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PARKS & RECREATION BOARD 2016/05/17 Packet PARKS AND RECREATION BOARD TUESDAY, MAY 17, 2016 6:30PM at CITY HALL LAKE FOREST, ILLINOIS AGENDA I. CALL TO ORDER & ROLL CALL II. Charlie Kohlmeyer, Chairman _____ Shannon Maguire _____ Scott Herman _____ Paul “Skoo” Walker _____ Paul Best _____ Steve Reimer _____Jake Lee _____ Andrew Grabemann, Student III. WELCOME TO NEW BOARD MEMBERS IV. APPROVAL OF MINUTES A. Approval of minutes of the April 19, 2016 Parks and Recreation Board Meeting V. OPPORTUNITY FOR CITIZENS TO ADDRESS THE PARKS AND RECREATION BOARD ON NON-AGENDA ITEMS VI. INTRODUCTION OF NEW PROGRAM MANAGER- AARON DALZOT-Presented by Joe Mobile- Superintendent of Recreation VII. FOREST PARK BEACH CONCESSIONS- Presented by Aaron Dalzot, Program Manager VIII. FOREST PARK BEACH SPOTLIGHT- Presented by Aaron Dalzot-Program Manager IX. COMMENTS BY DIRECTOR X. COMMENTS BY BOARD MEMBERS XI. ADJOURNMENT The City of Lake Forest Parks and Recreation Board Meeting Minutes April 19, 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 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 Ms. Dani Spann, Administrative Assistant II. Approval of Minutes The meeting minutes of the March 15, 2016 Park & Recreation Board meeting were presented. Chairman Kohlmeyer moved for approval of the March 15, 2016 minutes and the motion was seconded. The Board meeting minutes of the March 15, 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. Approval of Contract- Bus Service Program Manager Anthony Anaszewicz presented the contract to the Board to acquire bussing services for the summer camps. About 275 kids are in the current four camps. A bid opening was held on March 11th and the two companies that attended were Olson Transportation and First Student. Staff reviewed the bid packets and Olson transportation had the best price point with offering recreation services. Anthony is requesting and recommending to award the three year term to Olson Transportation and also recommending an option for extending for an additional two years, totaling five years with Olson Transportation. A relationship has been built with Olson Transportation since 2008 and they understand our needs and expectations. Board member Maguire asked if the enrollment numbers of camps goes up how that will affect the cost of the bussing services. The reply was the cost will adjust to the number of enrollments in camp programs. Chairman Kohlmeyer motioned to approve the Bus Service Contract. The motion was seconded and unanimously approved. V. Comments By Director Director Swarthout gave an update on the Athletic Field Usage Policy that went to City Council. The recommendations and amendments to the policy were presented to City Council and after a healthy discussion it was approved unanimously. The Council requested we come back next year to assess the policy for any issues or changes that might need to be addressed. Director Swarthout announced Board member Sondra Douglass will be terming off the board and offered a thank you for her dedication. Director Swarthout reminded the community and Board of the following upcoming events. Upcoming events: • Smelt-O-Rama- April 23rd from sunset to 10pm at the Lake Forest Park Beach • Kinderhaven Annual Giving Tree Gathering- April 23rd from 7:00pm-10:00pm at Elawa Farm • LFDA Preschool Recital- April 24th at 11:30am and 1:00pm at Gorton Community Center • Boards & Commissions Dinner- April 29th at 6:00pm at Lake Forest Club • Kinderhaven Art Show- May 1st from 2:00pm-4:00pm at CROYA • Annual Dance Recital- May 13th-15th at the Lake Forest High School Director Swarthout announced Superintendent Chuck Myers will give a brief update on the Golf Course Clubhouse improvements. The course has been open for about 3 weeks with about 175 people until last weekend and on Saturday/Sunday we had roughly 401 people. It was a very successful weekend. Slides were presented with photos showing several of the updates. The course is looking very good and there is extensive remodeling being done to the Clubhouse. The Pro Shop will be getting new carpet in addition to the wood flooring throughout the Clubhouse. A huge addition is the service bar with shelving behind it. Additional televisions will be added. There will be a Cape Cod feel once it is completed. Natural burns were completed on the North end. The parking lot will be seal coated and restriped with some reorienting of the lot. There will be a new landscape plan around the clubhouse and parking lot. Additional signage was mentioned as a marketing opportunity for the Golf Course. In reply, signage was used in the past and it wasn’t a huge success. An entrance sign is being discussed. A grand opening hasn’t been scheduled yet, however, once everything is finalized something will be planned. VI. Comments By Board Members No comments. VII. Adjournment The meeting was adjourned at 7:02p.m. Respectfully Submitted Dani Spann Administrative Assistant SUBJECT: Forest Park Beach Concessions PRESENTED BY: Aaron Dalzot, Program Manager (847-810-3930) PURPOSE AND ACTION REQUESTED: Staff is providing current information on the selected vendor for beach concession operations. No action is required. BACKGROUND/DISCUSSION: At the conclusion of the 2015 season staff made the decision to look for a new concession service vendor at Forest Park Beach for the 2016 summer season. Staff solicited Requests for Proposal (RFP) to find a new food vendor for our facility in early March of 2016. The RFP solicited two responses from potential vendors. Staff then met with the two interested vendors to review their qualifications in order to choose our next vendor. After these meetings, references were checked and RCA Chicago was selected in mid-April as our next food vendor at the facility. RCA Chicago will open operations on May 29, 2016 and will continue with their food service operations until Labor Day. RCA Chicago has been in existence since 2008 and manages or owns various hospitality ventures, including one at ELAWA Farm. RCA Chicago has a reputation of having top notch service and quality offerings. The Forest Park Beach concessions will be managed by Steve Chiappetti and his team of staff and will provide a variety of food and drink offerings to our community. The hours of operation will be from 11:00 a.m. – 6:00 p.m., Monday – Friday, 8:00 a.m. – 700 p.m. on Saturday and 8:00 a.m. – 4:00 p.m. on Sunday (weather permitting). Staff is looking forward to providing a friendly concessions option to our beach patrons and to provide an improved operation over the 2015 season. BUDGET/FISCAL IMPACT: The Forest Park Beach concessions is a revenue based operation for the city. The area is contracted or rented out to the chosen vendor for the three months of operations bringing in revenue to the Department. The Department doesn’t incur any expenses for the operations as that falls solely on the chosen vendor. PARK BOARD ACTION: Informational Purposes only - No action is requested at this time.