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PARKS & RECREATION BOARD 2015/03/17 MinutesThe City of Lake Forest Parks and Recreation Board Meeting Minutes March 17, 2015 I. Call to Order The Parks and Recreation Board Meeting was called to order by Acting Chairman David Brush at 6:30p.m. The following were present: Board Members: Mr. David Brush, Acting Chairman Ms. Sondra Douglass Mr. Charlie Kohlmeyer Mr. Steve Reimer Mr. Curt Volkmann Mr. Skoo Walker Staff: Ms. Sally Swarthout, Interim Director of Parks and Recreation Mr. Chuck Myers, Superintendent of Parks, Forestry & Cemetery Mr. Rich Paulsen, Parks Supervisor Mr. Peter Gordon, City Forester Mr. Jason Busdeker, Fitness Center Program Manager Ms. Tricia Schwall, Administrative Assistant Special Guests: Mr. Rick Walrath, General Manager, Kemper Sports Management Mr. Josh Weaver, Head Golf Professional, Kemper Sports Management Mr. Bill Ahlstedt, Superintendent, Kemper Sports Management II. Resolution of Appreciation Acting Chairman David Brush read the Resolution of Appreciation for Thomas N. Wilson and Gilardo Barajas. III. Approval of Minutes The meeting minutes of the January 27, 2015 Park & Recreation Board meeting were presented. Board Member Kohlmeyer moved for approval of the minutes and Board Member Reimer seconded. The Board meeting minutes of the January 27, 2015 meeting were then unanimously approved. IV. Opportunities for the Public to Address the Board on Items not listed on the Agenda No Public Comment. V. Deerpath Golf Course Spotlight Mr. Walrath gave a brief presentation to the board regarding the upcoming golf season. The golf course will be opening on Friday, March 20th which is a week earlier than planned and 2 weeks earlier than last year. He highlighted some points regarding the year ahead including improved conditions of the course, a healthier food selection at the Sandwedge Grill and heightened marketing promotional activities. He shared that the grill will be changing from a diner style to server style. He spoke about using third-party daily deal websites such as Living Social and Groupon to sell the underutilized times on the course. He then shared with the board the new initiatives that are in place for 2015 including increasing brand loyalty, growing Deerpath awareness on the North Shore and adding value to Season Pass holders and return daily fee players. They will be offering a Deerpath Loyalty Card that would encourage repeat daily users to use the course exclusively. He then shared that there were 15 new members this year up from last year. They have partnered with Lake Bluff and Deerfield golf courses in a reciprocal agreement. Mr. Walrath added that they finalized plans for Deerpath to participate in the Kemper Cup Chicago. This is with 8 Kemper managed or owned courses in the Chicago area that will send a 12-person group teams to compete in a league. He also shared the new golf course structure and they have retained eleven employees from the 2014 City staff. Acting Chairman Brush asked Mr. Walrath if there have been any surprises during the first couple of months that Kemper has taken over. Mr. Walrath reported that there was nothing unexpected. VI. Tennis Program Mr. Busdeker gave the board an overview of tennis program through College Park Athletic Club. The club is responsible for everything that happens on the court and the Rec Center is responsible for advertising and signing people up for the program. He then shared how the revenue share works with the Club. He stated that College Park Athletic Club was the low bidder with an 80/20 split in the revenue share. Board Member Reimer asked Mr. Busdeker if staff has done any kind of program assessment from the players to assure that the players are happy with the Club. Mr. Busdeker replied that there was an online survey done recently and that the overall consensus of the players was that they were very pleased. Board Member Reimer then asked if the level of participation has been maintained since using the Club and Mr. Busdeker replied yes. Requested Action: Recommend to City Council the award of three year contract to College Park Athletic Club to provide the Recreation Department’s Annual Tennis Program A motion was made by Board Member Volkmann to approve the requested action as listed above. The motion was seconded by Board Member Skoo Walker. The motion passed. VII. EAB Tree & Stump Removals Mr. Gordon spoke to the board regarding the new contract for tree and stump removal as it relates to the Emerald Ash Borer (EAB). He shared that the City went out to bid and as in previous years would like to move forward with the three lowest bidders. This is to ensure that with the large amount of trees and stumps that need to be removed there will be additional contractors to assist with getting them all down. He then explained that there are still trees that have not been inventoried throughout the City and that this will move that number upwards. He explained that the City has had great success with using the three contractors. Board Member Volkmann asked if the removals would go to the lowest bidder first and if they couldn’t complete the number of trees would it then move to the next lowest bidder and so on. Mr. Gordon responded that it doesn’t necessarily work like that but the lowest bidder would probably end up with the majority. Requested Action: Approval of a one year contract to Kinnucan Tree Experts, Trees “R” Us, Inc. and Clean Cut Tree Service in the total amount of $190,000 for FY ’16 tree and stump removal of ash trees on City streets, City-owned properties and unimproved easements. A motion was made by Board Member Reimer to approve the requested action as listed above. The motion was seconded by Board Member Walker. The motion passed. VIII. Grounds Maintenance Services Mr. Paulsen gave an update to the board regarding extending to a second year with Landscape Concepts for the mowing contract. Staff has been very happy with the work they have done for the grounds maintenance of City properties, cul-de-sacs, and right-of-ways. Landscape Concepts was the low bidder for all three of the contract years and has considerable experience working in Lake Forest and has had excellent references for similar work with surrounding communities. Requested Action: Approval of a one year contract to Landscape Concepts in the total amount of $57,514 for FY ’16 for the grounds maintenance of City properties, cul-de-sacs and right-of-ways. A motion was made by Board Member Kohlmeyer to approve the requested action as listed above. The motion was seconded by Board Member Walker. The motion passed. IX. Boat Basin Launch Ramp Replacement Mr. Paulsen shared with the board the advantages of moving forward with TEAM Reil, Inc. and waiving the competitive bid process for the basin ramps at the beach. Some of these advantages are that the other ramps that were installed in FY ’09 are the same EZ Dock system which brings consistency and familiarity to the beach and that the sections are interchangeable with the other docks. Requested Action: Approval to waive the competitive bid process and award the purchase of the basin ramp to TEAM Reil, Inc. in the amount of $28,787.06. A motion was made by Board Member Walker to approve the requested action as listed above. The motion was seconded by Board Member Reimer. The motion passed. X. Comments by Director Acting Chairman Brush congratulated Director Swarthout on her promotion to Director. Director Swarthout gave a department update. A. Easter Extravaganza – March 28th B. Spring Break – March 30th – April 3rd i. Sports Camp – K-4th ii. Hurray for Spring – 3-6 years old XI. Comments by Board Members None. XII. Adjournment Board Member Douglass moved to adjourn the meeting. Board Member Reimer seconded. The meeting was adjourned at 7:14 p.m. Respectfully Submitted Tricia Schwall Administrative Assistant