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PARKS & RECREATION BOARD 2016/03/15 Packet PARKS AND RECREATION BOARD TUESDAY, MARCH 15, 2016 6:30PM at CITY HALL LAKE FOREST, ILLINOIS AGENDA I. CALL TO ORDER & ROLL CALL II. Charlie Kohlmeyer, Chairman _____ Shannon Maguire _____ Sondra Douglass _____ Paul “Skoo” Walker _____ Scott Herman _____ Steve Reimer _____Colton England, Student Member III. APPROVAL OF MINUTES A. Approval of minutes of the February 16, 2016 Parks and Recreation Board Meeting IV. OPPORTUNITY FOR CITIZENS TO ADDRESS THE PARKS AND RECREATION BOARD ON NON-AGENDA ITEMS V. WEST PARK PLAYGROUND- Presented by Chuck Myers, Superintendent-Parks and Forestry and Sheridan Elementary School Fourth Grade Students VI. ATHLETIC FIELD USAGE POLICY- Presented by Anthony Anaszewicz, Program Manager- Athletics VII. GROUND MAINTENANCE SERVICES – Presented by Rich Paulsen, Supervisor-Parks VIII. EAB TREE REMOVAL CONTRACT- Presented by Chuck Myers, Superintendent- Parks and Forestry IX. TREE REPLACEMENT CONTRACT- Presented by Chuck Myers, Superintendent- Parks and Forestry X. FOREST PARK MAINTENANCE CONTRACT- Presented by Chuck Myers, Superintendent- Parks and Forestry XI. DEERPATH GOLF COURSE MASTER ENHANCEMENT PLAN UPDATE- Presented by Sally Swarthout-Director, Parks and Recreation XII. COMMENTS BY DIRECTOR XIII. COMMENTS BY BOARD MEMBERS XIV. ADJOURNMENT The City of Lake Forest Parks and Recreation Board Meeting Minutes February 16, 2016 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. Shannon Maguire Mr. Steve Reimer Mr. Scott Herman Colton England, Student Member Staff: Ms. Sally Swarthout, Director of Parks and Recreation Mr. Joe Mobile, Superintendent of Recreation Mr. Chuck Myers, Superintendent of Parks, Forestry & Cemetery Mr. Anthony Anaszewicz, Program Manager Ms. Dani Spann, Administrative Assistant II. Approval of Minutes The meeting minutes of the November 17, 2015 Park & Recreation Board meeting were presented. Chairman Kohlmeyer moved for approval of the November 17, 2015 minutes and the motion was seconded. The Board meeting minutes of the November 17, 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. Athletic Field Usage Policy Anthony Anaszewicz proposed changes to the current athletic field use policy. The change in the policy is the “tiered structure” as opposed to “simple qualifications”. The question was asked if we want to stick with the current field usage structure or go with a tiered structure in light of all the competitors looking for field usage. The different tiers are: • Tier 1- 0% upcharge for vendors or users will pay to recoup general maintenance and labor costs to the Parks department. This tier is for programs we do not run that are community groups. • Tier 2- 10% upcharge and would be for any programs that are resident based and do compete with our programs offered through the Recreation Center. • Tier 3- 3rd party or nonresident based parties. This tiered process will be used to address the vendors that are requesting to use our fields/parks. Discussion followed. Skoo Walker asked for the explanation of Tier 1. Tier 1, for example would be the AYSO program. It is a resident based program that would not pay any upcharge, only the fees for general maintenance of the fields. Charlie Kohlman asked for clarification on “competitors”. These competitors would include programs that would compete with any current Rec programs and would therefore pay the upcharge fees. There is no revenue generated from the Tier 1 participants. The question was raised on why are we not taking advantage of revenue that could be generated from Tier 1 participants. There is a fee per child ($10.00) charged to cover field maintenance. This goes into a restricted fund to help maintain the fields. The tiered system will protect us in the future for the 3rd party organizations that keep forming in the different sports. Clarifications on the 3rd party organizations were discussed and the higher premium fee they will pay. In 2003, the purpose of the initializing of the policy was to recuperate costs. Discussion followed on the four team requirement and their ability to utilize fields and the fees involved. The three tiers are needed to protect our community based programs. Joe Mobile mentioned there should be careful consideration when opening up fields to Tier 3 participants as this may cause the community programs to suffer. The criteria that need to be met for each tier was discussed along with the percentage increase included. Tier 1 is viewed as breaking even, Tier 2 is 10% upcharge, Tier 3 is 75% upcharge. These percentages can be flexible. Conversation followed that there should be a flat fee for Tier 3 participants. V. Junior Scouts Travel Baseball Skoo Walker lead into the Junior Scouts travel baseball. The staff wants to bring back a travel program. They created a committee and discussed bringing back a travel program to the Rec that will be in sync with the house program. He introduced Anthony Anaszewicz, Manager-Athletics to provide details of the committee’s discussion. Anthony Anaszewicz gave a little bit of background of baseball in Lake Forest. The trend for baseball is going down and the reason they want to get this program started. This travel program will coincide with the current Pinto League house program (7-8 year olds) through the Recreation Center that starts in April, with the travel program starting in May. The commitment for the program would be 3-4 days of practice a week. This would be an entry level program. To be eligible to play all kids must be involved in the Pinto League. The goals and objectives of this program are to streamline baseball as one organization all the way to the high school. Another goal is to directly tie the travel and house league under one roof and to compete with the private academies. With the implementation of the Junior Scouts is to rebrand the current Scouts program and to streamline from 8-14 year olds. Some community impact would be with the current baseball leagues in town. The overall goal is to run a travel component to coincide with our existing house league. Discussion followed regarding the current House League Program. The current house league offers programs from Kindergarten to 8th grade. The Pony league is offered to Lake Forest and Lake Bluff at this level to prepare them for high school and the future of Lake Forest Scouts. The big picture is to encompass Kindergarten - 8th grade in both house and travel leagues. Rob Rourke, the Commissioner of Lake Forest Baseball Association (LFBA) gave his comments in regards to the travel league baseball in Lake Forest. He went over LFBA and the decline of baseball enrollment in the community. LFBA wants strong, community based baseball with a travel program that is well run and coordinated with a spot in town for all kids at all abilities. Some discussion followed. VI. Comments by Director Chuck Myers gave an update on the West Park Playground. NUToys is the contractor and they had help and input from the 4th graders at Sheridan School. A meeting will be held at CROYA on February 18th at 6 pm. This will be the last step in gathering information and feedback to make the final decision on the two options. Board Member Maguire asked for confirmation on the location of the new playground. It was confirmed the new playground will be in the same spot as the current one. Summer camp registration for residents will begin on March 9th, and the brochures are in the mail. The turnout on Preview Day was pretty good, with 23 pre registrations. The following events are coming up this month: A. Reptile Rampage – March 6th at Recreation Center Gym B. Easter Eggstravaganza - March 19th - 9:30am-11:30am at the Deerpath Community Park The closing on the Open Lands Park is complete and a new name is up for discussion. Director Swarthout discussed two board projects up and coming. The first project will involve a group visioning committee to start project planning for the new park located at Deerpath and Greenbay Rds. This will include help with designing and finding uses for that piece of land. Anticipated timeline for this vision participation to begin is in September. A couple of small events will be held to introduce the park to residents. The second project is a discussion of privileges for Highland Park residents to use our facility at a resident rate for power boat launch. Volunteers will be needed to hold discussions with our boaters and Highland Park boaters. This is something that will be looked at for the next season and will need a year to discuss. VII. Comments by Board Members No comments. VIII. Adjournment The meeting was adjourned at 7:50p.m. Respectfully Submitted Dani Spann Administrative Assistant SUBJECT: Approval of West Park Playground Project PRESENTED BY: Chuck Myers, Superintendent of Parks & Forestry (810-3565) PURPOSE AND ACTION REQUESTED: Staff is seeking Parks and Recreation Board approval to award a contract to NuToys Leisure Products to purchase replacement playground equipment and installation materials for the West Park Playground Capital Project. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Public Meeting Feb. 18, 2016 Received feedback on design options Sheridan School Students/Staff Oct. 2015- Feb. 2016 Review of design & recommendations City Park & Recreation Staff Oct. 2015-Feb. 2016 Staff worked with NuToys Leisure in design development BACKGROUND/DISCUSSION: The historic West Park, located northwest of downtown Lake Forest, has long served as a place for residents to connect, relax and play. The park has a playground designed for children 2-12 years of age which is heavily used on a daily basis. The current playground was built in 1990 and has reached the end of its useful life. Replacement is needed to provide a safe and modern play structure for children. In order to provide a consistent appearance of playgrounds in our parks, and because residents have communicated strong support for our recent playground designs and surfacing material at Waveland, Townline and Everett parks, City staff again worked with our preferred sole vendor NuToys Leisure Products to design a playground that would be well suited in scale for the West Park property. Staff also payed particular attentions to the details of the playground as they relate to the aesthetics of the park and the adjacent historic pavilion/warming structure. The proposed playground (see attached) is designed with play elements that appropriately stimulate and encourage motor and cognitive play for young children, are in full compliance with current ADA standards, and has poured-in-place surfacing which reduces the weekly and annual maintenance needs. City staff also worked with a Sheridan Elementary School 4th Grade class to design the new playground. The teacher incorporated this playground project into their math unit with a focus on simple machines, data collection & visualization and building scaled models of playgrounds. They also combined this class learning activity with the City’s plan for the new playground in West Park by assessing safety and ADA requirements, researching equipment and surfacing options, and presenting their proposal for new equipment to the City. They were a great help in the design process and offered very well thought-out and helpful feedback. City staff also worked to keep the cost of the project down, while at the same time ensuring that the highest quality standards were achieved. NuToys is an approved vendor through HGACBuy, a national procurement service, which competitively bids playground equipment to offer time and cost savings (8% discount on equipment) for governmental entities and is compliant with the City of Lake Forest purchasing policies and State of Illinois procurement statutes. In addition, costs for construction will be greatly reduced by having the playground installed by our trained City staff. Upon approval by the Parks and Recreation Board and City Council, the tentative schedule for this project will be the purchase of all equipment in May 2016, with pre- construction beginning in June, and installation starting later that month. The tentative completion date for this project will be late July before Lake Forest Day. BUDGET/FISCAL IMPACT: The total cost for this project; including equipment, site work and Poured-in-Place rubber surfacing is $210,000. Funding for the Everett Park School Playground Project is budgeted in the FY’17 CIP (Parks & Public Land Fund and the Special Recreation Fund). Our estimated break down of costs is as follows: FY ’17 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Parks & Public Land Fund $175,000 $175,000 Y Special Recreation Fund $35,000 $35,000 Y PARKS & RECREATION BOARD ACTION: Award of contract to NuToys for the purchase of playground equipment and surfacing, and the purchase of materials to complete installation of West Park Playground, not to exceed $210,000. Expense Amount Playground Equipment $82,930 Poured-in-Place Rubber Surfacing $89,889 Stone Installation (6172 Square Feet) $21,058 Woodchip Removal, Drainage and Miscellaneous Site Work $10,000 Contingency (3%) $6,123 Total Expense: $210,000 WEST PARK LAKE FOREST, IL OPTION 1 - REVISED PLAYBOOSTER COMPONENT SYSTEM QTY.NO.DESCRIPTION UNIT PRICE PRICE 2-5 Year Olds Clubhouse 1 116120A 2 Benches w/1 End Panel Each 740$ 2 111299A House Panel Ground Level 440$ 880 1 111292A Table Panel DB 890 4 111396H 89"Post For Roof DB 210 840 1 CL203845 PS 42i x 42i Cross-Hipped SteelX Roof for single deck. Uses 4 std roof posts (not included.) CR# 88819, v. 2 4,320 Subtotal 7,670$ 5-12 Year Olds Play Equipment 1 123331A Double Poly Slide 32"Dk DB 1,485$ 1 130390A Double Swoosh Slide 64"Dk DB 1,920 1 124863F SlideWinder2 72"Dk DB 2 Right 1 Left 2,875 1 152908B Deck Link w/Handrails Permalene infill panel 2 Steps 1,255 1 202594A Portal Climber w/Perm HH (Left) 8" Deck Diff att to 72"Dk, DB Only 4,515 1 148039A Star Seeker DB Only Attached to Square Deck 2,980 1 116249B Vertical Ladder 48"Dk DB 685 1 123284A Wiggle Ladder 32"Dk DB 565 1 146812A Sky Rail Climber 72"Dk DB 1,325 1 141886A Access/Landing Assembly Rails Barrier Left 24"Dk 555 1 119430A Overhead Parallel Bars/Horiz Lad Connected Between Decks 1,000 1 152444A Grid Walk w/Guardrails 1,825 1 115228A Driver Panel Above Deck 705 1 116244A Pipe Barrier Above Deck 505 1 193176A Boogie Board DB Only 1,765 1 111275A Handloop Assembly 190 1 152911A Curved Transfer Module Right 32"Dk DB 1,935 2 121948A Kick Plate 8"Rise 96$ 192 5 111228A Square Tenderdeck 830 4,150 1 111231A Triangular Tenderdeck 645 5 111404F 108"Alum Post DB 250 1,250 3 111404E 116"Alum Post DB 255 765 1 111404P 124"Steel Post DB 42" BURY 245 1 111404C 132"Alum Post DB 295 2 111404B 140"Alum Post DB 300 600 3 111404M 148"Steel Post DB 280$ 840$ Page 1 of 3 March 9, 2016 Page 2 West Park - Option 1 4 111403A 182"Alum Post For Roof DB 360$ 1,440$ 1 111404Z 182"Steel Post DB (44" Bury)385 2 111403K 182"Steel Post For Roof DB 340 680 1 CL203815 PB 84i x 84i Cross-Hipped SteelX Roof w Aluminum frame for over 4 sq. decks. Req. 6 std roof posts, not incl. CR# 88819, v. 2 15,480 1 CL202781 PB House Panel w Brick accents. Base panel white perm, accent std perm. CR# 88819, v. 2 1,820 Subtotal 54,872$ Freestanding Play Equipment 1 186490A We-saw DB Only 8,615$ 1 194663B ZipKrooz 50' w/Aluminum Posts DB 11,490 Subtotal 20,105$ 8-Place Single Post Swingset 5 Belt Seats, 2 Full Bucket Seats and 1 ADA 5 174018A Belt Seat Proguard Chains 8' Beam 105$ 525$ 2 176038A Full Bucket Seat Proguard Chains 8' Beam 255 510 1 177351A Molded Bucket w/Harness Proguard Chains 8' Beam 690 1 177332A Single Post Swing Frame 8' Beam 1,085 3 177333A Single Post Swing Frame Addtl Bay 8' Beam 815 2,445 Subtotal 5,255$ ALSO: 1 182503C Welcome Sign (LSI Provided) Ages 5-12 years Direct Bury - Equipment Subtotal 87,902$ HGAC Discount - 8%(7,032) Shipping Cost 2,060 Equipment Total 82,930$ Surface America PlayBound Poured in Place 6,172 Sq Ft Poured-in-Place 89,889$ Notes: * * *The above surfacing price includes shipping and installation but does not include any base construction or preparation. Page 2 of 3 4" thick (Thicknesses are subject to a nominal variation) system with top surface in 70% color / 30% black speckled mix. Includes standard aromatic. Includes freight. No graphics included. 4" thick poured-in-place system meets 9' critical fall height. Surface America quotes are based on thickness/criticall fall height performances as tested by an accredited laboratory. Page 3 West Park - Option 1 *Surface America poured-in-place system is IPEMA certified. *Quote does not include security that is needed to protect the surfacing during curing time. Purchaser shall be responsible for security, as needed, to prevent vandalism and/or damage of any type to the surface during intallation process, curing time, and after the installation is completed. *With Certain EPDM rubber colors, Surface America recommends aliphatic (non-yellowing) binder be considered, however this is an additional charge. Adding aliphatic binder will carry a 10-year warranty. *Surface America recommends the following colors be used as accent colors only: Teal, Yellow, Purple and Primary Red. If one of the listed coors is selected for more than 25% of the top surface, additional charges may need to be added. *Price valid 120 days from day quote is provided. LKF16WES1 - MS/DS Page 3 of 3 Athletic Field Usage Policy – Proposed 2016 SUBJECT: Athletic Field Usage Policy – Proposed 2016 PRESENTED BY: Anthony Anaszewicz, Athletics Program Manager PURPOSE AND ACTION REQUESTED: Staff would like to propose amendments to the Field Usage Policy, taking effect May 1, 2016. Currently, the policy is designed to solely recuperate direct variable costs associated with Parks Department labor and materials. Staff would like to propose amendments, creating a potential additional revenue source for the department. The proposed amendments pertain to the user and classifications of those users, not the general labor and material costs associated. BACKGROUND/DISCUSSION: As mentioned, 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 classifies users, which pay field rentals based on those classifications. 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 potential revenue stream for the City and will utilize idle parks & fields. Class I will cover direct variable costs associated with general labor and materials. Class II will cover those labor and material costs and then charge the user a nominal fee, which will be revenue that has not been generated in the past. Finally, Class III will allow groups that are not affiliated with The City to use idle parks/fields, based on availability and screening by Staff, for at a premium fee. These groups/teams MUST include Lake Forest Residents on their rosters. If there are no Lake Forest Residents on their rosters, those groups will NOT be granted access to our parks & fields. BUDGET/FISCAL IMPACT: The proposed policy presents a tiered model that would charge users extra rental fees paid to the Lake Forest Recreation Department, on top of the general maintenance, labor and material fees, which are paid to the Lake Forest Parks Department. This chart shows the FY17 General Parks Labor & Material Fees associated with the base categories of Field Prep work and then shows the proposed Rental Fees associated with those Field Prep items. General Parks Labor Class I Class II Class III & Materials Fees FY17 FY17 Rental Fees FY17 Rental Fees FY17 Rental Fees Units Diamond Prep 1 $98 $0 $25 $200 Game Diamond Prep 2 $105 $0 $30 $240 Game Diamond Practice $42 $0 $15 $120 Practice Grid Field Practice $2,178 $0 $25 $200 Practice Grid Field Game $2,299 $0 $30 $240 Game *Grid Fields - Fees above, ONLY apply to new, unnasigned fields. Existing fields will not able to be rented. RECOMMENDED ACTION: Staff would like the Park & Recreation Board to approve the amendments to the Field Usage Policy, as proposed. Lake Forest Parks and Recreation Department Athletic Field Usage Policy FY17 (May 2016-April 2017) 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 and also agrees that field space is ALWAYS subject to availability and approval by City staff. Before consideration of approval is made, USER must: • Submit completed permit application at least 30 days before the start date of the program/league; o Alongside application, submit a $150 refundable (per team), 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 prior to first practice/game date; o 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; o Submit to Lake Forest Recreation Department Athletic Staff complete rosters of all teams;  Rosters MUST include player addresses o Submit to Lake Forest Recreation Department Athletic Staff league/practices schedules for all teams; o For classification I & II, the organization must submit a statement of purpose of that organization including:  State filing status from the State of Illinois or School Conference  Proof of an active Board of Administrators or Officers Athletic Field Usage Policy – FY17 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 $ 98 / game i. Grooming, chalk foul lines, equipment & materials, man hours & field set up (bases & pitching rubber) b. Preparation 2 $ 105 / 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 & only dragging) $ 42 / field b. Diamond watering (upon request) $ 37 / field c. Turface (drying agent) $ 11 / bag d. Lights (per diamond) $ 77 / hour e. Additional Games $ 98 / game (prep 1) $ 105 / game (prep 2) f. Overtime (after 3:00 p.m. & Weekends) $ 55 / hour / staff person 3. Grid Field Rentals (Soccer, Field Hockey, Lacrosse, Tackle Football): a. Game Fields i. Fee with Goals $ 2,299 / field (12 weeks) ii. Fee without goals $ 1,973 / 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 $ 2,178 / field (12 weeks) ii. Price without goals $ 1,852 / 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 $ 247 / field (12 weeks) ii. Additional bleachers $ 63 (3 Tier) $ 69 (5 Tier) iii. Deerpath Park Lights (per diamond) $ 77 / hour iv. Goal anchoring $ 163 / goal Athletic Field Usage Policy – FY17 Page 2 Fees Section II – Sport Field Improvement Fund (SFIF) In September 2008, City policy was passed to collect fees, on a per head basis, from any Athletic organization that utilized Lake Forest field space for their programming, which would be contributed to City of Lake Forest Sport Field Improvement Funds. These funds accrue annually and are utilized for annual field maintenance and upgrades. These fees are paid to The Lake Forest Recreation Department at the conclusion of each season. The amount in which any Athletic organization contributes to the Sport Field Improvement Funds per season can be categorized as such; 1. Lake Forest Recreation Department Programming - $10 / participant 2. Non-Lake Forest Recreation Department Programming - $20 / participant This space left blank intentionally Athletic Field Usage Policy – FY17 Page 3 Fees Section III – User Classifications & Rental Fees These Classifications were established in the Spring of 2016 to separate Users based on criteria in relation to their alignment with City policies & philosophies and to current City programing. These fees are rental fees to be paid to The Lake Forest Recreation Department on top of the General Parks Labor & Materials Fees, which are paid to the Lake Forest Parks Department, listed on Page 2. User MUST meet ALL criteria in a specific Class to be considered eligible for that Class. If User does not meet all criteria in a specific Class, they will qualify for the next lowest Class, as long as they meet all the criteria in that Class. User Class placement is always subject to availability & staff approval. For a detailed description of Lake Forest Recreation Department Athletic programming, please contact the Lake Forest Recreation Department Athletics Program Manager (847) 234-6700. Classification I 1. Lake Forest Recreation Department Programming; 2. Non-Competing Organizations/Programs to current Lake Forest Recreation Department programs and is a Lake Forest Resident Based Organizations (67% or more, residential participation). Class I Rental Fees – Class I ONLY pays General Parks Labor & Materials Fees Classification II 1. Competing Organizations/Programs to current Lake Forest Recreation Department programs and is a Lake Forest Resident Based Organizations (67% or more, residential participation). Class II Rental Fees – See fees below, which will be in ADDITION to General Parks Labor & Materials Fees & SFIF Fees • Diamond Prep 1 $ 25 / game • Diamond Prep 2 $ 30 / game • Diamond Practice $ 15 / practice (dragged field only) • Practice Grid Field $ 25 / practice • Game Grid Field $ 30 / game Classification III 1. Any NON-Lake Forest Recreation Department Programming with rostered Lake Forest Residents that doesn’t meet Classification II Class III Rental Fees – See fees below, which will be in ADDITION to General Parks Labor & Materials Fees & SFIF Fees • Diamond Prep 1 $ 200 / game • Diamond Prep 2 $ 240 / game • Diamond Practice $ 120 / practice (dragged field only) • Practice Grid Field $ 200 / practice • Game Grid Field $ 240 / game Athletic Field Usage Policy – FY17 Page 4 SUBJECT: Approval of Contract for Annual Grounds Maintenance Services in Parks FY ‘17 Budget STAFF CONTACT: Rich Paulsen, Parks Supervisor, 810-3567 PURPOSE AND ACTION REQUESTED: Staff is seeking approval to enter into a one year contract with Landscape Concepts Management, Inc. to provide mowing and ground maintenance services to multiple City-owned properties for FY ‘17. BACKGROUND/DISCUSSION: In FY ’15, staff conducted an expansive bid process that included the mowing and additional grounds maintenance of the 14 City property areas and 127 cul-de-sacs, along with the mowing only of 18 City right-of-ways. Additional grounds maintenance includes lawn care, weed control and bed maintenance. The bid was expanded to include a 3-year option and was awarded to Landscape Concepts. Staff has been very pleased with the performance of Landscape Concepts and would like to continue to a third year contract with them. BUDGET/FISCAL IMPACT: Funding for the annual grounds maintenance contract is budgeted in the Parks Fund 220 operating budget. The results of the bid process confirm that outsourcing mowing and ground maintenance of these areas is fiscally beneficial. City Properties City Cul-de-Sacs City Right-of-Ways TOTAL Landscape Concepts – FY ‘17 $ 22,082 $ 19,323 $ 16,109 $ 57,514 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. Below is an estimated summary of Project budget: FY ’17 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Parks Operating Fund 220 $ 60,000 $ 57,514 Y PARKS & RECREATION BOARD ACTION: Approval to award a one year contract to Landscape Concepts in the total amount of $57,514 for FY’17 for the grounds maintenance of City properties, cul-de-sacs, and right-of-ways. SUBJECT: Approval of FY ‘17 Contract for Emerald Ash Borer Tree and Stump Removals STAFF CONTACT: Corey Wierema, City Forester (810-3564) PURPOSE AND ACTION REQUESTED: Staff is seeking approval to enter into a one year renewal contract with Kinnucan Tree Experts to provide tree and stump removal for ash trees on City streets, City-owned properties, and unimproved easements. Staff is recommending the approval of a one year renewal clause outlined in our FY ’16 contract. Kinnucan Tree Experts have proven over the past two years that they are dedicated to servicing the City in an economically efficient manner. BACKGROUND/DISCUSSION: Discovered in Lake Forest in 2009 Emerald Ash Borer (EAB) has put every ash tree within the community at risk of infestation. When ash trees become infested they become unhealthy and/or pose a threat to the public health or safety or public properties. The City has removed over 6000 ash trees along City streets, within City facilities, parks and unimproved easements. Recent surveys have suggested that approximately 1200 additional infested ash trees will need to be removed this year. BUDGET/FISCAL IMPACT: Funding for the annual tree and stump removal contract is budgeted in the Capital Fund 311, Capital Projects. Trees 6”-15.9” Approx. 3,100 in. Trees 16”-29.9” Approx. 1,600 in. Trees over 30” Approx. 400 in. Kinnucan Tree Experts $20.50 $23.00 $27.50 *Prices are based on per inch of tree diameter to include stump removal and restoration Kinnucan Tree Experts was the low bidder in the FY’16 bid process and they have agreed to the renewal of the FY’16 contract for another year. Kinnucan has experience working in Lake Forest and has satisfactorily performed other projects for the City. Below is an estimated summary of Project budget: FY2017 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Capital Fund 311 $ 50,000 $ 50,000 Y PARKS & RECREATION BOARD ACTION: Approval of a one year contract with Kinnucan Tree Experts in the total amount of $50,000, for FY’17 tree and stump removal of ash trees on City streets, City-owned properties and unimproved easements. SUBJECT: Approval of Annual Tree Planting and Tree Purchasing for FY ‘17 Staff Contract: Corey Wierema, City Forester, 810-3564 PURPOSE AND ACTION REQUESTED: Staff is seeking approval to exercise the renewal clause in our FY’16 Tree Planting/Purchasing contract and enter into a one year renewal contract with Guy Scopelliti Landscape. BACKGROUND/DISCUSSION: The City’s Forestry section conducted a joint bid with the City of Highland Park and the Highland Park-Park District to leverage volume discounts for the planting and purchasing of trees on city streets, parks and other City owned properties. The forestry section anticipates planting over 500 trees this year. BUDGET/FISCAL IMPACT: Funding for the annual tree planting and purchasing contract is budgeted in the Fund 311, Capital Projects. Due to the anticipated number of new trees being planted and diminishing tree availability in the nurseries, we do expect to exceed $20,000 with a sole vendor. Below is an estimated summary of Project budget: FY ’17 Funding Source Amount Budgeted Amount Requested (Not to Exceed) Budgeted? Y/N Capital Fund 311 $ 150,000 $ 150,000 Y Tree Planting: The results of the bid process confirmed that outsourcing of tree planting will be cost efficient and allow for the Forestry Section to focus on other forestry operations. Staff anticipates Guy Scopelliti planting up to 300 new trees for FY ’17 at $68 per tree, totaling $20,400. Guy Scopelliti Landscape was the low bidder and has experience working in Lake Forest and has satisfactorily performed other projects within the City in recent years. Note: The City of Highland Park has also renewed their contract with Guy Scopelliti for FY ’17. Tree Purchasing: In a joint effort with Highland Park, staff received twelve (12) bids for the purchase of over 59 varieties of balled and burlaped trees, with an average price of $195 for a 3”caliper tree. Multiple vendors will be used to secure the requested number of trees, sizes and varieties requested while adhering to our stringent quality controls. PARKS & RECREATION BOARD ACTION: Approval of a one year contract with Guy Scopelliti Landscape for tree planting and approval for the purchase of trees from multiple vendors through the joint bid, not to exceed $150,000. SUBJECT: Approval of Forest Park Grounds Maintenance Services Contract for FY ‘17 STAFF CONTACT: Chuck Myers, Superintendent of Parks & Forestry, 810-3565 PURPOSE AND ACTION REQUESTED: Staff is seeking approval to reject all bids, waive the bidding process and enter into a one year contract with Mariani Landscape to provide mowing and ground maintenance services at Forest Park. BACKGROUND/DISCUSSION: Forest Park is one of the oldest and most celebrated parks on the North Shore and a treasure for the residents of Lake Forest. After the completion of the highly successful rehabilitation project in 2015, the City’s Parks Section resumed its maintenance responsibilities and was charged with keeping the park in its pristine condition. Since 2011, the City has been outsourcing mowing on other City-owned properties and it has proven to be a beneficial fiscal approach by reducing labor expenses and long- term capital equipment replacement costs. Given the Parks Sections current workload, City Staff recognized the need to outsource Forest Park in order to ensure that the park is maintained at the highest level possible. For FY‘17, staff conducted an expansive bid process that includes mowing and extensive grounds maintenance services for Forest Park. In addition, staff included a three year option with this year’s bid process. The contract would provide The City with the right to extend the contract after the first season or rebid the contract for FY ‘18. The bid opening was held on March 4, 2016. BUDGET/FISCAL IMPACT: Funding for the Forest Park grounds maintenance contract is budgeted in the Parks Fund 220 operating budget. The results of the bid process confirm that outsourcing mowing and ground maintenance of these areas is fiscally beneficial. Staff received seven (7) bids for grounds maintenance services as detailed below for FY ‘17. VENDER TOTALS TGF Enterprises $ 29,050.00 Lizzette Medina & Co. $ 29,525.52 Mariani Landscape $ 37,381.23 Fleck’s Landscaping $ 41,251.00 Sundance Lawncare Inc. $ 85,500.00 KGI Landscaping Co. $ 86,100.00 Rocco Fiore & Sons $ 105,863.00 After careful review of the bids by City staff, it was determined that due to the importance of this newly restored park, the low bids should be rejected. The bids should be rejected based upon unknown performance of the low bidders with projects of this type. City staff is recommending the selection of Mariani Landscape for a one year contract. Mariani has had a very successful record working on previous City projects and is highly regarded in the community. They have excellent references for similar work with surrounding communities as well. Further, Mariani is very familiar with the park and has a complete understanding of the extremely high level that must be maintained. Below is summary of Project budget: FY ’17 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Parks Operating Fund 220 $40,000 $ 37,381.23 Y PARKS & RECREATION BOARD ACTION: Approval to reject all bids, waive the bidding process and enter into a one year contract with Mariani Landscape to provide mowing and grounds maintenance services at Forest Park, with the ability to extend the contract for an additional two, one-year terms, in the total amount of $37,381.23 for FY’17. PARKS & RECREATION DEPARTMENT TO: Park and Recreation Board FROM: Sally Swarthout, Director- Parks and Recreation DATE: March 7, 2016 RE: Deerpath Golf Course Master Plan Update On March 15, 2016 the Park and Recreation Board will hear an update on the Master Plan for Deerpath Golf Course. Background: Kemper Sports Management officially transitioned to full management of the golf course’s operational functions on February 1, 2015. After a majority of the 2015 season several issues surfaced and were brought forward by golfers to the Park and Recreation Board and the Golf Advisory Committee. Staff was asked to complete a study of the feasibility of maintaining Deerpath golf course or converting the property to a passive park. In early November 2015, a golf forum was held and feedback indicated that the community was strongly in favor of keeping the golf course, was happy with Kemper’s management but felt the course required maintenance attention from The City of Lake Forest. Upon hearing the reports from Staff and the feedback from the residents, City Council indicated that they felt Deerpath Golf Course was a valuable asset to The City and its residents and directed Staff to contract with Lohmann Golf Designs to develop a Master Plan for the course. Golf Course Improvements: Lohmann’s master plan indicates seven areas for improvements; Course Maintenance, Course Enhancements, IDOT Stormwater Project, Parking Lot Improvements, Clubhouse/Cart Barn, Irrigation System and a Comfort Station. The Plan defines The City’s responsibility for maintaining turf conditions, drainage and the need for continuous cart paths. Lohmann’s plan proposes ideas for collaboration with IDOT and private residents for public-private fundraising opportunities including Course Enhancements, Clubhouse/Cart Barn, the parking lot and the Comfort Station. Tentative pricing will be presented on March 15 which indicates the City share, IDOT share and Private funding share.