PARKS & RECREATION BOARD 2013/02/19 Packet
THE CITY OF LAKE FOREST
PARKS AND RECREATION BOARD
February 19, 2013
6:30PM
MUNICIPAL SERVICES FACILITY
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. APPROVAL OF MINUTES
A. Approval of the December 11, 2012 Parks and Recreation Board
Meeting (January 15, 2013 meeting was canceled)
III. EMERALD ASH BORER COMPREHENSIVE PLAN—Presented by Chuck Myers,
Superintendent of Parks & Forestry and Peter Gordon, City Forester
IV. FITNESS CENTER CAPITAL EQUIPMENT PURCHASE—Presented by Jason
Busdeker, Fitness Manager
V. SPOTLIGHT: FITNESS CENTER SERVICES—Presented by Jason Busdeker,
Fitness Manager
VI. DIRECTOR’S REPORT
A. Sandwedge Grill Status Report
B. Upcoming Meetings
C. Upcoming Programs and Events
D. Other
VII. COMMENTS BY BOARD MEMBERS
VIII. OPPORTUNITIES FOR THE PUBLIC TO ADDRESS THE BOARD ON ITEMS NOT
LISTED ON THE AGENDA
IX. ADJOURNMENT
The City of Lake Forest
Parks and Recreation Board
Meeting Minutes
December 11, 2012
I. Call to Order
The Parks and Recreation Board Meeting were called to order by Chairman Volkmann at
6:32 p.m. The following were present:
Board Members: Mr. David Brush
Mr. Steve Hill
Mr. Dan Jasica
Ms. Lauren Turelli
Mr. Curt Volkmann, Chairman
Mr. Skoo Walker
Mr. Daniel Saffrin, Student Member
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. Welcome to New Board Member, David Brush
Chairman Volkmann welcomed Mr. David Brush to the board.
III. Approval of Minutes
The meeting minutes of the October 9, 2012 Park & Recreation Board meeting were
presented.
Board Member Jasica moved for approval of the minutes as amended and Board Member
Hill seconded. The Board meeting minutes of the October 9, 2012 meeting were then
unanimously approved.
IV. Lakefront Revetment & Site Investigation Study – Preliminary Report
Mr. Dan Veriotti, Project Manager and Project Coastal Engineer from Baird & Associates,
Ltd. provided a preliminary status report on their site study of the revetment walls at Forest
Park Beach. Mr. Veriotti gave the board a project overview, some information regarding
previous studies at the beach and information on the current study, including data
collection, data analysis and the summary and recommendations. The report indicated that
the revetment walls were performing as designed and no immediate concerns need to be
addressed. However, the report identified some concerns with sand particle size and its
impact on performance of the beach cells. The report recommends further study of the sand
in upcoming years. A discussion followed regarding the study and future timing
considerations.
V. Revised Lakefront Boat Basin Dredging Policy
Superintendent Jeff Wait gave a presentation regarding the criteria of the Lakefront boat
basin’s second dredge. The two changes that are recommended are the date of the last
reading and expanding the area for second dredging. Chairman Volkmann asked where the
dredged sand is deposited. Superintendent Wait responded the sand is discharged into a
pipe on the south end of the lakefront area. Board Member Jasica wanted to know why the
change of the date for the last reading is important. Superintendent Wait responded that
the original date was put into place because of the time needed to get the crane to the
beach and that is not needed at this point.
Requested Action: Approval of the revised Lakefront Boat Basin Dredging Policy,
becoming effective in FY ‘14.
A motion was made by Board Member Jasica to approve the revised Lakefront Boat Basin
Dredging Policy, becoming effective in FY ‘14. The motion was seconded by Board
Member Hill. The motion was passed.
VI. Lakefront Food Concession Agreement
Superintendent Wait gave a presentation on the Lakefront food concession agreement
including a background on why a new vendor was being sought. He gave an overview of the
company, Ruprecht, which was chosen from the RFP process. He reviewed the menu and
the rent proposal from Ruprecht. Board Member Turelli asked how the pricing of the menu
was. Superintendent Wait responded that the pricing was reasonable and gave a few
examples. Board Member Brush inquired about the food allergy policy for Ruprecht. Two
representatives from Ruprecht answered that there is nutritional values available for every
food that is produced and they would be able to provide them. There is no guarantee that
the products were not produced without nuts in the area. However, if a need arose they
would be able to produce a nut free product.
Board Member Hill asked if Ruprecht is the same company that provides Steakhouses with
their meat. Ruprecht representatives responded yes. He also had some concern as to the
effect this change would have on the current concession company and asked if that was
looked at. Superintendent Wait responded that he did not know the answer. Board
Member Jasica also wanted to know if the bid from Ruprecht also included the golf course,
to which staff responded no as that they were very different business models. Chairman
Volkmann shared his concerns regarding the new venture for Ruprecht. Ruprecht assured
him that they have been in the restaurant business for a long time and with their experience
and commitment they are looking to make this and future ventures work. Student Member
Saffrin asked if the agreement with Ruprecht is not approved would they look to stay with
the current vendor or go off in another direction. Superintendent Wait answered that they
would probably work with the current vendor but make some improvements. Director Van
Arsdale added that the City has a clause in the agreement regarding performance of any
vendor.
Requested Action: Approval to pursue the development of a three‐year agreement with
Ruprecht Company DBA – Raging Kitchen to provide food and beverage service at Forest
Park Beach.
A motion was made by Board Member Turelli to approve the development of a three‐year
independent agreement with Ruprecht Company DBA – Raging Kitchen to provide food
and beverage service at Forest Park Beach. The motion was seconded by Board Member
Jasica. The motion was opposed by Student Member Saffrin. The motion was passed.
VII. Spotlight: Stirling Hall Arts Center
Joe Mobile, Recreation Manager, gave an overview of the Stirling Hall Arts Center. He
reviewed the history of Stirling along with the financials and participation of classes. He
gave the board a “tour” of the facility by letting them know about all of the different
techniques used in ceramics and the rooms located at Stirling that each of these take place
in. Manager Mobile also shared that the rooms at Stirling may be rented out. Stirling is the
only studio in the area that provides the students with five different selections of firing
methods. Manager Mobile then introduced the new Stirling Hall Arts Center Director,
Rebekah Diamantopoulos Jones who started with the Center in August. Board Member Hill
asked if the revenue from the Stirling Hall Art Show goes to the artist or the center.
Manager Mobile responded that the Center does receive a percentage of the proceeds.
Board Member Turelli asked if there was a breakdown of resident vs. non‐resident
attendance at the classes. Manager Mobile responded that the adult classes are more non‐
resident driven but the youth classes are more resident driven; he did not have the exact
numbers with him.
VIII. Director’s Report
Mary Van Arsdale, Director of Parks & Recreation announced that she would be revamping
the sub‐committee assignments for the board due to the change in members. She
mentioned that due to a conflict at City Hall, next month’s Board meeting will be held at the
Municipal Services building at 800 N. Field Drive at 6:30 p.m. on February 19, 2013 and will
not be televised. The following items were also mentioned:
The golf course is officially closed
Frost Fest is tentatively scheduled for January 12, 2013 from 1‐3 p.m.
All‐inclusive passes are now on sale at the Rec Center
The Wildlife Discover Center will have extended hours over winter break
The Polar Express will also be coming up soon.
IX. Comments by Board Members
There were no comments.
X. Opportunities For The Public To Address The Board On Items Not Listed On The Agenda
There were no comments.
XI. Adjournment
Board Member Hill moved to adjourn the meeting. Board Member Jasica seconded. The
meeting was adjourned at 8:03 p.m.
Respectfully Submitted
Tricia Schwall
Administrative Assistant
TO: Park Board
FROM: Chuck Myers, Superintendent of Parks & Forestry
CC: Mary Van Arsdale, Director of Parks & Recreation
DATE: February 15, 2013
RE: Emerald Ash Borer (EAB) Management Plan & Resident Guide to EAB
The draft version of the recently completed EAB Management Plan is now ready for your review. It will
be sent on Friday, February 15th as a separate email due to its size. I will be provide the Park Board with
a more detailed specific report on staff’s recommendation, rationale and highlights of the plan at the
Tuesday, February 19th meeting.
As you know, trees are key components of the urban environment and contribute greatly to the quality
of life in Lake Forest. The plan gives a brief population analysis, along with recommendations for short
and long term planning strategies that will help plan for and minimize the impact of EAB on Lake Forest’s
urban forest and forestry program. The Resident Guide will be available to residents online or a hard
copy can be obtained at Municipal Services. The guide gives residents general information on EAB along
with some options for treatment, removal and reforestation.
In August 2012, Davey Resource Group, a division of The Davey Tree Expert Company, conducted a
partial inventory of all public trees along the street rights‐of‐way. The City of Lake Forest staff
completed the street tree inventory in January of 2013. The major findings include the following (see
Appendix D):
The genus Fraxinus (ash) comprises 19.05% (4,461 trees) of the total inventoried tree population
(23,420 public trees). There were 4,432 ash trees found along the street rights‐of‐way adjacent
to homes and businesses and 29 ash trees found in other public spaces.
The breakdown of relative age within the ash population is 15% young, 45% established, 37%
maturing, and 3% mature. Young trees have 0‐ to 6‐inch diameters, established trees have 7‐ to
12‐inch diameters, maturing trees have 13‐ to 24‐inch diameters, and mature trees have 25‐inch
and greater diameters.
The majority of the ash population (60.1%) was in Fair condition.
Key Points from the EAB Management Plan:
Perform annual tree inspections and keep an up‐to‐date inventory by recording all population
changes and work performed in TreeKeeper®. The proper identification of trees and assessment
of their existing condition is necessary to successfully manage a pest outbreak or occurrence
(see page 6).
Emerald Ash Borer (EAB) Management Plan & Resident Guide to EAB
February 15, 2013
Page 2
To facilitate future management decisions, this Management Plan should be annually updated
with accurate tree records. The current management recommendations include removing all
ash 10 inches DBH and below, removing all ash in Poor, Critical, and Dead condition, treating the
remaining desirable trees in the population, and replacing removed trees (see page 8‐13).
Understand the economic threshold level. The economic threshold is the level in which the costs
involved in managing a pest infestation overshadow the value that a tree or plant is providing. In
an urban situation, the economic value of a tree can be tied to the benefits that a tree provides
(see page 4‐5 & Appendix E).
These benefits include, but are not limited to, aesthetic, environmental, and cultural benefits.
This concept, on a general level, amounts to determining whether or not a tree is worth the
costs of mitigation against a pest problem compared to its value to the community (see page 4‐5
& Appendix E).
Proactive, regular monitoring is perhaps the most important part of a pest management
program. Monitoring pest activity can be done using a variety of techniques, including visual
inspection, and, in some cases, use of specialized traps (see page 19).
We understand that these documents are large and would like to point out the pages that may be of the
most interest to you. Please refer to pages 8‐13 for the Management Recommendations and Appendix
E for the 10‐Year Budget Table.
I look forward to answering questions you may have and discussing any aspect of the draft plan at the
meeting. Our timeline is to present the completed plan, with any revisions needed, at the March 4th City
Council Meeting.
Chuck Myers
Superintendent of Parks & Forestry
847‐810‐3565
SUBJECT: Approval of Capital Expense for Fitness Center Treadmills
PRESENTED BY: JASON BUSDEKER, FITNESS CENTER MANAGER
PURPOSE AND ACTION REQUESTED: Staff requests approval for capital expenses for replacement of five
LifeFitness treadmills by awarding the equipment purchase through National Joint Purchasing Alliance
(NJPA).
BACKGROUND/DISCUSSION: The existing treadmills originally purchased in February 2007 have reached
the end of their useful life. The average lifespan of a treadmill is 5‐7 years. The purchase is part of a
regular replacement schedule. The longer the existing treadmills remain in use, the increase likelihood
of increase maintenance costs and possible safety hazards. Poor equipment also negatively impacts
revenue potential. Staff will trade in six existing treadmills to help offset the cost of the five new
treadmills. The extra space from trading in the sixth treadmill will be used to add a smaller piece of
fitness equipment from our operational budget.
Whenever replacing equipment, we typically like to revisit our equipment type and bring in
demonstration options to receive feedback from current membership. Currently the Fitness Center has
all PreCor treadmills and staff opted to bring in a LifeFitness treadmill for membership consideration.
LifeFitness has been one of the leading brands of fitness equipment for the last several years. LifeFitness
offers top quality equipment proven to be able to handle high volume usage found in public fitness
facilities. Members were asked to complete a short survey comparing the existing Precor treadmills and
the LifeFitness treadmill. The results of the survey favored the purchase of the LifeFitness treadmill for
our upcoming replacement. By offering two different brands of treadmills, it will also offer variation to
the Fitness Center members.
BUDGET/FISCAL IMPACT: Funding for this project is part of the annual equipment replacement plan.
The purchase will be made through National Joint Purchasing Alliance (NJPA). National Joint Purchase
Alliance is a national municipal purchasing agency. They have gone through the bid process for fitness
equipment and the bid was awarded to LifeFitness (contract #021512‐LFF) effective June 2012. The City
of Lake Forest has held a current membership with NJPA since 1/31/10.
NJPA LifeFitness Expense Overview:
5 Treadmills $46,296.00
Installation $2,105.75
Volume Discount ($16,241.00)
Trade‐ In Discount ($3,300.00)
Total Costs $28,860.75
Below is a summary of Project Budget:
FY13 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
Capital Fund $30,000 $28,860.75 Y
RECOMMENDED PARK BOARD ACTION: Approval to purchase 5 LifeFitness treadmills in the Fitness
Center for the total of $28,860.75 funded from the Capital Improvement Fund.
LAKE FOREST FITNESS CENTER
Personal TrainingGroup Exercise ClassesTennis Court Sports (Squash, Racquetball & Wallyball)ChildcareLake Forest Fitness Center
Lake Forest Fitness Center1,252 MembersOver 30 pieces of Cardio EquipmentTreadmills, elliptical, steppers & bikesOver 30 pieces of Strength EquipmentSelectorized, cable systems, free weights & dumbbellsPersonal TrainingIndividualBuddy TrainingYouth and AdultFloor Supervisors
Lake Forest Fitness CenterFY13 (year to date)FY12 FY11Revenue $365,405 $542,130 $519,172Expense $329,312 $513,275 $505,624Net $36,093 $28,855 $13,548Members 1252 1290 1413FY13 (Thru Dec ’12) Fy12 (Thru Dec ‘11)NetRevenue $365,405 $344,730 $20,675Expenses $329,312 $322,145 $7,167
Over 40 classes offered each weekStrength, Cardio, Yoga, Pilates, DanceVaries based on season and participationOpen to Members, Residents and Non‐ResidentsSign up can be done by Daily Drop‐In Fee, Punch Card or Registration.Group Fitness Classes
Unlimited Punch Pass ClassesAccess to ALL Punch Pass Classes for 1 YearFitness Center Members ‐$279/yearResidents ‐$620/yearClasses can be as low as $2.02/class24 All Access Passes Sold January 1 – February 10, 2013Group Fitness Classes
What’s NEW in 2013BoxingThursday 9:30am & 4:00pmSaturday 8:00amSunday 10:00am & 11:00amDefinitionsMonday 6:00pmExpress Abs Monday 7:00pm (20 min)Body BlastTuesday 6:00amFunctional Weights & TRXTuesday 6:30pmGroup Exercise Classes
College Park Athletic ClubFall ‘12 Started 4thyear working with CPACYear round Indoor and Outdoor programsOffer classes for adults and youthNEW ‐Quick Start Classes at Rec CenterStarting Spring Session 2012Tennis
FY13 (Thru Dec ‘12)FY12 FY11Revenue $59,330 $69,399 $64,287Expenses $35,305 $58,378 $51,158Net $24,025 $11,012 $13,129TennisFY ‘13 (Thru Dec ’12)FY12(Thru Dec ’11) NetRevenue $59,330 $62,031($2,701)Expenses $35,305 $44,123($8,818)
Squash ProgramsYouth and Adult programsLake Forest AcademyLake Forest Country Day SchoolRacquetball LeaguesStarting week of Jan. 14Court Sports
Serena Carbonell ‐New Squash Professional2ndTeam All American at Trinity College (CT)US Squash Level 1 Coach and RefereeJoined Recreation Department in August 2012Started Adult Squash League in January 2013 –10 playersStarting Jr. Squash League in February 2013Hosted Women’s Collegiate Squash Match –November 2012Notre Dame, U of Minnesota, Washington U (St. Louis)Hosted High School Invitational with Onwentsia Club– January 11‐13 Teams from Onwentsia Club, LifeTime Fitness, Chicago and St. Louis, MOCourt Sports
FY13 (Year to Date) FY12 FY11Revenue $11,384 $27,347 $23,722Expenses $7,892 $18,621 $28,181Net $2,649 $8,726($4,459)*Court SportsFY13 (thru Dec ‘12)FY12 (Thru Dec ‘11)NetRevenue$11,384 $15,252($3,868)Expenses$7,892 $10,842($2,950)*Negative variance in FY11 due to Full Time staff costs.
February Promotion