion was made by Board Member Walker to approve a one-year contract with Clean Cut Tree Service, Kinnucan Tree Experts and Lucas Landscaping and Design in the total amount of $200,000 for FY ’15 tree and stump removal of ash trees on City streets, City- owned properties and unimproved easements. The motion was seconded by Board Member Kohlmeyer. The motion passed. E. Approval of Grounds Maintenance Contract Supervisor Paulsen presented the Grounds Maintenance Contract. He shared the background of why the City pursued outsourcing the mowing of many of the City’s parcels. In addition, he explained why the City was looking to enter into a 3-year option on the contract this year. A conversation followed regarding the difference in the bid pricing. Requested Action: Approval of a one-year contract with Landscape Concepts in the total amount of $55,838 for FY ’15 for the grounds maintenance of City properties, cul-de-sacs, and right-of-ways. A motion was made by Board Member Jasica to approve a one-year contract with Landscape Concepts in the total amount of $55,838 for FY ’15 for the grounds maintenance of City properties, cul-de-sacs, and right-of-ways. The motion was seconded by Board Member Brush. The motion passed. F. Approval of City Vending Services Contract Program Manager Mobile presented the Vending Services Contract. He gave an overview of the vending contract including the locations that have vending machines, Rec Center, CROYA, the beach, some park pavilions and the west train station. He explained that the vending service is a revenue line item in the budget, there is no expense to the Rec Center. Requested Action: Approval of a two-year independent agreement with Mark Vend Company to provide food and beverage vending service for the Recreation Department, CROYA and the Office of the City Manager. A motion was made by Board Member Jasica to approve a two-year independent agreement with Mark Vend Company to provide food and beverage vending service for the Recreation Department, CROYA and the Office of the City Manager. The motion was seconded by Board Member Walker. The motion passed. G. Approval of Fitness Center Treadmill Contract Fitness Center Manager Busdeker presented the Fitness Center Treadmill purchase. He explained that this is for the purchase of four treadmills and is part of a scheduled annual replacement plan and is budgeted in the City’s Capital fund. In response to Board member questions regarding so few bidders, Manager Busdeker explained that not all vendors can meet the specification requirements for the specialty incline treadmill. Requested Action: Approval of the purchase of four (4) treadmills for the total purchase price of $27,480 and a trade-in value of $2,100 for a grand total of $25,380. A motion was made by Board Member Brush to approve the purchase of four (4) treadmills for the total purchase price of $27,480 and a trade-in value of $2,100 for a grand total of $25,380. The motion was seconded by Board Member Kohlmeyer. The motion passed. VII. Director’s Report Director Van Arsdale gave an overview of upcoming events. A. Easter Egg Hunt and Magic Show – April 12th B. Smelt-O-Rama – April 26th at the Beach Board Member Kohlmeyer asked about Reptile Rampage this year. Director Van Arsdale gave an overview of how the event went. VIII. Comments by Board Members No comments. IX. Adjournment Board Member Jasica moved to adjourn the meeting. Board Member Walker seconded. The meeting was adjourned at 7:53 p.m. Respectfully Submitted Tricia Schwall Administrative Assistant