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PARKS & RECREATION BOARD 2015/10/20 MinutesThe City of Lake Forest Parks and Recreation Board Meeting Minutes October 20, 2015 I. Call to Order The Parks and Recreation Board Meeting was called to order by Chairman Charlie Kohlmeyer at 6:30p.m. The following were present: Board Members: Mr. Charlie Kohlmeyer Mr. Scott Herman Mr. Skoo Walker Ms. Sondra Douglass Ms. Shannon Maguire Mr. Steve Reimer Staff: Ms. Sally Swarthout, Director of Parks and Recreation Mr. Joe Mobile, Superintendent of Recreation Mr. Chuck Myers, Superintendent of Parks, Forestry & Cemetery Mr. Morgan Collins, Program Supervisor Mr. Jason Busdeker, Program Manager Ms. Tricia Schwall, Administrative Assistant Special Guest: Mr. Rick Walrath, General Manager, Kemper Sports Management II. Approval of Minutes The meeting minutes of the September, 15, 2015 Park & Recreation Board meeting were presented. The meeting minutes of the October 6, 2015 Parks & Recreation Board Special Meeting were presented. Board Member Reimer moved for approval of the September 15, 2015 minutes and Board Member Douglass seconded. Board Member Herman moved for approval of the October 6, 2015 minutes and Board Member Douglass seconded. The Board meeting minutes of the September 15, 2015 and October 6, 2015 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. Golf Advisory Update Slides were presented showing options to convert golf course to a passive/walking park. Director Swarthout discussed the Deed and stated the property is being conveyed to the City to be used for park purposes and recreational activities, with the exception of trap shooting. If the land is used for anything other than park related activities or trap shooting, the land will be reverted back to the owners. Director Swarthout discussed the costs of converting to a park. Currently, the golf course is subsidized by the Parks & Recreation fund. Board Member Herman asked if the Board has any say any the course shifting funds. Director Swarthout responded it is a decision made by City Council. The initial capital investment for the park will be about $2.2 million, and going forward, costs would be around $100,000-$150,000 for staff to maintain the acreage. In addition to the $150,000 there would be an additional $100,000 annually for the next 8 years to relieve the debt already attached to the Golf Course. There would be $200,000-$250,000 City subsidy for a park. Confirmation was made that the park would not generate revenue. The Board felt the City is committed to maintaining the Golf Course. Conversation followed regarding City Council approval and their request of a Master Plan for the golf course. Board Member Walker asked who would request the analysis to be done. Director Swarthout responded the City Council will determine this at the City Council Budget Workshop. Board member Maguire asked what the approach will be when presenting this to City Council. The approach will be to move forward with the request for a Master Plan for the Golf Course. Board member Reimer asked if there was an outline started for this. Director Swarthout stated there is a proposal to do the Master Plan. There is a timeline laid out and per Superintendent Myers this is about a two month process. V. Deerpath Golf Course Fees FY2017 Fees Mr. Walrath discussed with the Board the Fees for FY17. Mr. Walrath recommended reducing the number of Individual Membership types to three; Single, Combo and Junior. These can be sold as a reboot of the Membership offering. Green fees were discussed with the dynamic pricing model to set prices based off of the proposed rack rates. Resident and Senior residents will pay discounted rate on racks. The weekday and weekend rental rates are down. Board member Walker inquired whether the early pay discount will apply this year. Mr. Walrath replied this feature has been discontinued due to the reboot of the membership offerings. He stated other incentives will be offered. Board member Maguire inquired about the Loyalty Card Prices for the FY17. Mr. Walrath replied the Non-resident fee did increase and the Resident fee remained the same. Chairman Kohlmeyer motioned to advise staff to take recommended fees to City Council for approval. Board Member Walker moved for approval and Board Member Herman seconded. VI. LAKE FOREST FITNESS CENTER FY2017 FEES Program Manager Busdeker gave a summary of the proposed FY2017 Fitness fee structure. He explained the changes to the fee structure as increasing the resident and non-resident fees by 4%, to be divisible evenly by 12 months for the automatic billing cycle. The non-resident fee will be adjusted to a 20% increase over the resident fees. He also discussed eliminating all 3 and 6 month membership options and replacing them with one month options. The short term memberships will offer more flexibility for members. He did state the three month membership will continue to be offered over the summer, primarily focused towards high school and college students. The All Access Pass will be adjusted with a 4% increase. This will be the first increase since its inception three years ago. Program Manager Busdeker stated with the 4% increase and other fee adjustments; they are looking at a projected increase of $9459.00 He is asking for approval to move forward to City Council. A motion was made by Board Member Herman to approve the Fitness Center fee schedule changes and the recommendation to move the changes forward to City Council. The motion was seconded by Board Member Walker. The motion was passed. VII. Forest Park Permit FY2017 Fees Superintendent Mobile requested approval of the Lakefront fees. Staff recommended a fee increase of 4% across all categories except for the following which will remain the same. x Nanny and Caregiver parking Pass ($85) x Resident Guest Daily Parking ($10) x Non-resident Beach Access Fees ($10) x Non-resident South Beach Parking Permit ($910) The Non-resident Daily Boat Launch fee will increase $5.00 rather than the 4% for FY17, making it easier for billing purposes. Conversation followed regarding the participation number and the Resident/Non-resident daily fees. Board Member Maguire brought up the concept of a daily punch pass. Board Member Herman brought up concerns regarding the Year round compound storage numbers. Board Member Maguire questioned the Senior resident rates still being offered and conversation followed. Board Member Douglass moved for approval of the fees as presented upon agreeing the Senior resident rates be changed to 20% instead of 25%. Board Member Herman seconded. VIII. Capital Improvement Projects FY17 The following projects were presented by Superintendent Myers and Superintendent Mobile and discussed and ranked by the Board Members in order of importance. #1- EAB (Emerald Ash Borer) replacement, removal and treatment programs. #2- Landscaping Replacement project to maintain a high level of landscape appearance around the City properties #3- West Park Tennis Court Surface Maintenance project to address cracks and color coat surfaces #4- Bike Path Maintenance project to mainly address McClory and Skokie Valley bike paths with the improvements of cracks, repairs and brush clearing #5- Fitness Center Carpet Replacement project to replace current carpet with a rubber tiled floor. Boardmember Walker addressed his concerns with safety and puddling on the rubberized flooring #6- Cardio Equipment/ Video Monitors replaced in the fitness center #7- Central Lighting Management to install a remote system at Deerpath Park. Will be more efficient along with offering more rental opportunities West Park Playground Replacement-Superintendent Myers presented the West Park Playground Replacement ideas. This replacement will also reduce annual maintenance costs. This is the very early stages and there is a price estimate of $200,000. Golf Course Projects- Superintendent Myers discussed Kemper’s requests for capital needs. These requests will be tied in very carefully with the Master Plan. The four areas of need were prioritized by the Board in order of importance. #1- Equipment Replacement #2- Grill Remodel #3-Patio Extension #4-Parking Lot Resurfacing IX. Comments by Director Director Swarthout gave an update on upcoming activities. A. Sustainability/Engagement Plan @ Gorton Community Center- October 21 B. Halloween Spectacular Regatta @ Forest Park Beach- October 24-25 C. Croctoberfest @ Elawa Farm- October 25 D. Halloween Tricks and Treats @ Recreation Center- October 30 th E. City Town Hall Meeting @ CROYA- November 5 F. Parks and Recreation Board Meeting @ City Hall- November 17 th X. Comments by Board Members No Comments. XI. Adjournment Board Member Herman moved to adjourn the meeting. Board Member Maguire seconded. The meeting was adjourned at 8:23 p.m. Respectfully Submitted Dani Spann Administrative Assistant