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PARKS & RECREATION BOARD 2013/11/19 PacketPARKS AND RECREATION BOARD TUESDAY, NOVEMBER 19, 2013 6:30PM at CITY HALL LAKE FOREST, ILLINOIS AGENDA I. CALL TO ORDER & ROLL CALL Curt Volkmann, Chairman David Brush Steve Hill Dan Jasica Charlie Kohlmeyer Lauren Turelli Paul “Skoo” Walker Wil Dixon, Student Member II. APPROVAL OF MINUTES* A. Approval of September 17, 2013 Minutes B. Approval of October 15, 2013 Committee of the Whole Minutes III. OPPORTUNITIES FOR THE PUBLIC TO ADDRESS THE BOARD ON ITEMS NOT LISTED ON THE AGENDA IV. SPOTLIGHT : LAKE FOREST OPEN LANDS ASSOCIATION—Presented by President John Sentell V. REPORT ON PARK GRANTS—Presented by Superintendent Chuck Myers VI. APPROVAL OF FY15 CAPITAL IMPROVEMENT PROJECTS—Presented by Director Mary Van Arsdale* VII. APPROVAL OF ATHLETIC FIELD PROGRAM USE FEES—Presented by Manager Anthony Anaszewicz* VIII. WEST PARK ICE RINK BACKGROUND INFORMATION REPORT—Presented by Supervisor Rich Paulsen IX. DIRECTORS REPORT X. COMMENTS BY BOARD MEMBERS XI. ADJOURNMENT * Action item The City of Lake Forest Parks and Recreation Board Meeting Minutes September 17, 2013 I. Call to Order The Parks and Recreation Board Meeting were called to order by Acting Chairman Dan Jasica at 6:30p.m. The following were present: Board Members: Mr. David Brush Mr. Steve Hill Mr. Dan Jasica, Acting Chairman Ms. Lauren Turelli Mr. Skoo Walker Mr. Wil Dixon, Student Board Member Staff: Ms. Mary Van Arsdale, Director of Parks and Recreation Ms. Sally Swarthout, Superintendent of Recreation Mr. Jeff Wait, Superintendent of Special Facilities Mr. Rob Carmichael, Program Manager, WDC Ms. Tricia Schwall, Administrative Assistant KemperSports: Mr. Steve Skinner, CEO, KemperSports Mr. Mike Williams, Regional Operating Executive, KemperSports Mr. Brendon McCarthy, Regional Marketing Executive, KemperSports Mr. Rick Walrath, General Manager, Deerpath Golf Course Special Guests: Mr. Mike Adelman, Alderman Mr. Craig Culp, Executive Director, NSSRA Mr. Gary Chan, Chairman, Golf Advisory Committee Mr. Tim Newman, Member, Golf Advisory Committee II. Approval of Minutes The meeting minutes of the July 16, 2013 Park & Recreation Board meeting were presented. Board Member Brush moved for approval of the minutes and Board Member Walker seconded. The Board meeting minutes of the July 16, 2013 meeting were then unanimously approved. The meeting minutes of the August 28, 2013 Committee of the Whole Park & Recreation Board meeting were presented. Board Member Hill moved for approval of the minutes and Board Member Turelli seconded. The Board meeting minutes of the August 28, 2013 meeting were then unanimously approved. III. Opportunities for the Public to Address the Board on Items not Listed on the Agenda There were no comments. IV. Deerpath Golf Course A. State of the Industry Report – KemperSports, Inc. CEO of KemperSports, Steve Skinner gave an overview of where KemperSports is with Deerpath Golf Course, the state of the industry as a whole, and what they have been able to accomplish. Mr. Skinner explained that when KemperSports was brought on two years ago, the goal was to maximize the green fees, cart fees and revenue generated by the golf course; increase utilization of the golf course; expand merchandise offerings and sales; and improve customer service. Mr. Skinner shared the industry trends for the 2013 golf season for rounds played nationwide and throughout Chicago, noting that rounds are down over 15% in Chicagoland. He went on to share that Deerpath is up in revenues, merchandise sales and rounds. He spoke on the increase in the Daily Fee Rounds and how that can balance out the loss in memberships. B. Year to Date Fiscal and Operations Report – Rick Walrath General Manager, Rick Walrath shared some of the KemperSports accomplishments over the past two years. These include re-branding, new website, new point of sale and technology package, third party vendors for tee times, increase customer communication and enhanced member offerings and resident outreach. He noted that Deerpath’s website is the biggest driver for tee times booked online. He spoke about course utilization and noted that last year through August utilization was at 46% on weekends, this year the rate is 51.7%. Merchandise sales have increased 45% since the 2011 season. Mr. Walrath spoke of the strategic improvements that have been made to the course. These improvements include updating the golf shop, marketing the permanent tee time program, partnership with the Golf Advisory Committee, assuming the food & beverage operations, assistance in the deep well project and establishing customer feedback initiatives. Mr. Walrath shared the goals for 2014 consisting of increasing revenues through daily fees, enhancing membership offerings, enhancing food & beverage offerings, improving customer service, assisting with growing Junior golf and Deerpath golf academy, heightening family golf experience and tee games for members and developing small group business within the community. Board Member Hill asked what the golf course can do strategically to win. Mr. Walrath replied that strategically it could be growing the daily fee business, making capital improvements, and generally investing in the asset including the deep well. Acting Chairman Jasica followed up with asking if there were any other investments that could happen other than the deep well. Mr. Skinner replied that adding a tent or pavilion for outings would be a good investment but followed up with the lack of space at Deerpath. Director Van Arsdale added that the work being done on the Route 41 underpass and detention project may give the possibility of changing some of the holes on the course which would enhance the course. Acting Chairman Jasica asked what KemperSports has learned from the customer feedback surveys that they have done. Mr. Walrath commented that member’s reaction to conditions on the course was surprising and the positive feedback on course employees that has been received. Acting Chairman Jasica asked about the difference between what was projected for 2013 and what has actually happened. Mr. Walrath gave a brief explanation on the differences. Board Member Walker added that he feels that KemperSports has done a great job. He asked if they had done surveys regarding the “tee to green” condition to people who play the course. Mr. Walrath responded that a survey would be a great opportunity to pursue. Members of the Golf Advisory Committee Mr. Gary Chan and Mr. Tim Newman gave a summary of work the committee has done with KemperSports. Chairman Chan added that the committee supports continuing the contract with KemperSports and the recommendation for 2014 fees. C. Kemper Agreement for 2014 Golf Season – Superintendent Wait Superintendent Wait asked for approval to continue the KemperSports Management contract for the 2014 golf season. He gave a brief background of how KemperSports came on board with the golf course and a summary of what Mr. Skinner spoke of in the State of the Industry presentation and the Fiscal and Operations Report that was given by Mr. Walrath. Requested Action: Approval to recommend to City Council the continuation of KemperSports Management services for the 2014 golf season, ending on April 30, 2015, in accordance with the contract. A motion was made by Board Member Brush to recommend to City Council the continuation of KemperSports Management services for the 2014 golf season, ending on April 30, 2015, in accordance with the contract. The motion was seconded by Board Member Hill. The motion passed. D. Deep Well Research Report & Recommendation – KemperSports, Inc. Mr. Mike Williams, Regional Operating Executive, KemperSports gave an overview of the Deep Well Report that was provided by KemperSports, Inc. He shared the golf course’s water usage over the past ten years. He expects it would take approximately 15 years to see a return on the investment. Board Member Brush asked about the placement of the well and if was indeed the best place for it. Mr. Williams responded yes because of the irrigation system that is currently in place and adjacent utilities. Student Member Dixon asked what the possibilities of completing the project under the original $1.2m cost estimates. Mr. Williams replied that it would be in building materials and the size of the pump. Director Van Arsdale reminded the board of the requested action to be taken on this project and what would need to be done moving forward. Board Member Brush asked if we had worked with Public Works to see if putting this money into the pumping station would be beneficial. Director Van Arsdale responded that they have done some brainstorming but not a lot. Board Member Hill asked if there was going to be a negative impact on Lake Forest residents if the golf course no longer uses water supplied by the City. Director Van Arsdale responded that the Director of Public Works, Michael Thomas is looking into this but they do not anticipate any impact. A brief discussion followed regarding the impacts the well would have on the wetlands, hospital or the Route 41 work that is happening. Requested Action: Endorsement of the recommendation provided in the KemperSports, Inc. Deep Well Research Report and requests that City Council give further consideration to adding a deep well at Deerpath Golf Course. A motion was made by Board Member Hill to endorse of the recommendation provided in the KemperSports, Inc. Deep Well Research Report and requests that City Council give further consideration to adding a deep well at Deerpath Golf Course. The motion was seconded by Board Member Brush. The motion passed. E. Proposed FY15 Golf Fees (2014 Season) – Jeff Wait Superintendent Wait gave an overview of the FY 2015 golf fee recommendations. Staff recommends no increase on resident seasonal memberships if the membership is purchased prior to 2/15/14, after this date increase of 3%, no increase to non-resident seasonal memberships and continue to offer 25% discount card on any golf shop purchase with a membership purchase before the 2/15/14 deadline. A discussion followed regarding the new cancellation policy for Permanent Tee Times that was put into place this past year. Staff indicated that the program had gone very well , resulting in the ability to sell open prime time tee times at a premium revenue rate. Requested Action: Approval of FY 2015 Deerpath Golf Course fees, effective when sales begin for the 2014 golf season, anticipated in January 2014. A motion was made by Board Member Walker to approve the FY 2015 Deerpath Golf Course fees, effective when sales begin for the 2014 golf season, anticipated in January 2014. The motion was seconded by Board Member Turelli. The motion passed. V. Annual Special Facility Fee Recommendations for FY ‘15 A. Lakefront Permit Fees for Fiscal Year 2015 Superintendent Wait presented the fee structure for the lakefront permit fees for FY ’15. Staff is recommending a 2.5% increase to all permit fees with the following exceptions: 1) No changes to the Nanny, Senior Caregiver, Resident Guest, Non-Resident Access Fees and Non-Resident Daily Ramp Launch; 2) Increase Senior Year Round and Seasonal Permit Fee, 17% and 13% respectively, to achieve the 25% discount and change the price differential on rack storage space. Board Member Hills asked if comparisons have been made to other communities in the area. Superintendent Wait replied yes. A motion was made to approve staff’s recommended actions and seconded but was withdrawn to pursue a discussion of storage rack rates. A discussion ensued regarding the fees for the sand storage rack and how Lake Forest fees compared to Lake Bluff fees. Board Member Hill asked how to modify fees that might result in full utilization of the rack. Acting Chairman Jasica asked for a motion to be made to approve the proposed fee structure for FY 2015 as presented with the exception of the rack fees and for staff to bring the rack fees back to the Board before going before City Council. A second motion was made by Board Member Hill to approve the proposed fee structure for FY 2015 as presented with the exception of the rack fees and have staff present the rack fees at the October 15, 2013 meeting. The motion was seconded by Board Member Brush. The motion passed. B. Lake Forest Fitness Center Recommended Fees for FY 2015 Superintendent Wait presented the fee structure for the fitness center for FY ’15. Staff is recommending increasing all memberships by 2.5% with the exception of the Senior Individual and Couple rates as well as the all-inclusive group exercise passes. Requested Action: Approval of the proposed fee structure for FY 2015 as presented and direct staff to seek City Council approval. A motion was made by Board Member Turelli to approve the proposed fee structure for FY 2015 as presented and direct staff to seek City Council approval. The motion was seconded by Board Member Walker. The motion passed. VI. Wildlife Discover Center Use Agreement Program Manager Carmichael gave an overview of Elawa Farm and the Wildlife Discovery Center. He described to the board members what a use agreement is and why it needs to be in place. A discussion followed regarding the use agreement and the other tenants within the building. Board members expressed the desire to ensure that the Wildlife Discovery Center continued to be considered a priority when it came to access and priority of space with the ability to evolve or expand in the future. Requested Action: Recommend to City Council approval of the Wildlife Discovery Center Use Agreement for the term of May 1, 2013 through April 30, 2024, including the first year amount of $24,974.55. A motion was made by Board Member Turelli to approve the Wildlife Discovery Center Use Agreement for the term of May 1, 2013 through April 30, 2024, including the first year amount of $24,974.55. The motion was seconded by Board Member Brush. The motion passed. VII. Adoption of North Suburban Special Recreation Association’s Capital Plan Mr. Craig Culp, Executive Director, NSSRA gave a brief overview of the NSSRA Capital and Facility Acquisition Plan that was presented to the board back in March 2013. Nothing has changed with the exception of the addition of a 20-year bond demonstration to help clarify the financials. A short discussion ensued regarding why this was brought back to the board and where it goes from here. Director Van Arsdale indicated that in March the Board only heard a presentation but was not asked to endorse the plan. At this meeting, staff is seeking the endorsement of the plan and to approve funds for NSSRA capital needs. Board Member Turelli asked why there was an increase in FY ’19. Mr. Culp responded that is when the bond payment starts. Requested Action: Park and Recreation Board endorse the NSSRA Capital and Facility Acquisition Plan and direct staff to include the funding per partner capital expense as detailed in the plan as part of the 2014 NSSRA proposed budget. A motion was made by Board Member Hill to endorse the NSSRA Capital and Facility Acquisition Plan and direct staff to include the funding per partner capital expense as detailed in the plan as part of the 2014 NSSRA proposed budget. The motion was seconded by Board Member Brush. The motion passed. VIII. Director’s Report A. Northcroft Tennis Courts – Status Update i. Going to bid for repair and resurface in Spring 2014 B. Upcoming Programs and Events i. Resolution for the Joint Task Force with Lake Bluff Park District ii. Picnic in the Park – September 21 at Everett Park iii. Adopt-A-Beach @ McCormick Beach – September 14 iv. Sailing – Great Oaks National Qualifier – October 5 & 6 v. Sailing Halloween Spectacular – October 26 & 27 vi. Croctoberfest – October 19th vii. Raging Kitchen still open on Saturdays and Sundays 8am-3pm through October 13th viii. Fitness Center has no initiation fees the month of September IX. Comments by Board Members There were no comments. X. Adjournment Board Member Brush moved to adjourn the meeting. Board Member Hill seconded. The meeting was adjourned at 9:00 p.m. Respectfully Submitted Tricia Schwall Administrative Assistant The City of Lake Forest Parks and Recreation Board Committee of the Whole Meeting Minutes October 15, 2013 I. Call to Order The Parks and Recreation Board Meeting was called to order by Acting Chairman Hill at 6:30p.m. The following were present: Board Members: Mr. Steve Hill, Acting Chairman Mr. Dan Jasica Mr. Charlie Kohlmeyer Ms. Lauren Turelli Mr. Skoo Walker Mr. Wil Dixon, Student Member Staff: Ms. Mary Van Arsdale, Director of Parks and Recreation Ms. Sally Swarthout, Superintendent of Recreation Mr. Jeff Wait, Superintendent of Special Facilities Mr. Jason Busdecker, Fitness Manager Mr. Peter Gordon, City Forester II. Approval of FY ’15 Watercraft Storage Rack Fees Superintendent Wait gave an overview of the Watercraft Storage Rack Fees for the Lake Bluff Yacht Club. He then highlighted the changes that were proposed based on feedback from the COTW Park Board meeting in October to better align with this comparable facility. A short discussion followed regarding the changes in the fees and the fact that Forest Park Beach also provides parking capabilities that Lake Bluff does not. Requested Action: 1. Establish the Seasonal Rack Storage Fee at $315 (-23% of FY ’14 rate) for residents. The resident senior rate would be $236. The non-resident rate would be $945. 2. Establish a Yearly Rack Storage Fee at $540 (-19% of FY ’14 rate) for residents. The resident senior rate would be $405 and the non-resident rate would be $1,620. 3. The Yearly and Seasonal Sand Storage Rates would be set at the previous rack storage rates of $668 for residents, $501 for resident seniors and $2,004 for non- residents. A motion was made by Board Member Jasica to approve the proposed fee structure for Watercraft Rack Storage Fees and establish the Watercraft Sand Storage Fee for FY ’15 as presented and direct staff to seek City Council approval. The motion was seconded by Board Member Walker. The motion unanimously passed. III. Discussion of FY ’15-’19 Capital Improvement Program Director Van Arsdale gave a financial refresher of the two separate funds that are used for Capital Projects. They are the Capital Fund and Park & Public Land Fund. She explained that there is approximately $383,000 in the Park & Public Land fund, which is funded primarily by impact fees, therefore requiring that any project using these funds must for the public to access and enjoy. Staff reviewed the plan and made adjustments to the plan based on a number of influencers such as scope of project, ability to partner, safety concerns and importance to maintaining critical revenue streams. The projects for discussion that evening were for FY ’15 only as that City Council only approves funding for one fiscal year. The projects need to be ranked from highest priority to lowest. Board Member Walker asked about the impact fees and where they come from. Director Van Arsdale responded that it would be from new development such as Amberley Wood, fees from subdividing larger properties, corporate expansions, etc. Director Van Arsdale explained that there is $150,000 that is funded from the Fund 220 Operations, not Capital Fund for Capital Fleet Equipment. The Department in conjunction with the City’s Technology Department also issued an RFP to hire a consultant to conduct a needs analysis for software for the Recreation Department. This project will also be funded from operations. Superintendent Wait and Superintendent Myers discussed the items that staff has identified as #1 capital projects for FY ’15 along with their rationalization and asked the Board to prioritize these items. 1. Selectorized Strength Equipment ($75,000) – This was deferred from last year. The equipment has reached its useful life, is a safety concern and supports the existing revenue stream. This is for the replacement of all of the equipment in the circuit. Director Van Arsdale reminded the board that this equipment was originally approved by the Park Board last year however when cuts had to be made it was the last item on the list meaning it had been given the lowest priority by the board therefore it was the first item cut. 2. Free Weight Equipment ($30,000) – Replacement of all free weight equipment that is beyond its useful life and supports the existing revenue stream. There are five pieces of equipment that would be replaced. Fitness Manager Busdecker explained to the board members how these pieces of equipment wear out. A brief discussion followed regarding the use of the equipment, being able to market these new pieces, the age of the equipment and whether or not the equipment is being replaced with new or refurbished equipment. 3. Tree Replacement Program ($150,000) – This is an ongoing program to replace dead and diseased trees along City rights of way, contributing to the aesthetics of the community. Superintendent Myers updated the board on the number of infested EAB trees that have been tagged throughout the City and the process that is followed to determine whether a tree will be tagged or not. Last year it was recommended by the board to budget $100,000 for tree replacement, $50,000 for EAB Removals and $50,000 for EAB Treatments. When staff took the plan to City Council they doubled all of them. Board Member Kohlmeyer asked how many trees can be replaced with the $150,000. A discussion followed regarding the replacement of trees and the importance of care once planted. 4. EAB Removals ($200,000) – Removal of designated ash trees as outlined in the City’s Comprehensive EAB Management Plan. Last year there was $150,000 budgeted and staff was approved to use $100,000 not knowing how many removals would be able to be completed. Staff will go back to City Council on November 2nd and request the other $50,000 to be spent over the winter months on removals. 5. EAB Treatments ($35,000) – Chemical treatment of designated ash trees as outlined in the City’s Comprehensive EAB Management Plan. Staff has looked at ways to reduce the cost of this and invested in purchasing our own injection devices. Based on this capability, staff feels we can reduce this amount by $15,000. Board Member Kohlmeyer asked why we weren’t treating more trees. Superintendent Myers and City Forester Gordon explained the process of selecting trees for treatment including size, condition, value and location. 6. Landscaping Replacement – City Leased & City Owned ($20,000) – To maintain a high level of landscape appearance around City properties. Last year the City Leased and the City Owned properties were listed separately with budgets of $20,000 each. A brief discussion followed regarding the areas within the City that are leased and owned. 7. Bike Master Plan and Maintenance ($100,000) – The trails are aging and in need of maintenance to improve quality and provide safe environment for users. Surface improvements will be focused at the McClory Bike Trail. Last year there was $100,000 budgeted for the bike master plan. This is being used in FY14 and FY15 for brush clearing and path maintenance. The following projects are from the Park & Public Lands Fund: 8. Everett Park: Tot Playground Equipment Replacement ($100,000) – The existing playground was built in 1996 and is in need of replacement to provide a safe and modern play structure for children. Replacement will also reduce maintenance. 9. Deerpath Park: Path Re-Configuration and Paving ($100,000) - Current path is in poor condition creating safety concerns. Project consists of removal of existing walking path on west end of park to avoid flooding/wet area due to proximity to creek and relocation of path in upland area immediately adjacent to baseball diamonds. Project also involves resurfacing of entire asphalt path and includes ADA required improvements. Trail is frequently too wet, will improve walking conditions for park users and minimize maintenance. 10. Deerpath Park: Tennis Court Re-Surfacing and Fencing ($80,000) - Resurfacing of the six tennis courts and replacement of the existing fence to improve the safety and playability of the court. A conversation followed regarding the school’s use of the path and the tennis courts and whether they should contribute to the financial aspect of the upkeep. Director Van Arsdale replied that she would reach out to the school district to discuss again. 11. West Park: Historic Building Study ($20,000) - Perform a study of park building in the Historic District to determine historic features. This will aid in developing plans to make future improvements to the building and the surrounding area. A discussion followed regarding the use of an historic building study and where the monies should come from. Board Member Turelli felt that there was a study done on the building a few years ago when they were trying to get landmark status for the building. Director Van Arsdale replied that staff would look into the existing study and bring it back to the board. Board Member Hill indicated he felt the scope of the study should be expanded to identify what kind of facility is needed in the park to support current and future recreation needs as well as value of maintaining the existing structure. A discussion took place between staff and board members regarding the prioritization of the Capital Fund items. The final outcome was: 1. Tree Replacement Program ($150,000) 2. EAB Removals ($200,000) 3. EAB Treatments ($35,000) 4. Selectorized Strength Equipment ($75,000) 5. Free Weight Equipment ($30,000) 6. Bike Master Plan and Maintenance ($100,000) 7. Landscaping Replacement – City Leased & City Owned ($20,000) The following projects are from the Park & Public Lands Fund: 1. Deerpath Park: Path Re-Configuration and Paving ($100,000) 2. Everett Park: Tot Playground Equipment Replacement ($100,000) 3. Deerpath Park: Tennis Court Re-Surfacing and Fencing ($80,000) 4. West Park: Historic Building Study ($20,000) IV. Director’s Report 1. Update on the BMX bike trail riding through the South Park woods 2. Coastal Management Grant for the Seminary Ravine 3. Ravine Engagement Forum at Gorton Community Center @ 7:00 on 10/17/13 4. Trees at the entrance to Golf Course have been removed 5. Forest Park update – the infrastructure work is underway 6. Native Plant Sale last Saturday – very well received 7. Croctoberfest 8. Dance Fundraiser at the Rec 9. Halloween Party at Rec Center 10. Sailing Regatta 11. Lake Forest/Lake Bluff Task Force members V. Comments by Board Members Board Member Turelli commented that Triangle Park looks great. VI. Adjournment The meeting was adjourned at 8:40 p.m. Respectfully Submitted, Tricia Schwall Administrative Assistant SUBJECT: Parks Grants Update PRESENTED BY: CHUCK MYERS, SUPERINTENDENT OF PARKS & FORESTRY, 847-810-3565 PURPOSE AND ACTION REQUESTED: Staff is presenting an update on current grant funding opportunities that the City is involved with. This agenda item is for informational purposes only and no action is being sought at this meeting. BACKGROUND/DISCUSSION: The City of Lake Forest’s Parks, Forestry and Cemetery Sections continues to seek additional funding through grant opportunities. We currently have a number of grants that have be applied for or are in the process of being developed. The attached table is a summary of those grants and the status of each one. RECOMMENDED PARK BOARD ACTION: No action is requested at this time. This topic is for informational purposes only. City Grants Update – November 2013 Grant Name Site Agency Lead Partners Amount Objective Status Lake Forest Ravine Education & Outreach Program Seminary/ McCormick Ravine IDNR L.F. Open Lands Association L.F. Collaborative for Environmental Leadership Project: $161K Grant: $74K Partners: $87K (46/54) Ravine Focus: Education, Outreach, Restoration Awarded Oct. 2014 Lake Forest Cemetery Ravine Restoration Plan Lake Forest Cemetery IEPA City of Lake Forest City of Lake Forest, L.F. Collaborative for Environ. Leadership Project: $744K Grant: $445K City: $299K (60/40) Ravine Restoration & Stabilization Application Submitted July, 2013 Ft. Sheridan Ravine & Coastal Restoration McCormick Ravine USACE Great Lakes Fisheries & Ecosystem Restoration U.S. Army Corps of Engineers City of Lake Forest, LCFPD, Openlands, Town of Ft. Sheridan Project Estimate: $15M McCormick: $3M (65/35) Ravine Restoration & Stabilization Has not been submitted Improving Habitat & Access to North Branch Chicago River Meadowood/ Elawa Parks National Fish and Wildlife Foundation Lake County Forest Preserve District LCFPD, City of Lake Forest, L.F. Open Lands, Private Donors Project: $10K Grant $5K City: $5K (50/50) Invasive plant removal, re- seeding, improved access Application Submitted Sept, 2013 Reconnecting Urban Forests: Oak Woodland Restoration Near Lake Michigan South McClory Bike Path Corridor, McCormick USDA Forest Service Lake County Forest Preserve District LCFPD, City of Lake Forest, L.F. Open Lands, Openlands Project: $10K Grant $5K City: $5K (50/50) Planting 75 Oaks at McClory Bike Path & McCormick Application Submitted Oct, 2013 Robert McClory Bike Path McClory Bike Path near East Train Station - TAP Chicago Metropolitan Agency for Planning City of Lake Forest City of Lake Forest Project: $955K Grant: $764K City: $191K (80/20) Improvements to Bike Path between Illinois Rd. & Woodland, Shelter Application Submitted Feb, 2013 M:\Recreation Board\Board Packets 2013\Board Mtg 11-19-2013\CIPCoverMemo.doc SUBJECT: PARKS AND RECREATION FY15-19 Capital Improvement Plan Projects PRESENTED BY: MARY VAN ARSDALE, DIRECTOR OF PARKS AND RECREATION PURPOSE AND ACTION REQUESTED: Staff is requesting approval of the FY15-19 Capital Improvement Plan. Funding approval is being sought for just FY15 projects as that the City approves expenditures for the upcoming fiscal year only. BACKGROUND/DISCUSSION: The attached documents include the proposed FY15 Capital Project List that was discussed at the October 15, 2013 Committee-of-the-Whole meeting as well as the 5-Year possible capital project list for FY15-19. As communicated in prior years, the City requires the capital projects be broken down into Priority #1 (most urgent and highly recommended for funding), Priority #2 (if funding is available should be considered) and Priority #3 (unlikely unless a donation or other funding source becomes available). Projects were ranked by the Park Board in order of importance based upon key impact factors as such as safety concerns, those critical to supporting existing revenue streams, years extended based upon useful life, and funding restrictions based upon dollars available from impact fees. All Park and Recreation capital projects that are not eligible for impact fees and/or were beyond available funding totals for impact fees under the Park and Public Land Fund are now placed in the City- wide Capital Improvement Fund. As a result, the Park and Public Land Fund only include projects that qualify via definition of impact fees and that match to dollars currently available. This year we estimate a total of $383,000 available in the Park and Public Land Fund. REVISIONS SINCE THE PARK BOARD COMMITTEE-OF-THE WHOLE MEETING ON 10/15/13: On October 28th, the Finance Director presented the City-wide list of projects seeking funding from the Capital Fund. The identified City-wide needs exceeded funding capabilities and projects were reduced or eliminated by directive from the City Manager from this year’s projects. Three Parks and Recreation items were impacted as noted on the attached chart for a total reduction of $60,000. Staff will review the projects and the changes at the meeting. The positive result is that all Park and Recreation requests continued to be funded if at a different level. As a reminder, the following projects will also be pursued by the department but are not included on the Capital Improvement List at this time due to other possible funding sources. These projects include: • McKinley Bike Grant • McCormick Ravine Restoration/Army Corp Project • ADA Transition Plan BUDGET/FISCAL IMPACT As you will note, staff is proposing a total of $610,000 for projects funded through the Capital Fund and $290,000 through revenues of the Park and Public Land Fund. The annual capital fleet replacement costs of $150,000 will continue to be funded from the Parks and Recreation operational funds. PARK BOARD ACTION: Approval of FY15 revised Capital Improvement Plan projects totaling $610,000 from the Capital Fund, $290,000 from the Park and Public Land Fund, and $150,000 from Park and Recreation Operations Fund, and as such, recommend staff to seek City Council approval. Park and Forestry Capital Improvement Plan FY15 Priority Ranking and Rationale FY15 Projects Requested for Funding via City's Capital Fund Priority Ranking Project Description and Rationale for Ranking Amount Amount Change 1 EAB Treatments Chemical treatment of designated ash trees as outlined in the City's Comprehensive EAB Management Plan. $35,000 $35,000 1 EAB Removals Removal of designated ash trees as outlined in the City's Comprehensive EAB Management Plan.$200,000 $200,000 1 Tree Replacement Program Ongoing program to replace dead and diseased trees (EAB and other) along the City rights of way, contributing to the aesthetics of the community. $150,000 $100,000 Decrease of $50,000 due to other city-wide needs and planting challenges 2 Fitness Center Selectorized Strength Equipment Postponed from FY14. Replacement of 20 pieces. Beyond useful life, safety concern, supports existing revenue stream.$75,000 $75,000 3 Free Weight Equipment Replacement of all free weight equipment that is beyond useful life. Supports existing revenue stream.$30,000 $30,000 ` 4 Bike Trail Maintenance/Master Plan Improvements The trails are aging and in need of maintenance to improve quality and provide safe environment for users. Surface improvements will be focused at the McClory Bike Trail. $100,000 $100,000 Maintenance could decrease to $25,000 with balance 0f $75,000 used for Rt. 60/Middlefork Connection 5 Landscaping Replacement - City Leased & City Owned To maintain a high level of landscape appearance around City properties $20,000 $20,000 TOTAL FROM CITY CAPITAL FUND $610,000 $560,000 Park and Forestry Capital Improvement Plan FY15 Priority Ranking and Rationale FY15 Projects in Park and Public Land Fund from Impact Fees Change 1 Deerpath Park: Path Re- Configuration and Paving Current path is in poor condition creating safety concerns. Project consists of removal of existing walking path on west end of park to avoid flooding/wet area due to proximity to creek and relocation of path in upland area immediately adjacent to baseball diamonds. Project also involves resurfacing of entire asphalt path and includes ADA required improvements. Trail is frequently too wet, will improve walking conditions for park users and minimize maintenance.$100,000 $100,000 2 Everett Park: Tot Playground Equipment Replacement The existing playground was built in 1996 and is in need of replacement to provide a safe and modern play structure for children. Replacement will also reduce maintenance.$100,000 $100,000 3 Deerpath Park: Tennis Court Re-Surfacing and Fencing Resurfacing of the six tennis courts and replacement of the existing fence to improve the safety and playability of the court.$80,000 $80,000 4 West Park: Historic Building Study Perform a study of park building in the Historic District to determine historic features. This will aid in developing plans to make future improvements to the building and the surrounding area.$20,000 $10,000 Partner with Preservation Foundation TOTAL FROM PPLF FUND $300,000 $290,000 GRAND TOTAL CAPITAL IMPROVEMENTS DURING FY15 $910,000 $850,000 ($60,000) Note: Capital Fleet Equipment of $150,000 will continue to be funded from Fund 220 Operations, not Capital Fund. M:\Recreation Board\Board Packets 2013\Board Mtg 11-19-2013\Athletic Field Policy PRB 2013.doc SUBJECT: Athletic Field Usage Fees FY15 PRESENTED BY: ANTHONY ANASZEWICZ, ATHLETICS PROGRAM MANAGER PURPOSE AND ACTION REQUESTED: Approval to raise the Athletic Field Usage fees by 5% for FY15, establishing an approved annual range of 3-5 % increase. Future fees will only increase based on fluctuation of expenses and will not exceed 5%. BACKGROUND/DISCUSSION: The Athletics and Parks staff has gathered research on the following topics: Baseball Diamond Usage and Grid Field Usage and the need to increase rates associated with each of these field usages. Currently, the City of Lake Forest serves one outside Baseball Organization, LFBA, who utilizes nine of the City’s baseball diamonds throughout their season. The City also serves two local Soccer Organizations, LFSA and ASYO, that utilize up to five parks throughout the City. In 2007 a policy was passed by the Park and Recreation Board indicating that an annual fee increase of 5% be assessed to those outside organizations utilizing our baseball diamonds and grid fields. Since 2008 neither the Baseball Diamond nor the Grid Field fees have been increased due to the introduction of the Sports Field Improvement Fund (SFIF) fees and a change to the staffing involved in this operation. Sports Field Improvement Fund fees are charge to the existing non-Lake Forest Recreation Department Athletic Organizations in Lake Forest. The Park Board and staff felt that charging the SFIF fee and increasing field usage rates all at once would cause too much burden onto these organizations. When the policy first went into effect two fulltime staff were maintaining the fields. In 2008, the staffing was reorganized to create better efficiencies amongst the Parks Section staff. From 2008 to current the fields are maintained by one fulltime and one part-time staff. Up until FY15 this change has allowed Parks to cover expenses by collecting regular rental fees alone. Staff’s suggestion is not to increase rates retroactively per past policy but, to raise them by 5% in FY15. Beginning in FY15 we will again raise our rates by 3-5% annually to keep pace with expenses. The only fees that will not be raised by 5% in FY15 are the Deerpath Diamond Light Fee. On the following page is the detailed information on the fees and the proposed new rates. Staff has also provided a per field cost to maintain the fields. As indicated, the 5% increase will allow us to cover our direct expenses for providing the field services. M:\Recreation Board\Board Packets 2013\Board Mtg 11-19-2013\Athletic Field Policy PRB 2013.doc BUDGET/FISCAL IMPACT: Baseball Diamond Usage Fee Comparison Cost to City Service FY13 Act FY14 Act/Proj FY15 Proj Materials/Labor Tier 1 Game Prep 86.00$ 86.00$ 90.00$ 89.75$ per prep Tier 2 Game Prep 91.00$ 91.00$ 96.00$ 95.69$ per prep Extra Practice Prep 36.00$ 36.00$ 38.00$ Diamond Watering 32.00$ 32.00$ 34.00$ Turface (per bag)9.00$ 9.00$ 10.00$ Deerpath Lights (per hour)75.00$ 75.00$ 75.00$ Parks Staff Overtime (per hour)48.00$ 48.00$ 50.00$ Soccer/Grid Field Usage Fee Comparison Cost to City Service FY13 Act FY14 Act/Proj FY15 Proj Materials/Labor Game Fields (12 week season)2,004.00$ 2,004.00$ 2,104.00$ 175.33$ per week Practice Fields (12 week season)1,898.00$ 1,898.00$ 1,993.00$ 166.08$ per week Game Fields (w/o goals)1,720.00$ 1,720.00$ 1,806.00$ Practice Fields (w/o goals)1,614.00$ 1,614.00$ 1,695.00$ Micro Field 215.20$ 215.20$ 226.00$ 3 Tier Bleachers 55.00$ 55.00$ 58.00$ 5 Tier Bleachers 60.00$ 60.00$ 63.00$ Deerpath Lights (per hour)75.00$ 75.00$ 75.00$ Goal Anchoring (per goal)142.00$ 142.00$ 149.00$ Totals Invoiced Revenue FY13 Act *FY14 Act/Proj FY15 Proj Baseball Field Fees Collected 9,288.00$ 11,386.00$ 11,955.00$ Soccer/Grid Field Fees Collected 29,029.00$ 52,141.00$ 54,748.00$ * Baseball fees have already been collected for FY14. Soccer/Grid fees will be collected in December 2013. Notes FY14 & FY15 Soccer/Grid Revenue may fluctuate based on actual usage by the organizations. All Revenue is based on seasonal organizational participant enrollment. RECOMMENDED PARK BOARD ACTION: Approval to raise the Athletic Field Usage fees by 5% for FY15, establishing an approved annual range of 3-5 % increase. ATTACHED: Field Usage Policy 2013 Athletic Field Usage Policy Page 1 Lake Forest Parks and Recreation Department Athletic Field Usage Policy 2013 The Athletic Field Usage Policy was established in the Fall of 2003 by the Parks and Recreation Department and the Parks and Recreation Board to offset the increasing maintenance costs with user fees. These user fees were established to cover all direct variable costs associated with the special use of the parks by the various athletic associations. By submitting the completed permit application (attached), the athletic association will assume any and all risks associated with their special use in our City Parks. 1) All Non-Lake Forest Recreation Department programs, leagues and associations must submit a seasonal field use permit at least 30 days prior to the start of their season. To be eligible to rent fields the requesting group must be comprised of at least four teams and not be in conflict with City programs. Single teams are not eligible to rent fields. The permit must be filled out by an officer of the requesting group who resides within the Lake Forest City Limits. All one time uses must fill out a park/pavilion permit form. 2) Priority for fields will be based on the following criteria: a. First priority is for all Lake Forest Parks & Recreation Department sponsored programs. b. Second priority is for School District # 67 sponsored programs. c. Third priority is for Lake Forest based Not-For-Profit athletic associations and other local school district sponsored programs. d. Fourth priority is for Lake Forest based For-Profit athletic association sponsored programs. e. Fifth priority is for non-resident groups based on the approval of the Superintendent of Recreation. 3) At the time of application, all requesting groups must submit the appropriate information and meet all of the requirements listed below. a. A completed permit form (attached). b. Appropriate fees - due prior to the first day of use. c. $150 refundable litter deposit returned after the completion of the season if litter is picked up regularly by the requesting group. d. 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 not less than $2,000,000. e. Proof of 67% Lake Forest residency requirement for the entire Association. i. Lake Bluff residents are included into the calculation for soccer groups only. ii. Only the official state or league approved rosters will be accepted on their forms. f. A statement of purpose of that organization including: i. State filing status from the State of Illinois or School Conference. ii. Proof of an active Board of Administrators or Officers. g. Annual Park and Recreation Board approval. i. One time appeal if original request denied. h. League Schedules for each team. 4) The City of Lake Forest 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. 5) The renting athletic association agrees that while they use our parks they will adhere to the requirements of the Americans with Disabilities Act (ADA). Further, the renter is responsible for compliance with the ADA and indemnifies the City of Lake Forest for liability arising out of the renters’ failure to comply with the ADA. Athletic Field Usage Policy Page 2 6) Fees a. Diamond Rentals i. Includes 8 game preparations per team 1. Preparation 1 ($90.00 per game) $720.00 per team a. Includes grooming, chalk foul lines equipment & materials, man hours & field set up (bases & pitching rubber) 2. Preparation 2 ($96.00 per game) $768.00 per team a. Includes grooming, chalk foul lines & batters boxes, equipment & materials, man hour & field set up (bases & pitching rubber) ii. Practices are included at no charge unless services are requested. 1. Practice preparation upon request $38.00 per field iii. Additional Fees 1. Diamond watering $34.00 per field 2. Turface (drying agent) $10.00 per bag 3. Lights (per diamond) $75.00 per hour 4. Additional Games $90.00 per game (prep 1) $96.00 per game (prep 2) 5. Overtime: after 3:00 p.m. & Weekends $50.00 per hour b. Grid Fields (Soccer, Field Hockey, Lacrosse, Tackle Football) i. Game Fields 1. 12 week season $2,104.00 per field a. Includes initial field layout, goal placement and 11 weekly maintenance trips including equipment and materials, man hours, full striping & bleachers. Price without goals $1,806.00 per field ii. Practice Fields 1. 12 week season $1,993.00 per field a. Includes initial field layout, goal placement and 11 weekly maintenance trips, including equipment and materials, man hours and limited striping. Price without goals $1,695.00 per field iii. Deerpath Micro Fields (12 week season) Price without goals $226.00 per field c. Additional charges i. Additional bleachers 3 tier $58.00 5 tier $63.00 ii. Lights (per diamond) $75.00 per hour iii. Goal anchoring $149.00 per goal d. Any additional time will be billed at a rate of man hour and maintenance costs. e. As part of any rental, They City assumes garbage pickup and disposal responsibilities but all Athletic Groups are expected to keep the parks they rent clean of litter at all times. 7) Upon approval by the City, the completed permit application acts as a contract between the renting athletic association and The City of Lake Forest. Any failure to abide by the terms of the agreement will result in revocation of the athletic associations permit and no reimbursement of fees. Any athletic association subject Athletic Field Usage Policy Page 3 to revocation of a field use permit may appeal the decision to the Parks and Recreation Board. By signing the permit form you agree to all above provisions. SUBJECT: WEST PARK ICE RINK BACKGROUND REPORT PRESENTED BY: RICH PAULSEN, SUPERVISOR OF PARKS, 810-3567 PURPOSE AND ACTION REQUESTED: Staff will provide the board and community with a verbal report on our outdoor ice rink at West Park. This agenda item is for informational purposes only and no action is being sought. BACKGROUND/DISCUSSION: With the winter season quickly approaching, the Department has begun its work in preparation of opening the West Park Outdoor Ice Rink. Staff felt it was a timely opportunity to share the unique features in making our sheet of ice at this park and provide some background on what goes into creating our annual outdoor rink. Supervisor Paulsen will provide some background on maintenance, safety improvements and what the community can enjoy this winter. Verbal report. No other information is enclosed at this time.