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PARKS & RECREATION BOARD 2016/04/19 Packet PARKS AND RECREATION BOARD TUESDAY, April 19, 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 March 15, 2016 Parks & Recreation Board Meeting III. OPPORTUNITY FOR CITIZENS TO ADDRESS THE PARKS AND RECREATION BOARD ON NON-AGENDA ITEMS IV. APPROVAL OF CONTRACT* A. BUS SERVICE- Presented by Anthony Anaszewicz, Program Manager- Athletics V. COMMENTS BY DIRECTOR VI. COMMENTS BY BOARD MEMBERS VII. ADJOURNMENT *Action Items The City of Lake Forest Parks and Recreation Board Meeting Minutes March 15, 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 Ms. Sondra Douglass 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 Mr. Corey Wierema, City Forester Ms. Dani Spann, Administrative Assistant Public: Lisa Gross CJ Oakes Scott Gray Chris Mitchell Steve Malin Craig Pierson Eric Nowik David Morrison Charles Wood Pete Martens Natasha Schnack T. Kiracies II. Approval of Minutes The meeting minutes of the February 16, 2016 Park & Recreation Board meeting were presented. Chairman Kohlmeyer moved for approval of the February 16, 2016 minutes and the motion was seconded. The Board meeting minutes of the February 16, 2016 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. West Park Playground Superintendent Myers gave an update on the West Park Playground along with some of the 4th grade students from Sheridan School. This partnership allowed the children a chance to voice their ideas and input as well as being able to attend the public meetings discussing the plans for West Park. The students gave an overview of their ideas and how it was incorporated into their daily curriculum. The dedication of the children along with the presentation was amazing and well done. The original playground is from 1990 and has gone beyond its useful life. The new playground has all the new ADA features. The new Pour-n-Place surface will require less maintenance. Per the public’s request there will be more swings featured in the new playground. The colors will match the color scheme of the current buildings surrounding the park. The park costs were kept within the budget of $210,000. This will come from the Park and Public Land fund along with the the Special Recreation Fund. They are seeking the award of contract to NuToys for the purchase of playground equipment and surfacing along with the purchase of materials to complete installation of West Park playground, not to exceed $210,000. Board member Maguire asked how long the surface will last and the cost of maintenance versus woodchips. The response was that the surface should last at least 15 years with minimal repair. There was not an actual dollar amount for the cost saved, however, it was stated it will save a great amount of time and labor since there will not be wood chips to be replaced on a regular basis. The last four playgrounds have been replaced with the Pour-N-Place, and for safety and less maintenance it has been well worthwhile. The softer surface is a reassuring safety factor. The feedback and input from Everett school was considered when updating the Everett Park as well. Board member Walker thanked the Sheridan School designers for their efforts toward the updating of the West Park. Board member Walker motioned to the Board to award the contract as proposed in the packets, Board member Douglass seconded. V. Deerpath Golf Course Master Enhancement Plan Update Director Swarthout gave an update on the Deerpath Golf Course Master Enhancement Plan. Some of the hot topics mentioned for areas of improvement were: • Landscape improvements to include the entrance path and upgrade to plant material • Facility entrance and patio functionality for better usage • Natural areas along with control burns and weed control • Maintenance Shop will have brighter lighting for safer and greater operational efficiencies • Men’s shower room will be converted into a storage area for the operations • Dining room will have updated furniture and flooring Some statistics on golf were discussed; it is currently a 70 billion dollar industry. It was mentioned that youth golfers have grown 29%, which is evident in our own youth programs reaching capacity at Deerpath Golf Course. 77% of golf facilities in the United States have taken great strides to conserve energy and this includes Deerpath Golf Course. We are on the Kemper conservation system and have successfully completed Step 1 of the program and will be moving to Step 2 this year. An overview of the Master Plan was presented. The enhancements were discussed and will be revenue drivers. Some of the changes will be a reconfiguration of Hole 13 that will extend the tee at Hole 14 and make room for a small farm to grow plant material. Per members requests a comfort station will also be added. The driving range will be greatly expanded and will give 25+ stations along with some targets and a spot in the northwest corner for instructional driving and practice to take place. Some modifications will be made which will include using the space currently housing the carts. Updates to the Clubhouse will include expanding and adding a banquet facility in addition to an underground storage facility for the carts. Two ponds will be added through the IDOT project. The City will partner with IDOT and create the ponds for retention of water. Shifts will be made to the 16th, 17th and 18th holes, to include the swapping of holes 17 and 18. The maintenance opportunities include expanding the parking lot to become a safer space with more spots. It was suggested adding a cart pass throughout the entire course to aid and avoid having to close the course in the event of storms. Another suggestion was to line the bunkers to increase drainage and eliminate erosion. The last enhancements are two greens and fairway drainage. Slit drainage improves water removal and air capacity to the soil which results in healthier soil and grass. The estimated course maintenance is $1.8 - $2 million. Course enhancements are $2 - $2.5 million. The estimated costs of the Clubhouse and cart barn upgrades included are $2 - $2.5 million. Total estimated project costs are $7 - $8.3 million dollars. Staff will be meeting with IDOT in April. Once input is gathered from City Council, the public, as well as the Park Board, they will reconvene with the Golf Advisory to determine the direction to go. Board member Reimer asked about the schedule of this project. It was answered that this timeline will be determined by IDOT and their projects to be completed. Alderman Newman spoke on the timeline with IDOT. If we proceed without IDOT, the piping to go underneath the pond would require repeated work to be done. Discussion followed on the IDOT work and project. There will be a public meeting on March 16th at 7pm at Dickinson Hall. Public input is welcome. VI. Athletic Field Usage Policy Program Manager Anthony Anaszewicz went over the proposed changes within the athletic field usage policy and requested an approval of the amendments. The current policy was described. This was put in place to recoup costs associated with the general maintenance of parks and labor. The current qualifications and required criteria will not change in the proposed amendments. Additionally, the proposed amendments include adding a third rental component. This will include classifying users according to the current qualifications and criteria. The three classes were described. The reason for these proposed amendments are to potentially open up an opportunity for a revenue source. Potential risks would be development or traction of competing organizations to our resident based organizations. It was reiterated that not all Class 3 field requests would necessarily be granted. These requests are reviewed by staff and approved accordingly. The floor was opened up for public comment. Questions and discussion followed regarding the different classes and wording of the proposed amendments to the policy. There were concerns on the wording of the proposed policy and the definition of an “organization”. Class 3 is any group that doesn’t meet class 1 or 2 and is required to have rostered Lake Forest residents on the team. Additional wording changes were made to the proposed amendment upon approval. Board member Walker motioned to approve the approval of the amendments of the Field Usage Policy with a new definition of Class 3 defined as “non-Class 1 or Class 2 with rostered Lake Forest residents”. Board member Walker moved to approve the amended policy and Board member Douglass seconded. VII. Ground Maintenance Services Superintendent Myers went over the Ground Maintenance Services contract and sought approval to enter into a one year contract with Landscape Concepts. This is for mowing and landscape services on cul de sacs, some right of ways and a few City properties. This would come out of the Operations Budget for Parks Section. The amount would be the same as last year in the amount of $57,414 for FY’17. Board member Douglass moved to approve, and Board member Walker seconded. VIII. EAB Tree Removal Contract Superintendent Myers is seeking approval to renew a one year contract with Kinnucan Tree Experts for $50,000. This contract should carry through the removal of most of the remaining 500 Ash Trees. Ash tree removal is almost complete in the parkways. This will come out of the Capital Fund. Board member Reimer motioned for approval of the contract, and Board member Maguire seconded. IX. Tree Replacement Contract Superintendent Myers is seeking approval for a one year contract renewal with Scopaletti for $100,000 for tree planting. Board member Reimer motioned for approval of the contract, and Board member Maguire seconded. X. Forest Park Maintenance Contract Superintendent Myers is seeking approval to reject all bids, waive the bidding process and enter into a one year contract with the option to renew for a total of three years with Mariani Landscape and will come from the Parks Operating Budget. Discussion followed regarding other landscapers and bids received. Board member Douglass motioned for approval of the contract, and Board member Walker seconded. XI. Comments By Director Director Swarthout reminded the community and Board that the summer programming registration is open online and at the Recreation Center. Upcoming events: -Easter Eggstravaganza at Deerpath Community Park- Saturday, March 19 from 9:30am-11:00am -Announcement for Festival and Fireworks – Presenters will be MJ Live, a Michael Jackson Tribute show from Las Vegas with the opening act- BoyBand Review -Invitation to Deerpath Golf Course Community Forum –Dickinson Hall- March 16th at 7:00pm XII. Comments By Board Members No comments. XIII. Adjournment The meeting was adjourned at 8:59p.m. Respectfully Submitted Dani Spann Administrative Assistant SUBJECT: Contract Award Recommendation for Annual Program Bussing Services STAFF CONTACT: Anthony Anaszewicz, Manager- Athletics, 847- 810-3945 PURPOSE AND ACTION REQUESTED: Staff requests approval to award a three year contract for Recreation Bussing Service to Olson Transportation and to extend the services without bid for an additional two years as well as awarding a three year contract to First Student for the CROYA Bussing Service. BACKGROUND/DISCUSSION: The City of Lake Forest currently has two departments, Parks & Recreation and CROYA that utilize various bus companies for program transportation. Under the City’s financial policies and in an attempt to lower operational costs for these various City departments the bus transportation needs were put through the formal bid process in March 2016 for a three year bussing contract. Over the years of Staff using the bid process to secure our bussing services pricing we have continuously received proposals from the same two companies, Olson Transportation and First Student. Due to the limited number of proposals received since 2008 when Staff first went out to bid for this service, Staff would like to offer a three year contract and would like to extend the service without bid for an additional two years which is the maximum duration for a contract. The City of Lake Forest’s bussing needs include the need for school buses throughout the year by the Parks & Recreation Department for their summer camps and by CROYA for their monthly trips and retreats. The summer camps provide daily transportation to all Lake Forest residents enrolled in All Stars & Beyond Day Camp or McCormick Day Camp as well as a daily afternoon swim shuttles and field trip bussing. CROYA has used school busses for monthly field trips and retreats throughout the year for middle school and high school students as part of their programming. Public notice to solicit bids was provided on February 19, 2016 with a bid opening date of March 11, 2016. The chosen timetable was driven by the summer camp schedule to prepare the routes for the upcoming camp programs and distribute them to our participants by the first week of June 2016. Staff would like to award the Recreation Services to Olson Transportation as their bid came in at the lowest rate but decline CROYA Services to Olson. Staff would like to award CROYA Services to First Student based on their bid. BUDGET/FISCAL IMPACT: Funding for camp bussing is a Parks & Recreation Department program expense and is budgeted in the programs annual operating budgets. This cost of bussing is covered by program fees. Funding for CROYA also comes out of their annual operating budgets. Staff received two bids for the annual program bus service. Bus Bid Data Overview: Company LF Rec LF Rec LF Rec 1 Olson Transportation 41,345.00$ 41,814.25$ 42,347.02$ 2 First Student 71,565.00$ 73,711.98$ 75,159.47$ $150/trip (3 hr) + $50/hr (additional)$150/trip (3 hr) + $50/hr (additional)$150/trip (3 hr) + $50/hr (additional) $52/hr + $.25/mile (3 hr min)$53hr + $.25/mile (3 hr min)$54/hr + $.25/mile (3 hr min) 2016-2017 2017-2018 2018-2019 RECOMMENDED ACTION: Approval to award a three year contract for Recreation Bussing Service to Olson Transportation and to extend the services without bid for an additional two years as well as awarding a three year contract to First Student for the CROYA Bussing Service.