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PARKS & RECREATION BOARD 2012/12/11 Packet THE CITY OF LAKE FOREST PARKS AND RECREATION BOARD DECEMBER 11, 2012 6:30PM CITY HALL LAKE FOREST, ILLINOIS AGENDA I. CALL TO ORDER & ROLL CALL Curt Volkmann, Chairman David Brush Steve Hill Dan Jasica Scott Schappe Lauren Turelli Paul “Skoo” Walker Daniel Saffrin, Student Member II. WELCOME TO NEW BOARD MEMBER, DAVID BRUSH III. APPROVAL OF MINUTES A. Approval of the October 9, 2012 Parks and Recreation Board Meeting (November 13, 2012 meeting was cancelled) IV. LAKEFRONT REVETMENT & SITE INVESTIGATION STUDY-PRELIMINARY REPORT—Presented by Dave Werren & Dan Veriotti of Baird & Associates, Ltd. V. REVISED LAKEFRONT BOAT BASIN DREDGING POLICY—Presented by Jeff Wait, Superintendent of Special Facilities VI. LAKEFRONT FOOD CONCESSION AGREEMENT—Presented by Jeff Wait, Superintendent of Special Facilities VII. SPOTLIGHT: STIRLING HALL ARTS CENTER—Presented by Joe Mobile, Recreation Manager VIII. DIRECTOR’S REPORT IX. COMMENTS BY BOARD MEMBERS X. OPPORTUNITIES FOR THE PUBLIC TO ADDRESS THE BOARD ON ITEMS NOT LISTED ON THE AGENDA XI. ADJOURNMENT The City of Lake Forest Parks and Recreation Board Meeting Minutes October 9, 2012 I. Call to Order The Parks and Recreation Board Meeting were called to order by Chairman Volkmann at 6:31 p.m. The following were present: Board Members: Mr. Steve Hill Mr. Dan Jasica Mr. Scott Schappe Ms. Lauren Turelli Mr. Curt Volkmann, Chairman Mr. Skoo Walker Staff: Ms. Mary Van Arsdale, Director of Parks and Recreation Mr. Chuck Myers, Superintendent of Parks & Forestry Ms. Sally Swarthout, Superintendent of Recreation Mr. Jeff Wait, Superintendent of Special Facilities Ms. Tricia Schwall, Administrative Assistant II. Approval of Minutes The meeting minutes of the September 11, 2012 Park & Recreation Board meeting were presented. Board Member Jasica moved for approval of the minutes and Board Member Hill seconded. The Board meeting minutes of the September 11, 2012 meeting were then unanimously approved. The meeting minutes of the September 18, 2012 Joint Meeting of the Golf Advisory Subcommittee and Parks and Recreation Special Facility Subcommittee were presented. Board Member Turelli moved for approval of the minutes and Board Member Walker seconded. The Joint Meeting of the Golf Advisory Subcommittee and Parks and Recreation Special Facility Subcommittee meeting minutes of the September 18, 2012 meeting were then unanimously approved. The meeting minutes of the October 2, 2012 Committee of the Whole meeting were presented. Board Member Turelli moved for approval of the minutes as amended and Board Member Schappe seconded. The Committee of the Whole meeting minutes of the October 2, 2012 meeting were then unanimously approved. III. Annual Special Facility Fee Recommendations for FY ‘14 a. Deerpath Golf Course proposed FY ’14 Fees and Related Fee Policies Superintendent Wait presented the fee recommendations for Deerpath Golf Course FY ’14. Chairman Volkmann noted that he liked the No Show/Cancellation Policy however he wanted to know why the number of points a team could get would be six before their tee time was revoked. Superintendent Wait responded that the idea was discussed with the Golf Advisory Board and it was a number that made members take notice but yet still was not overly punitive for this first year. Board Member Walker then noted that he felt that was not strict enough. Board Member Hill asked if the Wednesday 7PM cancellation time was a little too early in the week to determine if a full group would be playing. A discussion followed regarding the policy. The Park Board eventually agreed to go with the recommendation of the Golf Advisory Committee for this first year and revist if necessary in FY15. Board Member Turelli asked how the open permanent tee times would be marketed to the public to let them know they are open. Superintendent Wait responded that they would be marketing the open slots through various channels such as email, annual letter, in the permantent tee time registration packet, and at the permanent tee time breakfast. Board Member Walker asked if the four open tee times would mean four less permanent tee times for members. Director Van Arsdale responded that the four open tee times would be in addition to the permanent tee times. Board Member Schappe asked about the locker fee increase noting that the lockers are currently underutilized. Superintendent Wait responded that we have not marketed this well and that our hope is that by bundling the locker fee in with a Junior’s membership fee we should be able to market them better. Requested Action: Approval of FY ’14 Deerpath Golf Course fees and related fee policies, effective when sales begin for the 2013 golf season, anticipated in January 2013. A motion was made by Board Member Hill to approve the FY ’14 Deerpath Golf Course fees and related fee policies, effective when sales begin for the 2013 golf season, anticipated in January 2013. The motion was seconded by Board Member Jasica. The motion was passed. b. Lakefront Proposed FY ’14 Permit Fees Superintendent Wait presented the permit fee recommendations for the Lakefront FY ’14. Board Member Schappe inquired as to why the Resident storage fee was so low and if there was some room in that category to grow. Superintendent Wait responded they would look into it for future year. Director Van Arsdale responded that Board Member Hill had asked to look into an in/out service at the Lakefront and the storage issue could be looked into at the same time. Board Member Hill wanted to know why the rack rates are so high. After a brief discussion it was agreed that the rack rates would be frozen for FY ’14 and looked into for next year. Board Member Jasica asked where the Boating and Storage fall in the revenue process. Superintendent Wait responded that they budget to cover upcoming improvements. Requested Action: Approval of FY ’14 Lakefront permit fees to go into effective February 1, 2013. A motion was made by Board Member Hill to approve the FY ’14 Lakefront permit fees to go into effective February 1, 2013 with the exception of the Seasonal Rack Rate which will remain the same for FY ’14.. The motion was seconded by Board Member Schappe. The motion was passed. c. Lake Forest Fitness Center Proposed FY ’14 Fees Superintendent Wait presented the fees recommendations for the Fitness Center FY ’14 and the addition of the all‐inclusive pass. Board Member Schappe asked if having the pass would cause a problem with having too many people showing up for a class. Director Van Arsdale responded that there would be certain classes that would have a limit, but the other classes should not be affected. Board Member Schappe asked about the all‐inclusive non‐member pass. Director Van Arsdale explained the pass and noted that it is not much more to get a membership and the all‐inclusive pass. Requested Action: Approval of the FY ’14 Fitness fees to become effective May 1, 2013 and approval to offer the All‐inclusive pass beginning December 2012 to coincide with the New Year membership drive. A motion was made by Board Member Schappe to approve the FY ’14 Fitness fees to become effective May 1, 2013 and approval to offer the All‐inclusive pass beginning December 2012 to coincide with the New Year membership drive. The motion was seconded by Board Member Hill. The motion was passed. IV. Proposed Parks & Recreation Capital Improvement Plan FY ’14‐‘18 Director Van Arsdale presented to the board the Capital Improvement Plan for FY ’14‐ ‘18. Board Member Hill asked a question related to the capital funds for taking care of leased properties and if the is any consistency between the various lease agreements relevant to who’s responsibility it is to do certain things around the leased buildings. Director Van Arsdale replied that the City Attorney has been working on that during the past year. Board Member Hill stated that we should provide some of the services but with an increase in lease fees. Requested Action: Approval of FY ’14 Capital Improvement Plan totaling $365,000, $305,000 from the Park and Public Land Fund, $45,000 from Deerpath Golf Operations Fund and $185,000 from Park and Recreation Operations Fund, and as such, recommend staff to seek City Council approval. A motion was made by Board Member Hill to approve the FY ’14 Capital Improvement Plan totaling $365,000, $305,000 from the Park and Public Land Fund, $45,000 from Deerpath Golf Operations Fund and $185,000 from Park and Recreation Operations Fund, and as such, recommend staff to seek City Council approval. The motion was seconded by Board Member Walker. The motion was passed. V. Change of Monthly Park Board Meeting Calendar Chairman Volkmann presented the changes to the Park Board Meeting Calendar. These changes are necessary due to a change in the timing of when information is due to City Hall for the City Council meetings. The meetings would be changed starting January 1, 2013 to the 3rd Tuesday of the month. A motion was made by Board Member Jasica to approve the change to the 3rd Tuesday of the month for the Park Board meetings. The motion was seconded by Board Member Hill. The motion was passed. VI. Director’s Report Mary Van Arsdale, Director of Parks & Recreation reported that the resurfacing at the Lakefront is almost complete. Director Van Arsdale then presented the upcoming Park & Recreation events including, Croctoberfest on October 20th, Kinderhaven Preschool Fall Drop‐Ins on November 2nd and 16th, Company Cares on October 14th and the Annual Halloween Party on October 28th at the Rec Center. VII. Comments by Board Members Board Member Hill commented that he wanted to compliment the staff on their planning on the Capital Plan. VIII. Opportunities For The Public To Address The Board On Items Not Listed On The Agenda There were no comments. IX. Adjournment Board Member Hill moved to adjourn the meeting. Board Member Walker seconded. The meeting was adjourned at 7:54 p.m. Respectfully Submitted Tricia Schwall Administrative Assistant S:\Park Board\12-11-12 Board Packet Materials\Baird Dec Cover Memo.doc MEMORANDUM TO: PARKS AND RECREATION BOARD FROM: DIRECTOR VAN ARSDALE DATE: December 6, 2012 RE: LAKEFRONT REVETMENT & SITE SCOPING INVESTIGATION STUDY‐ Preliminary Report Representatives from Baird & Associates, Ltd will provide a preliminary status report on their site study of the revetment walls at Forest Park Beach. The presentation will be made by Dave Werren, Principal Investigator and Dan Veriotti, Project Manager and Project Coastal Engineer. Their final report is still being compiled (hence no report attached to your packet) and will be completed in December. However, Baird and City staff wished to provide the Park Board with a preliminary status report and to gauge any interest the Park Board has in shaping some of their recommendations that will be incorporated into the final report. As you may recall, at their respective monthly meetings in August 2012, the Park Board and City Council approved a professional service contract with Baird & Associates. Attached is the write up from that meeting as a refresher so that their presentation at the meeting will be more relevant. Questions, please give me a call. V:\Recreation Board\Board Packets 2012\November 13, 2012\Baird Contract Approval PRB-09112012.doc SUBJECT: Approval of a Contract for Capital Improvement Project: Revetment Wall Study, Forest Park Beach PRESENTED BY: MARY VAN ARSDALE PURPOSE AND ACTION REQUESTED: Award professional services contract to Baird & Associates to conduct a Scoping Investigation Study at Forest Park Beach. BACKGROUND/DISCUSSION: The revetment wall engineering of Forest Park Beach was completed 25 years ago this summer. Since that time, the City has conducted various site inspections to ensure appropriate engineering performance and to document impacts caused due to time, weather and water levels. Baird & Associates was the Coastal Engineering firm for the project construction in 1986-87 and then continued to monitor the condition and performance of the structures and beach system for the first fourteen years. In 1998, Baird completed the 10-year Beach Performance Study, and in 2001 they provided an update via a Status Review Project. In the decade since the last report, there is evidence of increased shifting of breakwater rocks and significant changes in the water levels. In the last few years we have also experienced multiple storms from the southeast that has displaced sand in the cells and over the lakefront turf. Further in 2007, the North Shore Sanitary District built at 2-million gallon storage tank under the south parking lot. The baseline data for this element has not been established and would be important for allowing future performance monitoring of its retaining wall integrity. For this reason, it is important that the City conduct a full analysis at this 25-year milestone to ensure the structural integrity of the stone breakwaters, ensure their performance to maintain sand within the beach cells, establish the baseline data for the south parking revetment wall and create a long-range maintenance and monitoring plan. Baird & Associates had previously recommended conducting this study at the 20-year milestone but the project was postponed multiple years due to economic conditions and other City priorities. City staff received approval from the City Manager to pursue a contract with Baird & Associates as a sole vendor. Advantages of this were as follows:  Intimate knowledge of the engineering design of the Forest Park Beach lakefront to ensure proper performance analysis  Best pricing and timing leverage due to established baseline data easily accessed from earlier studies conducted by their engineers  Previously created essential controls and reference points to allow quality comparative performance analysis  GIS in-house resources and ability to leverage their Illinois Erosion Study data in relationship to Forest Park Beach and its impacts, if any  Baird & Associates reputation as a leading international coastal engineering firm V:\Recreation Board\Board Packets 2012\November 13, 2012\Baird Contract Approval PRB-09112012.doc Baird & Associates provided the attached Scoping Investigation Study proposal that provides a detailed list of items included in the scope of work for this project as well as professional fees and the professional project team. An overview of the key areas of work within the scope of the project includes:  Fieldwork: Bathymetric and Topographic Surveys  Fieldwork: Soils Data  Data Analysis and Results  Summary Report of Conditions, Recommendations and Estimates Baird & Associates is prepared to complete the services within an eight-week period subject to a notice to proceed no later than September 18, 2012. Staff believes they take extreme pride in the engineering project they completed 25 years ago and are vested in working with the City to ensure an outstanding facility for decades to come. BUDGET/FISCAL IMPACT: In the Capital Fund of the FY13 Capital Improvement Plan, the Recreation Department budgeted $30,000 for the revetment wall study. FY2013 Funding Source Amount Available Amount Requested Budgeted? Y/N Capital Fund $30,000 $29,800 Y RECOMMENDED ACTION: Approve a professional services contract with Baird & Associates for a Scoping Investigation Study at Forest Park Beach totaling $29,800.00 and paid from the FY13 Capital Fund. SUBJECT: Boat Basin Dredging Policy Presented by: Jeff Wait, Superintendent of Special Facilities Purpose/Action: Revise the policy regarding the criteria of the Lakefront Boat Basin’s Second Dredge. Background/Discussion: Last December, the City Manager Kiely and Director Van Arsdale received correspondence from the Lake Forest Yacht Club officers requesting the City institute a policy for conducting two dredging events on a fixed basis each year. City Staff did meet with representatives from the Lake Forest Yacht Club and worked in partnership to develop a policy which was approved by the Park Board at their April 10, 2012 meeting. The policy was then reviewed and approved by City Council at their May 7, 2012 meeting. With one year completed under the new policy, the Yacht Club and staff felt it was appropriate to re‐ visit the policy to determine how the execution worked and if any modifications were needed. As a result, both parties met in late November 2012 and together identified some minor policy revisions desired, specifically to the second dredge triggers and area for the dredging. First, the date of the final reading to trigger a second dredge should be moved from August 31st to Labor Day. The summer boating season is typically Memorial Day through Labor Day. City Staff and the Lake Forest Yacht Club feel the reading should be taken on Labor Day and not any time earlier. The August 31st date was initially established to provide City staff with enough time to make the necessary arrangements to get the dredger to the basin. This year City staff needed less than two days to make arrangements to begin the second dredge the weekend after Labor Day. Moving the date would not prevent City staff in making timely arrangements. Secondly, the fall dredge area identified needs to include a route from the hoist cranes to the mouth of the basin. Storm history over the past couple of years has resulted in sand and sediment being pushed further into the basin zone and it is reasonable to expect this additional area to also require dredging each fall. Adding this route will allow sailboats to navigate to the basin mouth. Attached is the revised policy with changes struck and new copy highlighted in red identifying the proposed changes and the revised diagram of the dredging areas for the spring and fall events. RECOMMENDED ACTION: Approval of the revised Lakefront Boat Basin Dredging Policy, becoming effective in FY14. CITY OF LAKE FOREST LAKEFRONT BOAT BASIN DREDGING POLICY DREDGING DESCRIPTION: Dredging is a necessary maintenance activity at the lakefront for the purpose of removing deposited sand and sediment that impedes proper clearance for boat launching within the City operated Forest Park boat basin. Dredging requires specialized equipment and man power to complete the work. Background on this lakefront service began when the City reconstructed the lakefront in 1987 and built what is known today at Forest Park Beach and Boat Basin. In 2001, the City justified the purchase of its own dredger equipment based upon anticipated return on investment benefits and enhanced control of scheduling the dredging to ensure maximum boating seasons. Today, dredging is conducted annually by the Parks section of the Parks and Recreation Department. The dredger is stored at the Municipal Service Facility and must be commercially trailered to the lakefront where a commercial crane lifts the dredger from the trailer to the water. BENEFITS:  Enhances safety for all boaters by reducing potential risks of boats being grounded within or at entrance points of the basin.  A usable harbor supports the year‐round City‐operated community sailing school including adult and youth classes.  Fulfills City’s commitment to our patrons paying fees for storage and launching privileges by providing access to Lake Michigan during the primary boating months (May‐October).  Provides services which result in revenue streams to help support lakefront services and capital expenses.  As a lakefront community, a useable harbor maximizes the enjoyment and intrinsic value of this unique environmental feature. DREDGING PRACTICES: Two dredging events would be planned annually based upon criteria outlined below: 1) Annually, the Parks and Recreation Department will commit funds in the lakefront budget to complete two dredges per fiscal year. 2) Annually, the Parks and Recreation Department will commit and plan for sufficient manpower to complete two dredges per fiscal year. 3) Annually, the Parks and Recreation Department will make arrangements in advance with the necessary towing and crane vendors to ensure expedient delivery and removal of the dredger for each dredging cycle. 4) Parks and Recreation staff will track the water depth of the basin throughout the summer. If by August 31stLabor Day the level is less than 5 1/2 feet, the Department will conduct a second dredge. If the water level is greater than 5 1/2 feet, no second dredge will occur. 5) The second dredge, if determined necessary, will be conducted in the week immediately after Labor Day, weather permitting. This timeframe provides the least disruption to boat launching which has its prime season through Labor Day. 6) The Main Dredge will occur in the spring with the goal of having the basin ready for use by May 1st, weather permitting. The Main Dredge will encompass sand and sediment removal in the entire basin, including the mouth of the basin and the area immediately south of the basin mouth. If deemed necessary, the second dredge will occur in the week immediately following Labor Day and will encompass sand and sediment removal from beneath the cranes, creating a path to in the mouth of the basin and the area immediately south of the basin mouth only. (See attached dredging diagram) 7) The Department will not begin a second dredge after October 1, 2012. 8) If after a second dredge the basin fills in again with sand, no additional dredges will occur for that calendar year. Adopted: Park Board Approval: 04/10/2012 12/11/2012 City Council Approval: 05/7/2012 µForest Park Basin Dredge 1 inch = 83 feet Spring Dredge Area Fall Dredge Area SUBJECT: Forest Park Beach Concession Recommendation PRESENTED BY: Jeffrey Wait, Superintendent of Special Facilities PURPOSE AND ACTION REQUESTED: Staff is seeking approval to pursue a three‐year independent agreement with Ruprecht Company DBA ‐ Raging Kitchen (Ruprecht) to provide food and beverage services at Forest Park Beach. BACKGROUND/DISCUSSION: At the conclusion of every independent contractor agreement, it is Parks & Recreation Department policy to re‐bid the service to ensure the Department is receiving the best possible service for its facilities and residents. The summer of 2012 was the conclusion of the Department’s three‐year agreement with Cassandra’s Concessions. At the end of the season, staff developed the bid documents and sent it to seven local businesses as well as placed a notice within two local news publications to solicit companies and/or individuals to bid. The seven packets and publication notices produced two proposals. One proposal stands out from the other; Ruprecht, a family‐owned meat company based in Mundelein, Illinois. The owner, Walter Sommers is a resident of Lake Forest. Mr. Walter has owned this 152 year old company for the last 50+ years. With strong ties to Lake Forest, Mr. Walter is looking forward to giving back to his community. Ruprecht has strong industry ties that will enable them to provide Forest Park Beach patrons with high quality, healthy food and beverage selections. Ruprecht meat products contain no hormones or additives and are all natural. Their high quality products are sold to companies like Trader Joes and Whole Foods. Additionally, Ruprecht has excellent relationships with other vendors such as Pepsi, Haagen‐Dazs and others to bring to Forest Park Beach. This is a new business venture for Ruprecht and Lake Forest would be their first client. Ruprecht’s Corporate Chef, Steve Chiappetti, will oversee operations at the beach. Mr. Chiappetti has received several culinary awards and served on the Board of Trustees for Kendall College and the Board of Directors for the American Institute of Wine & Food. He has owned and operated restaurants in Chicago including Mango and Grapes, both three‐star restaurants. The below table is the submitted rents from the two proposals. Ruprecht is offering just over 66% more per year than the other proposal. Vendor First Year Second Year Third Year Ruprecht Company $10,000 $10,500 $11,000 Cassandra’s Concessions $6,000 $6,120 $6,242 CONCLUSION: Ruprecht Company with its line of high quality, healthy selections, strong business ties to other quality brands and its significant rent proposals make it the ideal choice to provide food and beverage service to the patrons of Forest Park Beach. RECOMMENDED PARK BOARD ACTION: Approval to pursue the development of a three‐year independent agreement with Ruprecht Company DBA – Raging Kitchen to provide food and beverage service at Forest Park Beach. 12/6/2012 1 Stirling Hall Arts Center •1997 The City of Lake Forest purchases the site and establishes the Grove Cultural Campus. •2001 Lake Forest Recreation Department develops plan to renovate Stirling Hall into an arts center. •2002 The Stirling Hall Arts & Activities Center opens. Stirling Hall Arts Center History 12/6/2012 2 Stirling Hall Arts Center Renovation Stirling Hall Arts Center Facts •Since opening in Oct 2002 Stirling Hall has served over 5000 students, children and adults alike. •Stirling Hall has met the cultural arts needs for 1285 families during that time. •On average Stirling Hall offers 70 hours of programming per week. 12/6/2012 3 Stirling Hall Arts Center by the Numbers Adult FY13* FY12 FY11 –Revenue $39,672 $69,838 $84,832 –Expense $25,595 $71,818 $80,511 –Net $14,077 ($1,980) $4,321 Youth FY13* FY12 FY11 –Revenue $49,448 $68,197 $84,397 –Expense $34,523 $78,904 $66,745 –Net $14,925 ($10,707) $17,652 –*reflects year to date Stirling Hall Arts Center by the Numbers Participation FY13* FY12 FY11 •Adult 102 198 263 •Youth 96 133 188 * reflects year to date 12/6/2012 4 Stirling Hall Arts Center Amenities Studio 1 ‐Glaze Room Studio 2 ‐Wheel Throwing Studio Stirling Hall Arts Center Amenities 12/6/2012 5 Stirling Hall Arts Center Amenities Studio 3 with Slab Roller Stirling Hall Arts Center Amenities Studio 4 –Hand Building Room 12/6/2012 6 Gallery Stirling Hall Arts Center Amenities Gas Reduction Kiln Raku Kiln Low Fire Electric Kilns (3)Soda Kiln Pit Fire Stirling Hall Arts Center Amenities 12/6/2012 7 Stirling Hall Arts Center Staff Rebekah Diamantopoulos Jones Oregon College of Art and Craft ‐Bachelor of Fine Arts Studio Artist ‐Functional and Sculptural ‐Porcelain Exhibitor for the Smithsonian annual craft show Stirling Hall Arts Center Director Adult Art WINTER 2013 OFFERINGS Intermediate Wheel ‐Monday Introduction to Wheel ‐Wednesday Still Life Oil Painting ‐Wednesday Mosaics ‐Thursday or Friday Handbuilding & Throwing Open Studio January ‐March Stirling Hall Arts Center Programs 12/6/2012 8 Youth Art WINTER 2013 OFFERINGS Art Attack ‐Monday Youth Wheel ‐Monday Youth Ceramics – Tuesday/Wednesday Drawing & Painting – Thursday Holiday Workshops Birthday Parties Scout Specific Badges January ‐March Stirling Hall Arts Center Programs TWIGS Stirling Hall Arts Center Events 12/6/2012 9 Annual Holiday Art Sale Stirling Hall Arts Center Events