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PARKS & RECREATION BOARD 2015/01/27 MinutesThe City of Lake Forest Parks and Recreation Board Meeting Minutes January 27, 2015 I. Call to Order The Parks and Recreation Board Meeting was called to order by Acting Chairman Charlie Kohlmeyer at 6:30p.m. The following were present: Board Members: Ms. Sondra Douglass Mr. Charlie Kohlmeyer Mr. Steve Reimer Mr. Skoo Walker Staff: Ms. Sally Swarthout, Interim Director of Parks and Recreation Mr. Chuck Myers, Superintendent of Parks, Forestry & Cemetery Mr. Jeff Wait, Superintendent of Special Facilities Mr. Peter Gordon, City Forester Mr. Rob Carmichael, Wildlife Discovery Center Curator Ms. Tricia Schwall, Administrative Assistant Special Guests: Mr. Mike Adelman, Alderman Acting Chairman Kohlmeyer welcomed new board member Mr. Steve Reimer. II. Approval of Minutes The meeting minutes of the November 18, 2014 Park & Recreation Board meeting were presented. Board Member Walker moved for approval of the minutes and Board Member Douglass seconded. The Board meeting minutes of the November 18, 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. Camp Preview Day Spotlight Mr. Carmichael gave a brief presentation to the board regarding the Camp Preview Day that will be held on February 7th from 9 a.m. to Noon at Deerpath School. He explained that Camp Preview Day is for residents to get a head start on their summer plans and helps staff budget and plan more efficiently. He shared several ways that this preview day is helpful to staff. He also gave details of last year’s Camp Preview Day explaining that this day well exceeded staff’s expectations. He went on to share some of the key improvements that were made to this day based on last year’s feedback. V. Grant Updates Mr. Myers gave the board an update on some of the grants that the City is involved with. He explained why the City uses grants and that many of the grants that the City has are partnerships with other agencies. The Lake Forest Ravine Education and Outreach Program is a IDNR – Illinois Coastal Management Program grant. This grant was in collaboration with the Lake Forest Collaborative for Environmental Leadership and Lake Forest Open Lands was the lead on the project. This grant was for ravine education, outreach and restoration and was a $161,000 project that was a 50/50 match. This grant was completed in October 2014. The Robert McClory Bike Path Grant through CMAP – Transportation Alternatives Program (TAP). This grant focused on improvements to the bike bath near the East Train Station, between Illinois Road and Woodland, with a new path next the parking lots, a new shelter at the station and landscaping. This grant is for a $955,000 project with an 80/20 split, was awarded in 2014 and construction is to begin March 2015. The Improving Habitat & Access to North Branch Chicago River is a National Fish and Wildlife Grant. It focuses on invasive plant removal, native seeding and access improvements in the Middlefork area, including the Elawa area and Meadowood Park. The partners in this project include Lake County Forest Preserve, the City, Lake Forest Open Lands and private with the City playing a very small role. The total project cost is $857,000 ($171,000 in grant); the City’s portion is $10,000 (50/50). This grant was awarded in 2014 and is still in the development stages. The Reconnecting Urban Forests: Oak Woodland Restoration near Lake Michigan is through the USDA Forest Services. This grant is for planting oak trees in and around the Fort Sheridan area which will include McCormick and the national areas around the bike path. The total project is $276,000 and the City’s portion is $10,000 (50/50). This grant was awarded in 2014 and is scheduled for planting in fall of 2015 and 2016. The Lake Michigan Watershed Early Detection Strike Team grant is through the National Fish & Wildlife Foundation. This is through the Lake County Forest Preserve and includes 15 total partners. It is for invasive plant control to protect and enhance the high quality natural areas in the Lake Michigan Coastal areas, which include Forest Park, Seminary Ravine and McCormick. The project’s total cost is $397,000 and the City’s portion is $4,000 (50/50). This grant was awarded in 2014. Board Member Walker asked what would be used to kill the plants. Mr. Myers responded with pesticides. The Lake Forest Cemetery Ravine Restoration grant is through IDNR – Illinois Coastal Management Program and was just recently applied for in December 2014. It is for the restoration and stabilization of the Cemetery ravine bottom and the restoration of the native flora. The phase I and phase II engineering portion of this project has already been completed. The total project is $165,000 ($80,000 Grant/$85,000 City). The Ft. Sheridan Ravine & Coastal Restoration Grant is through Section 506 Great Lakes Fishery & Ecosystem Restoration (GLFER) and USACE. This is for the removal of defunct infrastructure, stabilization of ravines, clearing of invasive plants, establishment of native plants and habitat restoration in the McCormick/Janes Ravine for the City. The partners on this are Lake County Forest Preserve, Openlands, the City, and Lake Forest Open Lands. The total project is $15,000,000; the City’s portion is $3,682,876 ($2,393,869 Grant/$844,006 City). This is under City Council review. Board Member Kohlmeyer asked what would happen if the City did not partner on this grant. Mr. Myers responded that the Forest Preserve would have to eat more of the costs and that the City’s ravines would not be restored. VI. EAB Tree & Stump Removals Mr. Gordon spoke to the board regarding the acceleration of the tree and stump removal as it relates to the Emerald Ash Borer (EAB). He shared why the City will be looking at an accelerated program for the removal of these trees and stumps. He explained that this would not only save the City money but it would also help to abate the nuisances that are associated with EAB. He asked that the board approve moving $160,000 to this fiscal year to be able to contract out 725 trees and uses the City staff to remove about 540 trees. The savings will be from the City committing to do more removals in-house. He explained that the savings in treatment costs would be from weaning the City off the treatment program. That would mean absorbing some of the treatment costs into the operating budget and offering lower cost treatment plans to the residents who would like to continue treating the trees on their parkway. Board Member Reimer asked if there is such a big push to get these trees and stumps removed, what is not getting done in the City. Mr. Gordon replied that nothing really going to change except there may be less trimming and maintenance for now. Board Member Walker asked about the contract with Clean-Cut last year and why the City would want to continue that contract for this project. Mr. Gordon responded that Clean-Cut just overbooked and couldn’t keep up with the City’s demands earlier in the year; however the work they did was good. A conversation followed. Requested Action: Approval of authorization of an additional $160,000 for the City’s FY ’15 accelerated EAB Eradication Program to be performed pursuant to the approved FY ’15 tree removal contracts, which additional sums are germane to the original contracts and are being authorized to advance the best interest of the City and its residents. A motion was made by Board Member Walker to approve the requested action as listed above. The motion was seconded by Sondra Douglass. The motion passed. VII. Annual Tree Planting & Purchasing Mr. Gordon gave an information overview of the Annual Tree Planting and Tree Purchasing for FY 16. He mentioned that they are still in the process of purchasing trees using FY 15 monies because of the harsh winter last year there were not a lot of trees available last year. He also stated that the budget for FY 16 has been reduced to $60,000. He mentioned that the City went out to bid with the City of Highland Park and the Park District of Highland Park to leverage volume discounts for the planting and purchasing of trees on City streets, parks and other City owned properties. VIII. Comments by Interim Direct Interim Director Swarthout gave a department update. A. Fitness Center Promotion – January – Get 3 months free with annual membership B. February 27th – Camp Preview Day, Healthy Hearts workshop and Cupid Valentine workshop C. February 15th – Sign up for Deerpath Golf Course D. February 16th – Stirling Hall will be offering 5 week classes E. February 21st – Dr. Seuss celebration F. March Madness weekend celebration i. March 6th – 2 ball ii. March 7th – 3 on 3 basketball tournament iii. March 8th – Reptile Rampage IX. Comments by Board Members Board Member Kohlmeyer asked if there would be a Golf Course brochure going out. Mr. Wait responded there has not been a brochure in years. A conversation followed. X. 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