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PARKS & RECREATION BOARD 2016/02/16 Packet PARKS AND RECREATION BOARD TUESDAY, February 16, 2016 6:30PM AT MUNICIPAL SERVICES 800 N. FIELD DRIVE LAKE FOREST, ILLINOIS AGENDA I. CALL TO ORDER & ROLL CALL Charlie Kohlmeyer, Chairman _____ Shannon Maguire _____ Sondra Douglass _____ Paul “Skoo” Walker _____ Scott Herman _____ Steve Reimer _____Colton England, Student Member II. *APPROVAL OF MINUTES A. Approval of minutes of the November 17, 2015 Parks & Recreation Board Meeting III. OPPORTUNITY FOR CITIZENS TO ADDRESS THE PARKS AND RECREATION BOARD ON NON-AGENDA ITEMS IV. ATHLETIC FIELD USAGE POLICY- Presented by Anthony Anaszewicz, Program Manager- Athletics V. JUNIOR SCOUTS TRAVEL BASEBALL-Presented by Paul ‘Skoo’ Walker, Board Member and Anthony Anaszewicz, Program Manager- Athletics VI. COMMENTS BY DIRECTOR VII. COMMENTS BY BOARD MEMBERS VIII. ADJOURNMENT *Action Items The City of Lake Forest Parks and Recreation Board Meeting Minutes November 17, 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. Skoo Walker Ms. Sondra Douglass 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. Peter Gordon, Supervisor of Forestry Mr. Anthony Anaszewicz, Program Manager Mr. Ken Pierini, Program Supervisor II. Approval of Minutes The meeting minutes of the October 20, 2015 Park & Recreation Board meeting were presented. Chairman Kohlmeyer moved for approval of the October 20, 2015 minutes and Board Member Walker seconded. The Board meeting minutes of the October 20, 2015 meeting were then unanimously approved. III. Opportunities for the Public to Address the Board on Items not listed on the Agenda Resident Kathy McCombs, representing the Committee of Ladies League Golfers, spoke on the history of the Deerpath Golf Course original 9 holes, and talked about the current deterioration of the course. She stated the course needs improvement and their hope and goal is to return the Deerpath Golf Course to the gem it was. The 5 year plan is what they were hoping for. She thanked the Board for their commitment to the golf course and allowing her to speak. Resident Mary Lou Breed also spoke and wanted to thank the Board for their support. Directory Swarthout replied. IV. Football Program Spotlight Program Supervisor Pierini presented slides with an overview on the Youth Tackle and Flag Football programs. It started in 2003 with a competitive league. He discussed the philosophies and goals, program formats, including the staffing of coaches and volunteer parents. He also mentioned the Rec Department is very active with the CYFSL Board. The goal of the program is to teach discipline, responsibility and prepare these youth for high school football. Supervisor Pierini discussed the Heads Up football program with the NFL that they now use for the flag football program. Due to this new program, the concussion injuries have gone down over the last few years. Board Member Reimer asked about the use of the Lake Forest high school fields. Supervisor Pierini stated they do use the grass fields at the high school as this allows them to have multiple games played at the same time on the two fields. Participation numbers were discussed and Supervisor Pierini indicated they have gone down slightly due to the other travel sports that go on at the same time as the football program. V. Emerald Ash Borer Update Supervisor Gordon gave an update on the EAB and stated they are winning the battle and making great strides in the removal of 84% of infected trees. They have been able to treat 650 trees every 2 years. Tree-age treatment will be done every 2 years while funding is still available. 247 trees were planted this year; these numbers are down due to finances. Next year is showing $150,000 to be used towards the planting of 600 trees. The slides presented showed an amount of $34,000 estimated this year with an amount of $14,000 next year. Board Member Walker asked if the trees are earmarked. Supervisor Gordon stated the residential replacements and parkway planting are about 18 months behind. VI. West Park Ice Supervisor Gordon gave an overview and history of the skating rink. The rink has been around for 90 years and is a well-liked and free amenity for the residents. Construction should begin around Thanksgiving. The process for making the ice includes 550,000 gallons of water. The rink can be open to the public once it is 4” thick and must be cleaned daily. The attendance was up from 2014. Supervisor Gordon continued to discuss some of the challenges to keep it running. The events that go on during the year can take its toll on the field when it comes time to prepare and manage the rink. Board Member Douglass asked how the attendance is tracked. Supervisor Gordon answered the count is taken by the attendant on duty at the time. VII. Tree Lighting Ceremony Update Supervisor Gordon talked about the tree that is displayed in Market Square and the West Train Station. Each year the trees are donated from a resident and can be used as a tax write-off. The trees this year are from a resident on Atteridge Rd. This generous gift helps decorate downtown. A video was shown of the actual removal of the tree along with photos of the tree being placed in downtown Market Square. The tree will be decorated this weekend and will have 200 strands of lights and bows. Superintendent Mobile talked about the tree lighting event that will be held on November 27th from 2:30 – 5:30pm. The sponsor, for many years, of the event is Lake Forest Bank & Trust. They supply the funding, refreshments and marketing. Other vendors will be in attendance as well. It has been decided the Friends of Lake Forest will be taking over as the tree lighting organizers. The schedule of events was discussed along with additional activities, including the Passport of Retailers Raffle. In order to be included in the raffle, you will receive a “passport” and must visit all the retailers, have your passport filled and submit to be entered in the raffle. The winner of the raffle will receive a Family VIP pack to the 4th of July event. Board Member Douglass asked who controls the central light switch for the lighting of the tree. Superintendent Mobile answered the Mayor will choose who gets to flip the switch. VIII. CIP Ranking Update Director Swarthout discussed the Capital Projects. Every project was submitted and discussed for approval by the City Manager. The unfunded projects will go up in priority if the funds become available. #1- EAB (Emerald Ash Borer) replacement, removal and treatment programs - ranked #1 and will be funded for $165,000 #1- Landscaping Replacement – will be funded for $20,000 #1- West Park Tennis Court Surface Maintenance – will be funded for $25,000 #1- Bike Path Maintenance – will be funded for $50,000 Unranked- Fitness Center Carpet Replacement – Not funded Unranked- Cardio Equipment/ Video Monitors – Not funded Unranked- Central Lighting Management – Not funded West Park Playground Replacement- will be funded for $165,000 from the Park and Public Land Fund Golf Course Projects- The following projects were approved and will be funded from the City Golf Fund. #1- Master Plan Improvements #1- Equipment Replacement IX. Comments by Director Director Swarthout introduced Dani Spann as the new Administrative Assistant to the Parks, Forestry and Cemetery departments. Slides were presented listing the upcoming workshops through the Recreation Department. A reminder was given about the Holiday Boutique held in the Recreation Center Gym on November 21st along with registration beginning on December 8th for programs offered in the Winter/Spring brochure. X. Comments by Board Members No Comments. XI. Adjournment Chairman Kohlmeyer moved to adjourn the meeting. Board Member Reimer seconded. The meeting was adjourned at 7:16p.m. Respectfully Submitted Dani Spann Administrative Assistant Athletic Field Usage Policy – Proposed 2016 SUBJECT: Athletic Field Usage Policy – Proposed 2016 PRESENTED BY: Anthony Anaszewicz, Program Manager- Athletics (847-210-3945) PURPOSE AND ACTION REQUESTED: Staff will present the existing Athletic Field Usage Policy. Currently the policy is designed to solely recuperate direct variable costs associated with labor and materials. Staff would like to propose amendments to the existing Athletic Field Usage Policy, creating an additional revenue source for the department. These amendments pertain to the user and classifications of those users, not the general labor and material costs associated. BACKGROUND/DISCUSSION: Our current Athletic Field Usage policy is designed to simply recuperate direct variable costs associated with labor and materials. This policy has been in place since 2003. The proposed policy includes a second component that categorizes users, which pay field rentals based on those categories. This is a change from years past as the goal is to utilize open field space and possibly generate revenue. The changes in the philosophical value of this policy will open up a revenue stream for the City and will utilize open parks & fields. Tier 1 will cover direct variable costs associated with general labor and materials. Tier 2 will cover those labor and material costs and then charge the user another 25%, which will be revenue that has not been generated in the past. Finally, Tier 3 will allow non-resident groups to use our parks & fields, based on availability, at a premium. Our intergovernmental facility agreement with School District 67 is are currently up for review, therefore, they are not included in the proposed policy. BUDGET/FISCAL IMPACT: The proposed policy presents a tiered model that would charge users extra fees on top of the general maintenance, labor and material fees. This upcharge, per user will generate revenue that we haven’t attempted to generate through this policy. This chart shows the amount, for ball diamond preps and grid fields, of upcharges under the proposed policy. Ball Diamonds No Upcharge 10%25%50%75% Game Prep 1 95.48$ 105.03$ 119.35$ 143.22$ 167.09$ Game Prep 2 101.85$ 112.04$ 127.31$ 152.78$ 178.24$ Grid Gields No Upcharge 10%25%50%75% Game w/ Goals 2,232.13$ 2,455.34$ 2,790.16$ 3,348.20$ 3,906.23$ Game w/o Goals 1,915.99$ 2,107.59$ 2,394.99$ 2,873.99$ 3,352.98$ Practice w/ Goals 2,114.37$ 2,325.81$ 2,642.96$ 3,171.56$ 3,700.15$ Practice w/o Goals 1,798.23$ 1,978.05$ 2,247.79$ 2,697.35$ 3,146.90$ RECOMMENDED ACTION: No action at this time. Lake Forest Parks and Recreation Department Athletic Field Usage Policy FY16 (May 2015-April 2016) The Athletic Field Usage Policy was established in the fall of 2003 and amended in the spring of 2016 by The Lake Forest Parks & Recreation Department (City). By submitting the completed permit application (attached), the Athletic Association (User) will assume any and all risks associated with their special use in any City Parks. User agrees to pay fees to the City at the discretion of Staff. Request for payment may be at the time of application or at the conclusion of the requested dates, depending on what Tier the User falls into. User agrees that while they use our parks they will adhere to the requirements of the Americans with Disabilities Act (ADA). Further, User is responsible for compliance with the ADA and indemnifies the City for liability arising out of the Users’ failure to comply with the ADA. Upon approval by the City, the completed permit application acts as a contract between User and City. Any failure to abide by the terms of the agreement will result in revocation of the User’s permit and the City will not be liable to issue reimbursement of fees. Any User is subject to revocation of a field use permit, may appeal the decision to the Parks and Recreation Board. City will not be held liable for any damage, injury or death associated with the placement and use of the athletic associations goals within the parks while in season. It is the responsibility of the renting athletic association to move their goals from the park at the conclusion of each season and store such goals off-site. Non-City owned goals will no longer be stored in our parks during the off seasons. Please refer to the Soccer Goal Safety and Education Policy for further detail. By signing the permit application, User agrees to all provisions listed in this document. Before consideration of approval is made, USER must: • Submit completed permit application at least 30 days before the start date of the program/league; • Alongside application, submit a $150 refundable, litter deposit (in the form of a check) which will be returned after the completion of the season if litter is picked up regularly by the requesting group; • Submit proof of comprehensive general liability insurance listing The City of Lake Forest, The Lake Forest Parks & Recreation Department, and their Staff as additional insured in the amount of no less than $2,000,000; • Submit to Lake Forest Recreation Department Athletic Staff complete rosters of all teams; o Rosters MUST include player addresses • Submit to Lake Forest Recreation Department Athletic Staff league/practices schedules for all teams; • Submit a statement of purpose of that organization including: o State filing status from the State of Illinois or School Conference o Proof of an active Board of Administrators or Officers • Pass Annual Park & Recreation Board approval; o There is a one-time appeal if original request is denied • Submit prior to first practice/game date. Athletic Field Usage Policy – FY16 Page 1 Fees Section I – General Parks Labor & Materials These fees were established to offset all direct variable costs associated with general parks labor and materials and will increase between 3% & 5% each May. Any additional time associated with any User league or programming will be billed at a rate of man hour and maintenance costs. 1. Diamond Rentals (Practices are included at no charge unless extra services are requested): a. Preparation 1 $ 95.48 / game i. Grooming, chalk foul lines, equipment & materials, man hours & field set up (bases & pitching rubber) b. Preparation 2 $ 101.85 / game i. Grooming, chalk foul lines & batters boxes, equipment & materials, man hours & field set up (bases & pitching rubber) 2. Special Diamond Rental Fees: a. Practice preparation (upon request) $ 40.31 / field b. Diamond watering (upon request) $ 36.07 / field c. Turface (drying agent) $ 10.61 / bag d. Lights (per diamond) $ 75.00 / hour e. Additional Games $ 95.48 / game (prep 1) $ 101.85 / game (prep 2) f. Overtime (after 3:00 p.m. & Weekends) $ 53.05 / hour / staff person 3. Grid Field Rentals (Soccer, Field Hockey, Lacrosse, Tackle Football): a. Game Fields i. Fee with Goals $ 2,232.13 / field (12 weeks) ii. Fee without goals $ 1,915.99 / field (12 weeks) • Initial field layout, goal placement (if applicable) and 11 weekly maintenance trips including equipment and materials, man hours, full striping & bleachers b. Practice Fields i. Fee with Goals $ 2,114.37 / field (12 weeks) ii. Price without goals $ 1,798.23 / field (12 weeks) • Initial field layout, goal placement and 11 weekly maintenance trips, including equipment and materials, man hours and limited striping c. Special Grid Field Rental Fees: i. Deerpath Micro Fields without Goals $ 239.76 / field (12 weeks) ii. Additional bleachers $ 61.53 (3 Tier) $ 66.84 (5 Tier) iii. Deerpath Park Lights (per diamond) $ 75.00 / hour iv. Goal anchoring $ 158.07 / goal Athletic Field Usage Policy – FY16 Page 2 Fees Section II – User Tiers These tiers were established to separate Users based on criteria in relation to their alignment to City policies & philosophies and current City programing. User MUST meet ALL criteria in a specific Tier to be considered eligible for that Tier. If User does not meet all criteria in a specific Tier, they will qualify for the next lowest Tier, as long as they meet all the criteria in that Tier. Tier placement is always subject to staff approval. I. Tier 1 - 0% Upcharge on ALL General Parks Labor & Material Fees a. Non-Competing Organizations/Programs to current Lake Forest Recreation Department programs i. For a detailed description of Lake Forest Recreation Department Athletic programming, please contact the Lake Forest Recreation Department Athletics Program Manager (847) 234-6700 b. Resident Based Programs (68% or more, residential participation) i. MUST consist of 4 teams or more II. Tier 2 – 10% Upcharge on ALL General Parks Labor & Material Fees a. Competing Organizations/Programs to existing Lake Forest Recreation Department Programs i. For a detailed description of Lake Forest Recreation Department Athletic programming, please contact the Lake Forest Recreation Department Athletics Program Manager (847) 234-6700 b. Resident Based Programs (68% or more, residential participation) i. MUST consist of 4 teams or more III. Tier 3 – 25% Upcharge on ALL General Parks Labor & Material Fees a. Non-Resident Based Programs (equal or less than 67% residential participation) b. 3rd Party and/or Lake Forest Recreation Department Non-Sponsored Organizations/Programs Athletic Field Usage Policy – FY16 Page 3 Junior Scouts Travel Baseball - 2016 SUBJECT: Junior Scouts Travel Baseball - 2016 PRESENTED BY: Paul “Skoo’ Walker, Parks and Recreation Board Member and Anthony Anaszewicz, Program Manager- Athletics (847-810-3945) PURPOSE AND ACTION REQUESTED: Board Member Walker will introduce Staff’s plan to implement a Travel Baseball option for the Lake Forest Community at the 8U age level in 2016. Athletics Program Manager Anaszewicz will present the new plan detail. The goal in mind is to eventually offer our community a Travel baseball option under the umbrella of The Lake Forest Recreation Department for all age levels. This is an informational presentation, no action is requested. BACKGROUND/DISCUSSION: Currently, there are two community based baseball organizations that provide baseball within our community; 1) The Lake Forest Baseball Association who focuses on the Travel player and 2) The Lake Forest Recreation Department who focuses on House League player. However, The Lake Forest Recreation Department does currently offer our community a Travel option at the 13 & 14 year old level, called Scouts Baseball. Over the past few months staff has organized a Sub-Committee of individuals, who have communicated through emails, phone conversations and face to face meetings to weigh the pros and cons of implementing a Travel baseball option through the Recreation Department. This group contains individuals who are parents of kids that have come through our baseball programs, parents who have had kids that played Travel baseball with LFBA and individuals from our community who have significant coaching and/or playing experience within and away from our Rec Center programs. All of these individuals, which include current board members, have vested interest in the developing progression of baseball in our community. All have also recognized the decline in numbers and the prevalence of competing baseball agencies, public or private, impacting our community. By implementing an 8U Travel baseball option in April of 2016, staff feels that it will begin to streamline the baseball ‘pipeline’ to the Lake Forest High School, by offering both Travel and House Baseball options through one organization. After launching the 8U Junior Scouts program in 2016, Staff will be prepared to offer Travel options all the way up through 14 years of age, under the umbrella of The Lake Forest Recreation Department called Junior Scouts Baseball. In 2017 staff’s plan is to implement Junior Scouts at ages 9-12, to bridge the gap of the new 8U program and the 14U program we currently offer. This may be implemented over a 2 year period. As part of the implementation process of Junior Scouts in 2016, staff’s intention is to also rebrand our Scouts Baseball program to Junior Scouts baseball, again, to streamline the baseball pipeline. Junior Scouts Baseball will supplement our existing House League Baseball programs. There will be a direct connection between House League and Junior Scouts Baseball which will provide the consistency and streamlined approach to baseball that staff is looking for. Our current House League programs will provide the foundation that will feed the Junior Scouts teams. Staff feels the implementation of an 8U Junior Scouts program this year will initiate the best all- encompassing baseball system for the community for years to come. Staff also feels this course of action will help increase participation.