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PARKS & RECREATION BOARD 2014/10/21 Packet PARKS AND RECREATION BOARD TUESDAY, OCTOBER 21, 2014 6:30PM at MUNICIPAL SERVICES LAKE FOREST, ILLINOIS AGENDA I. CALL TO ORDER & ROLL CALL Steve Hill, Chairman _____Charlie Kohlmeyer David Brush _____Curt Volkmann _____Sondra Douglass _____Paul “Skoo” Walker II. APPROVAL OF MINUTES A. Approval of minutes of the September 16, 2014 Parks and Recreation Board Meeting* III. OPPORTUNITY FOR CITIZENS TO ADDRESS THE PARKS AND RECREATION BOARD ON NON-AGENDA ITEMS IV. ANNUAL SPECIAL FACILITY FEE RECOMMENDATIONS FOR FY16—Presented by Jeff Wait, Superintendent of Special Facilities A. Deerpath Golf Course FY16 Proposed Fees* B. Lakefront FY16 Proposed Fees* C. Lake Forest Fitness Center FY16 Proposed Fees* V. LAKE BLUFF/LAKE FOREST JOINT TASK FORCE NEXT STEPS—Presented by Sally Swarthout, Superintendent of Recreation VI. CAPITAL IMPROVEMENT PROJECTS FY16-FY20—Presented by Mary Van Arsdale, Director of Parks and Recreation VII. COMMENTS BY DIRECTOR VIII. COMMENTS BY BOARD MEMBERS IX. ADJOURNMENT *Denotes Action Item The City of Lake Forest  Parks and Recreation Board  Meeting Minutes  September 16, 2014    I. Call to Order  The Parks and Recreation Board Meeting was called to order by Chairman Steve Hill at 6:30p.m. The  following were present:      Board Members: Mr. David Brush      Ms. Sondra Douglass      Mr. Steve Hill      Mr. Charlie Kohlmeyer      Mr. Curt Volkmann      Mr. Skoo Walker       Staff:  Ms. Mary Van Arsdale, Director of Parks and Recreation      Ms. Sally Swarthout, Superintendent of Recreation      Mr. Jeff Wait, Superintendent of Special Facilities      Mr. Peter Gordon, City Forester      Mr. Joe Mobile, Program Manager      Ms. Tricia Schwall, Administrative Assistant    Special Guests: Mr. Mike Adelman, Alderman      Mr. Steve Skinner, KemperSports      Mr. Rick Walrath, General Manager, Deerpath Golf Course      Mr. Mike Williams, KemperSports      Mr. Ben Blake, KemperSports    Chairman Hill recognized Dan Jasica for his service as a board member on the Parks & Recreation board.    II. Approval of Minutes  The meeting minutes of the August 19, 2014 Park & Recreation Board meeting were presented.      Board Member Douglass moved for approval of the minutes and Board Member Volkmann seconded.   The Board meeting minutes of the August 19, 2014 meeting were then unanimously approved.    The meeting minutes of the August 28, 2014 Park & Recreation Special Meeting with Golf Advisory  Committee were presented.      Board Member Walker moved for approval of the minutes and Board Member Volkmann seconded.   The Board meeting minutes of the August 28, 2014 meeting were then unanimously approved.    III. Opportunities for the Public to Address the Board on Items not listed on the Agenda  Mr. Rich Chapman, 1090 S. West Fork Drive – Mr. Chapman wanted to speak up about Hunter Ratliff’s  contribution to the sailing program over the past few years.  He also wanted to express the desire of the  Yacht Club for the Recreation Center to search for a suitable candidate to replace Mr. Ratliff.      Mr. Scott Herman, 1100 Inverlieth Road – Mr. Herman  is a board member of the Judd Goldman  Adaptive Sailing Foundation and would like have someone brought in who can continue the adaptive  sailing program.  He also mentioned that the foundation would be happy to help with the candidate  search.    IV. Deerpath Golf Course Future Management Structure  Director Van Arsdale gave the board an overview of the structure of the golf course management in the  future.  She shared the progress of the community conversations that have happened over the past six  years and the financial history of the golf course since 2007.  She explained the hybrid structure that was  put into place with KemperSports after the 2011 RFP process and the new revenue strategies that were  achieved after KemperSports took over the management of the marketing and sales.  Director Van  Arsdale described some of the challenges that occurred during this hybrid service and gave an overview  of the opportunities under one management entity.  She then explained the financial proformas that  were created under four different revenue and expense scenarios.  A discussion followed regarding the  benefits and issues related to the various management scenarios and the required fund transfer  challenges.    Mr. Sean Walsh, 140 E. Park Avenue – Mr. Walsh shared that he initially had concerns regarding  KemperSports coming in as a management company for the golf course.  However, he believes that since  KemperSports has been managing the course everything has worked fabulously.    A motion was made by Board Member Curt Volkmann to recommend to City Council to begin  negotiating a contract with KemperSports for full management of the golf course beginning in 2015.   The motion was seconded by Board Member David Brush.  A roll call vote was taken.  Voting aye:  Brush, Douglass, Hill, Kohlmeyer, Volkmann, Walker (6).  Voting nay: (0). Absent:  None (0). Abstain:  None (0). Motion carried.    V. Annual Special Facility Fee Recommendations for FY ‘16  Superintendent Wait brought before the board the recommendations for FY ’16 proposed fees for the  Lakefront and the Lake Forest Fitness Center.  For the lakefront there would be a small increase in the  fees.  He shared a competitive analysis for the neighboring lakefronts and a growth chart for revenues  with the proposed fee increase.  A conversation followed regarding the non‐resident fees and doing  some form of reciprocity with Lake Bluff.  Director Van Arsdale indicated that it may be best to wait on  reciprocity until the Joint Task Force initiatives are implemented and that it would require a reciprocity  agreement. In addition, she asked the board which of the lakefront increases they were most concerned  about.  Board Member Volkmann responded that he is not comfortable with the difference in the  resident vs. non‐resident fees across the board.  Chairman Hill asked resident and Yacht Club member  Mr. Herman to give his thoughts on the rack storage and sharing with Lake Bluff. Mr. Herman indicated  that there is a difference but also that Lake Bluff is primarily a sunfish launch facility.    Chairman Hill made a recommendation that staff take a closer look at the resident vs. non‐resident fees  and bring back to the board at the October meeting for further discussion and approval.      Superintendent Wait then presented the fitness center fees for FY ’16.  He gave an overview of the  comparisons between the fitness center and other area fitness centers.  He then showed the board what  the revenue growth would be with the 2.5% increase.  Chairman Hill asked about the total number of  memberships or usage the fitness center currently has. Superintendent Wait responded that he would  get that information for him.  A conversation followed.      Chairman Hill made a recommendation that staff take a closer look at the membership data and give  the board a 3 year history of memberships and where we are positioned in the industry. Chairman Hill  requested that this additional information be provided and brought to the board for approval at the  October meeting.    VI. Emerald Ash Borer Program Update  City Forester Peter Gordon gave the board an overview on this year’s Emerald Ash Borer program.  He  shared the breakdown on the 7,227 inventoried public ash populations within the City.  He then gave a  summary of the monies that have been spent year to date on treatments, removals and replacements.   Mr. Gordon then shared the financial projections for EAB for the next several years.  These projections  were presented as an “As Budgeted” projection and an “Aggressive” projection.  Mr. Gordon also shared  that there would be a Native Tree Sale on October 18th to help residents purchase trees at slightly above  the City’s cost.    VII. Spotlight:  Recreation Department Special Events  Program Manager Joe Mobile gave a presentation on the Special Events that meet the needs of the  community.  There are 33 family events held annually with over 21,000 participants.  He shared that the  three largest events are the Annual Easter Egg Hunt, the Concerts in the Square and the annual  Halloween event.  VIII. Director’s Report  Director Van Arsdale gave a department update.    A. School day off program at WDC – 10/14  B. Numerous Preschool Workshops  C. Croctoberfest is being held – 10/26 D. Variety of Thanksgiving offerings E. Searching for a new board member to replace Dan Jasica F. Should there be an October workshop for capital projects or be part of the Committee of the  Whole meeting.  The board requested to have it all in one meeting.   II. Comments by Board Members  No comments.    IX. Adjournment  Board Member Brush moved to adjourn the meeting.  Board Member Kohlmeyer seconded.  The meeting  was adjourned at 8:49 p.m.          Respectfully Submitted                Tricia Schwall        Administrative Assistant    Subject: FY2016 Golf Fee Recommendations Presented by: Jeffrey Wait, Superintendent of Special Facilities (847-810-3930) PURPOSE AND ACTION REQUESTED: Staff is seeking approval of its recommendations for golf fees for FY ‘16 or the 2015 golf season. BACKGROUND/DISCUSSION: Attached is the proposed fee structure for Deerpath Golf Course for FY ‘16. Staff, with KemperSports Management, is recommending these increases to offset increased expenses in the areas of turf maintenance, utilities, supplies, personnel and capital. Prior to considering fee increases, staff conducts an analysis (Exhibit #1 and #2) of surrounding golf courses. Staff collects information on memberships and greens, cart and miscellaneous fees to determine Deerpath’s position within the marketplace. Deerpath’s main competitor is Lake Bluff Golf Club. When comparing resident membership fees, Deerpath is the highest priced for Regular, Combo and Limited memberships. Deerpath is lower priced for the Senior and Junior membership categories. Non-resident fees were frozen for FY ‘15 after discussions with the Golf Advisory and the Park Board. It was expressed that Deerpath’s non-resident rates were too far askew of the resident rate. Rather than decrease the non-resident rate, freezing the rate until there was less of a differential between the two was recommended. For FY ‘16, staff has concluded that that the Combo, Junior, Limited and Limited Plus categories are now close enough to be lowered to the resident rate without a significant loss in revenue ($1,107). Membership fees were based on resident rate before February 15. See table below: FY ‘15 COMBO JUNIOR LIMITED LIMITED PLUS RESIDENT $2,355 $606 $1,008 $859 NON-RESIDENT $2,629 $653 $1,107 $873 DIFFERENCE $274 $47 $99 $14 NUMBER OF MEMBERSHIPS 1 3 6 7 TOTAL REVENUE PER CATEGORY $274 $141 $594 $98 It will take one additional Combo membership or a combination of two of the other memberships to make up this difference. Unfortunately the non-resident Individual and Senior memberships are still too far apart to lower to match the resident rate. Collectively there would be a loss of $12,935, and the membership trend for the last couple of years has been on the decline. Staff would not anticipate making up the difference with additional memberships. As a result staff recommends continuing to freeze these rates for FY ‘16. The competitive analysis for daily and cart fees place Deerpath at the top end of the marketplace. It is important to note that these fees are considered the top end or rack rate. Utilizing the dynamic pricing software, the course is able to price a round up to the rack rate or as low as the marketplace would bear. Over the last year, the General Manager has fine-tuned the pricing structure and has increased the daily average rate by 9% over last year. STAFF RECOMMENDATION: Staff recommends the following:  MEMBERSHIP FEES: Staff is recommending the following: o After February 15, 2015 increase all resident fees by 2%. o No increase to the non-resident Individual or Senior seasonal memberships. This will allow the resident rate to bridge the gap so that eventually the non-resident rate could be the same. o Decrease the Combo, Junior, Limited and Limited Plus seasonal memberships to match the after February 15, 2015 resident rate. o Continue to add value to a seasonal membership if it is paid before the February 15, 2015 deadline by offering a one-time 25% discount card on any golf shop purchase. This program was well received as a majority of them utilized the coupon.  GREENS/CART FEES AND OTHER FEES: Based on the competitive analysis, Deerpath is the highest or one of the highest courses for the majority of fee categories. Staff is recommending not increasing greens/cart, range, locker and other miscellaneous fees. BUDGET/FISCAL IMPACT: Staff anticipates creating a positive revenue differential of $5,268. Staff will work with KemperSports in preparing a full FY16 budget. Staff and KemperSports will analyze other revenue categories for growth based on regional and national golf industry trends, focusing on increasing rounds and continue to fine tune the dynamic pricing methodology via the point-of-sale system as well as expanding merchandise sales opportunities. Staff will also scrutinize expenditure more closely to help Deerpath reach it overall goal of a small Interfund transfer. RECOMMENDED BOARD ACTION: Approval of proposed FY ‘16 Deerpath Golf Course fees, as detailed in attachment effective when sales begin for the 2015 golf season, anticipated in January 2015. WEEKEND18 HOLESWEEKEND9 HOLESWEEKDAY18 HOLESWEEKDAY9 HOLESSENIORTWILIGHT WEEKDAYTWILIGHT WEEKEND9 HOLES 18 HOLESSINGLE 9 HOLESSINGLE 18 HOLESPULL CARTSLOCKERSHDCP SERVICEDeerfield Park District $49 $32 $41 $27 $34 $27 $32 $13 $19 $13 $19 $5Glencoe Golf Club $50 N/A $42 $26 $22/ $26 $28/$23/$30 $33 / $23 $10 $16 $10 $16 $4 / $6Highland Park - City of Highland Park $47 $26 $32 $17 $37 $35 $35 $12 $18 $12 $18 $5 Sunset Valley - Park District of Highland Park $41 N/A $36 $24 $27 $24 $30 $12 $18 $10 $15 $75 Wilmette Park District $51 N/A $46 $30 N/A $30 $32 $10 $15 $10 $15 $5 Winnetka Park District (Discount card) $51 12** $44 12** $34 $31/$21 $35/$25 NA $20 $17 $20 $4 & $6Lake Bluff Park District $48 $28 $37 $22 $32 $22 / $11 $27 / $16 $12 $18 $12 $18 $5 Wheeling Park District $57 $29 $35 $21 $17 $30 $41 $10 $16 $10 $16 $5Northbrook Park District $42 $22 $35 $19 $29 $27 NA $10 $18 $10 $18 $6**- Par 3 CourseDeerpath 2014 Seasonal Fee $50 $32 $42 $28 $36 $37 $39 $13 $19 $12 $19 $4 - $5Deerpath 2015 Seasonal Proposed Fee - Maximium Rate - No fee increase propose$50 $32 $42 $28 $36 $37 $39 $13 $19 $12 $19 $4 - $5WEEKEND18 HOLESWEEKEND9 HOLESWEEKDAY18 HOLESWEEKDAY9 HOLESSENIORTWILIGHT WEEKDAYTWILIGHT WEEKEND9 HOLES 18 HOLESSINGLE 9 HOLESSINGLE 18 HOLESPULL CARTSLOCKERSHDCP SERVICEDeerfield Park District $55 $35 $47 $30 $40 $30 $35 $13 $19 $13 $19 $5Glencoe Golf Club $50 N/A $42 $26 $22 / $26 $26/$23/$30 $33 / $23 $10 $16 $10 $16 $4 / $6Highland Park - City of Highland Park $58 $29 $37 $20$40$40 $40 $12 $18 $12 $18 $5Sunset Valley - Park District of Highland Park $48 N/A $40 $27 $29 $27 $34 $12 $18 $10 $15 $75 Wilmette Park District $54 N/A $50 $32 N/A 32 $36 $10 $15 $10 $15 $5 Winnetka Park District (No discount card) $51 12** $44 12** $34 $31 / $21 N/A NA $20 $17 $20 $4 / $6Lake Bluff Park District $51 $31 $40 $25 $35 $22 / $11 $29/ $16 $12 $18 $12 $18 $5 Wheeling Park District $67 $31 $55 $28 $29 $25 NA $10 $17 $10 $17 $5Northbrook Park District $51 $26 $45 $22 $36 $31 N/A $10 $18 $10 $18 $6**-Par 3 CourseDeerpath 2014 Seasonal Fee $54 $34 $49 $33 $40 $39 $41 $13 $19 $12 $19 $4 - $5 $90 / $100 $34 Deerpath 2015 Seasonal Proposed Fee - Maximium Rate - No fee increase propose$54 $34 $49 $33 $40 $39 $41 $13 $19 $12 $19 $4 - $5 $90 / $100 $34FACILITYGREEN FEESCART FEES2014 GOLF COMPARATIVE - DAILY FEESRESIDENTNON-RESIDENTGREEN FEESCART FEESFACILITYExhibit #1Page 1 of 1 FACILITYREGULAR/UNLIMITEDCOMBO SENIORLIMITED PLAY(WEEKDAY ONLY)JUNIORLIMITED PLUS20 ROUNDSDeerfield Park District $1,265 N/A $860 $1,021 $557Glencoe Golf Club No Memberships No Memberships No Memberships No Memberships No MembershipsHighland Park - City of Highland Park No Memberships No Memberships No Memberships No Memberships No MembershipsSunset Valley - Park District of Highland Park $1,280 N/A N/A $945 $520Wilmette Park District $1,340 N/A $1,300 N/A $360 / $680Winnetka Park District $1,025* $1,595 $650 $725 $650Lake Bluff Park District $1,235 $2,100 $810 $910 $650Wheeling Park District N/A N/A N/A N/A $495Northbrook Park District N/A N/A N/A N/A N/ABefore / After February 15Before / After February 15Before / After February 15Before / After February 15Before / After February 15Before / After February 15Deerpath 2014 Season Membership fee $1,318 / $1,358 $2,286 / $2,355 $783 / $807 $979 / $1,008 $588 / $606 $834 / $859Deerpath 2015 Season Membership fee (2% increase after 2/15)$1,358 / $1,385 $2,355 / $2,402 $807 / $823 $1,008 / $1,028 $606 / $618 $859 / $876* Cap of 75 rounds FACILITYREGULAR/UNLIMITEDCOMBO SENIORLIMITED PLAY(WEEKDAY ONLY)JUNIORLIMITED PLUS20 ROUNDSDeerfield Park District $1,581 N/A $1,075 $1,265 $696Glencoe Golf Club No Memberships No Memberships No Memberships No Memberships No MembershipsHighland Park - City of Highland Park No Memberships No Memberships No Memberships No Memberships No MembershipsSunset Valley - Park District of Highland Park $1,600 N/A N/A $1,130 $575Wilmette Park District $2,035 N/A N/A N/A $480 - $900Winnetka Park District $1,300 $2,015 $900 $1,200 $900Lake Bluff Park District $1,560 $2,650 $1,050 $1,100 N/AWheeling Park District N/A N/A N/A N/A N/ANorthbrook Park District N/A N/A N/A N/A N/ADeerpath 2014 Season Membership fee $1,794 $2,629 $1,095 $1,107 $653 $873 Deerpath 2015 Season Membership fee $1,794 $2,402 $1,095 $1,028 $618 $876 Price decrease $0 ($227)$0 ($79) ($35)$3 NON-RESIDENTRESIDENT2014 GOLF COMPARATIVE - MEMBERSHIP FEESExhibit #2Page 1 of 1 SUBJECT: Lakefront Permit Fees for FY ‘16 Presented by: Jeffrey Wait, Superintendent of Special Facilities (847-810-3930) PURPOSE AND ACTION REQUESTED: Staff is seeking approval of the Lakefront Permit Fees for FY ‘16. This annual approval is necessary to prepare annual budgets for Lakefront operations. BACKGROUND/DISCUSSION: At its September 16, 2014 meeting, the Park and Recreation Board directed staff to re-evaluate the non-resident price structure. It was expressed that the differential between resident and non-resident fees are too far askew of other community’s fees and it prevents non-residents from storing and launching in Lake Forest. Staff is presenting two options for consideration. Option #1-In 1987, when the referendum passed for the construction of the lakefront, the increase to each Lake Forest household’s tax bill was $910. The non-resident fees were determined by adding the $910 to the resident rate. Having non-residents share in the cost of the lakefront was the basis for the original fee development. Throughout the years, these fees have gotten away from the original structure. By recommending this option, it would put fees more in-line with the originally developed fees structure. This option would create a $767 net increase in revenue see Exhibit #1 - Option #1. Option #2-This option would adopt a non-resident pricing differential comparable to other communities. Below is a table with the communities within our competitive market and the difference they charge non-residents in comparison with resident for storage and launching fees.   RACK SAND RAMP  CITY RES Increase NR RES Increase NR RES Increase NR  Evanston $260  23% $320 $360  36% $490  $250  100% $500  Wilmette $451  46% $660 $576  42% $816  N/A   N/A  Winnetka $240  50% $360 $265  42% $375  $400  100% $800  Glencoe $315  34% $420 $509  30% $662  N/A   N/A  Highland Park $189  99% $377 COMPOUND   COMPOUND $389  100% $778  Sailboat 18'        $435  46% $635           Powerboat / PWC        $636  50% $954           Lake Bluff $415  ‐ $415 N/A   N/A N/A   N/A  Waukegan N/A   N/A N/A   N/A $220  ‐ $220  Average difference 50%    41%   100%   Staff recommends rounding the differential on storage fees to 1.5 times the resident rate while setting the launching fee differential at two times the resident rate. Exhibit #2 - Option #2 lists out all fees based on this differential. It would create a $303 net increase to revenue based on the same level of sales as FY '15. Both options would make Forest Park more affordable to non-residents thereby increasing revenue through the sale of permits to non-residents. See Exhibit #3 for a side-by-side comparison. BOARD ACTION: Fee increases will go in affect February 1, 2015 for the following:  Resident rates - Increase all permits 2.5% with the following exceptions: o No increase to the Nanny and Senior Caregiver Parking Pass ($85) as well as the Daily Resident Guest and Non-resident Beach Access Fees ($10). o Senior permit fees will reflect a 25% discount off of the resident permit fees. o No increase to the Resident and Non-resident Daily Watercraft Launch Fee of $38 and $60 respectively. Staff requests keeping non-resident daily pass use restrictions in place to protect the heaviest used boating times for Lake Forest residents. Non- resident passes will only be sold Monday through Friday, excluding weekends and holidays. o No increase to the resident and senior rack and sand watercraft permits.  Non-resident rates: o Option #1 – adds $910, the price differential of a resident tax bill for 1987 beach improvements, to the annual resident rates. This option would result in a $767 net increase. o Option #2 – set non-resident storage fees at 150% higher than annual resident rate. Set non-resident ramp launch fee at 200% the resident rate. This option would result in a $303 net increase. Exhibit #1Watercraft Ramp Launch Resident$424 $435 69 $30,015 $446 $11 $30,774 $759Watercraft Ramp Launch 2nd Watercraft$212 $217 9 $1,953 $223 $6 $2,007 $54Watercraft Ramp Launch ½ Season$212 $217 0 $0 $223 $6 $0 $0Watercraft Ramp Launch Resident Senior$318 $326 11 $3,586 $335 $9 $3,685 $99Watercraft Ramp Launch 2nd Watercraft / ½ Season$159 $163 4 $652 $168 $5 $672 $20Watercraft Ramp Launch Non-Resident$2,692 $2,759 1 $2,759 $1,356 -$1,403 $1,356 -$1,403Year Round Compound Storage Resident$1,882 $1,929 12 $23,148 $1,977 $48 $23,724 $576Year Round Compound Storage Resident Senior$1,235 $1,447 7 $10,129 $1,483 $36 $10,381 $252Year Round Compound Storage Non-Resident$5,666 $5,807 0 $0 $2,887 -$2,920 $0 $0Seasonal Compound Storage Resident$1,273 $1,305 3 $3,915 $1,338 $33 $4,014 $99Seasonal Compound Storage Resident Senior$865 $979 2 $1,958 $1,003 $24 $2,006 $48Seasonal Compound Storage Non-Resident$4,814 $3,915 0 $0 $2,248 -$1,667 $0 $0Year Round Watercraft Rack Storage Resident$668 $540 8 $4,320 $540 $0 $4,320 $0Year Round Watercraft Rack Storage Resident Senior$668 $405 3 $1,215 $405 $0 $1,215 $0Year Round Watercraft Rack Storage Non-Resident$2,004 $1,620 0 $0 $1,450 -$170 $0 $0Seasonal Watercraft Rack Resident$410 $315 15 $4,725 $315 $0 $4,725 $0Seasonal Watercraft Rack Resident Senior$313 $236 0 $0 $236 $0 $0 $0Seasonal Watercraft Rack Non-Resident$2,417 $945 0 $0 $1,225 $280 $0 $0Year Round Watercraft Sand Storage Resident$668 1 $668 $668 $0 $668 $0Year Round Watercraft Sand Storage Resident Senior$501 0 $0 $501 $0 $0 $0Year Round Watercraft Sand Storage Non-Resident$2,004 0 $0 $1,578 -$426 $0 $0Seasonal Watercraft Sand Storage Resident$410 5 $2,050 $410 $0 $2,050 $0Seasonal Watercraft Sand Storage Resident Senior$308 0 $0 $308 $0 $0 $0Seasonal Watercraft Sand Storage Non-Resident$1,230 0 $0 $1,320 $90 $0 $0South Beach Parking Permit Resident $123 $126 30 $3,780 $129 $3 $3,870 $90South Beach Parking Permit Resident Senior $92 $94 28 $2,632 $97 $3 $2,716 $84South Beach Parking Permit Non-Resident $1,511 $1,549 0 $0 $1,039 -$510 $0 $0South Beach Parking Permit Empl/Retiree$88 $84 1 $84 $86 $2 $86 $2Extra Vehicle Decal Resident - Center Aisle$123 $126 24 $3,024 $129 $3 $3,096 $72Extra Vehicle Decal Resident Senior- Center Aisle$92 $94 5 $470 $97 $3 $485 $15Extra Vehicle Decal Non-Resident - Center Aisle$1,511 $1,549 0 $0 $1,039 -$510 $0 $0Daily Boat Launch$38 $38 64 $2,432 $38 $0 $2,432 $0Daily Boat Launch Non-Resident$60 $60 3 $180 $60 $0 $180 $0Resident Guest Daily Parking Pass$10 $10 51 $510 $10 $0 $510 $0Nanny Parking Pass$85 $85 0 $0 $85 $0 $0 $0Caregiver Parking Pass$85 $85 31 $2,635 $85 $0 $2,635 $0Non-Resident beach fee weekend/holiday$10 $10 705 $7,050 $10 $0 $7,050 $0$113,890 $114,657 $767FY2014 FY2015Option #1 - Resident Fee + $910 Lakefront Permit Fees Revenue GrowthLAKE FOREST PARKS & RECREATION DEPARTMENTIncremental DifferencePermits Sold DifferenceFY2016 w/ $910FY2016 RevenueFY15 Revenue Exhibit #2Watercraft Ramp Launch Resident$424 $435 69 $30,015 $446 $11 $30,774 $759Watercraft Ramp Launch 2nd Watercraft$212 $217 9 $1,953 $223 $6 $2,007 $54Watercraft Ramp Launch ½ Season$212 $217 0 $0 $223 $6 $0 $0Watercraft Ramp Launch Resident Senior$318 $326 11 $3,586 $335 $9 $3,685 $99Watercraft Ramp Launch 2nd Watercraft / ½ Season$159 $163 4 $652 $168 $5 $672 $20Watercraft Ramp Launch Non-Resident$2,692 $2,759 1 $2,759 $892 -$1,867 $892 -$1,867Year Round Compound Storage Resident$1,882 $1,929 12 $23,148 $1,977 $48 $23,724 $576Year Round Compound Storage Resident Senior$1,235 $1,447 7 $10,129 $1,483 $36 $10,381 $252Year Round Compound Storage Non-Resident$5,666 $5,807 0 $0 $2,966 -$2,841 $0 $0Seasonal Compound Storage Resident$1,273 $1,305 3 $3,915 $1,338 $33 $4,014 $99Seasonal Compound Storage Resident Senior$865 $979 2 $1,958 $1,003 $24 $2,006 $48Seasonal Compound Storage Non-Resident$4,814 $3,915 0 $0 $2,006 -$1,909 $0 $0Year Round Watercraft Rack Storage Resident$668 $540 8 $4,320 $540 $0 $4,320 $0Year Round Watercraft Rack Storage Resident Senior$668 $405 3 $1,215 $405 $0 $1,215 $0Year Round Watercraft Rack Storage Non-Resident$2,004 $1,620 0 $0 $810 -$810 $0 $0Seasonal Watercraft Rack Resident$410 $315 15 $4,725 $315 $0 $4,725 $0Seasonal Watercraft Rack Resident Senior$313 $236 0 $0 $236 $0 $0 $0Seasonal Watercraft Rack Non-Resident$2,417 $945 0 $0 $473 -$472 $0 $0Year Round Watercraft Sand Storage Resident$668 1 $668 $668 $0 $668 $0Year Round Watercraft Sand Storage Resident Senior$501 0 $0 $501 $0 $0 $0Year Round Watercraft Sand Storage Non-Resident$2,004 0 $0 $1,002 -$1,002 $0 $0Seasonal Watercraft Sand Storage Resident$410 5 $2,050 $410 $0 $2,050 $0Seasonal Watercraft Sand Storage Resident Senior$308 0 $0 $308 $0 $0 $0Seasonal Watercraft Sand Storage Non-Resident$1,230 0 $0 $615 -$615 $0 $0South Beach Parking Permit Resident $123 $126 30 $3,780 $129 $3 $3,870 $90South Beach Parking Permit Resident Senior $92 $94 28 $2,632 $97 $3 $2,716 $84South Beach Parking Permit Non-Resident $1,511 $1,549 0 $0 $194 -$1,355 $0 $0South Beach Parking Permit Empl/Retiree$88 $84 1 $84 $86 $2 $86 $2Extra Vehicle Decal Resident - Center Aisle$123 $126 24 $3,024 $129 $3 $3,096 $72Extra Vehicle Decal Resident Senior- Center Aisle$92 $94 5 $470 $97 $3 $485.00 $15Extra Vehicle Decal Non-Resident - Center Aisle$1,511 $1,549 0 $0 $194 -$1,355 $0 $0Daily Boat Launch$38 $38 64 $2,432 $38 $0 $2,432 $0Daily Boat Launch Non-Resident$60 $60 3 $180 $60 $0 $180 $0Resident Guest Daily Parking Pass$10 $10 51 $510 $10 $0 $510 $0Nanny Parking Pass$85 $85 0 $0 $85 $0 $0 $0Caregiver Parking Pass$85 $85 31 $2,635 $85 $0 $2,635 $0Non-Resident Beach Fee Weekend/Holiday$10 $10 705 $7,050 $10 $0 $7,050 $0$113,890 $114,193 $303LAKE FOREST PARKS & RECREATION DEPARTMENTIncremental DifferencePermits Sold DifferenceFY2016 w/ IncreaseFY2016 RevenueFY15 RevenueFY2014 FY2015Option #2Lakefront Permit Fees Revenue Growth Watercraft Ramp Launch Resident $435 69 $30,015$446 $446$30,774 $30,774Watercraft Ramp Launch 2nd Watercraft $217 9 $1,953$223 $223$2,007 $2,007Watercraft Ramp Launch ½ season $217 0 $0$223 $223$0 $0Watercraft Ramp Launch Resident Senior $326 11 $3,586$335 $335$3,685 $3,685Watercraft Ramp Launch 2nd Watercraft / ½ season $163 4 $652$168 $168$672 $672Watercraft Ramp Launch Non-Resident $2,759 1 $2,759$1,356 $892$1,356 $892Year Round Compound Storage Resident $1,929 12 $23,148$1,977 $1,977$23,724 $23,724Year Round Compound Storage Resident Senior $1,447 7 $10,129$1,483 $1,483$10,381 $10,381Year Round Compound Storage Non-Resident $5,807 0 $0$2,887 $2,966$0 $0Seasonal Compound Storage Resident $1,305 3 $3,915$1,338 $1,338$4,014 $4,014Seasonal Compound Storage Resident Senior $979 2 $1,958$1,003 $1,003$2,006 $2,006Seasonal Compound Storage Non-Resident $3,915 0 $0$2,248 $2,006$0 $0Year Round Watercraft Rack Storage Resident $540 8 $4,320$540 $540$4,320 $4,320Year Round Watercraft Rack Storage Resident Senior $405 3 $1,215$405 $405$1,215 $1,215Year Round Watercraft Rack Storage Non-Resident $1,620 0 $0$1,450 $810$0 $0Seasonal Watercraft Rack Resident $315 15 $4,725$315 $315$4,725 $4,725Seasonal Watercraft Rack Resident Senior $236 0 $0$236 $236$0 $0Seasonal Watercraft Rack Non-Resident $945 0 $0$1,225 $473$0 $0Year Round Watercraft Sand Storage Resident $668 1 $668$668 $668$668 $668Year Round Watercraft Sand Storage Resident Senior $501 0 $0$501 $501$0 $0Year Round Watercraft Sand Storage Nonresident $2,004 0 $0$1,578 $1,002$0 $0Seasonal Watercraft Sand Storage Resident $410 5 $2,050$410 $410$2,050 $2,050Seasonal Watercraft Sand Storage Resident Senior $308 0 $0$308 $308$0 $0Seasonal Watercraft Sand Storage Nonresident $1,230 0 $0$1,320 $615$0 $0South Beach Parking Permit Resident $126 30 $3,780$129 $129$3,870 $3,870South Beach Parking Permit Res Senior $94 28 $2,632$97 $97$2,716 $2,716South Beach Parking Permit Non-Res $1,549 0 $0$1,039 $194$0 $0South Beach Parking Permit Empl/Retiree $84 1 $84$86 $86$86 $86Extra Vehicle Decal Resident - Center Aisle $126 24 $3,024$129 $129$3,096 $3,096Extra Vehicle Decal Resident Senior- Center Aisle $94 5 $470$97 $97$485 $485Extra Vehicle Decal Non-resident - Center Aisle $1,549 0 $0$1,039 $194$0 $0Daily Boat Launch $38 64 $2,432$38 $38$2,432 $2,432Daily Boat Launch Non-resident $60 3 $180$60 $60$180 $180Resident Guest Daily Parking Pass $10 51 $510$10 $10$510 $510Nanny Parking Pass $85 0 $0$85 $85$0 $0Caregiver Parking Pass $85 31 $2,635$85 $85$2,635 $2,635Non-resident beach fee weekend/holiday $10 705 $7,050$10 $10$7,050 $7,050$113,890 $114,657 $114,193$767 $303Net RevenueIncremental differenceFY2016 w/ OPTION #2Exhibit #3FY16 Proposed Lakefront Permit Fees ComparisonOPTION #1 RevenueFY15 RevenuePermits SoldOPTION #2 RevenueFY2016 w/ OPTION #1FY2015 CITY  RESIDENT WEEKDAY RESIDENT WEEKEND NON‐RESIDENT WEEKDAY NON‐RESIDENT  WEEKEND RESTRICTIONS Lake Forest $38 $38 $60 N/A No NR daily launch on weekends  or holidays. Highland Park concrete ramp.$15 $35 $30 $70  Weekend pass includes Sat & Sun  if bought Sat, but same price if  bought Sunday. Sand Ramp, non‐motorized $10 $20 $20 $40 For small sailboats Kayak Launch Free Before 3PM, $10. After  3PM, free $20 $20  Evanston N/A N/A N/A N/A NO DAILY LAUNCH. Wilmette N/A N/A N/A N/A A trailer in fee is offered to  customers who wish to launch on  the beach adjacent to the "sailing  beach", but this fee does not  allow for the use of the sailing  beach. The fee includes a  "Lakefront ParkingDecal".          .R = $ 148. NR = $ 294. Winnetka See below See below See below See below See below Pier $15 $35 $30 $70 N/A Beach $5 $15 $10 $30 N/A Glencoe N/A N/A N/A N/A Do not allow daily launches of  any kind. "If you would like to use  your boat here, you have to store  it here in the summer." Waukegan $20 $20 $20 $20 N/A NORTH SHORE DAILY LAUNCHING RATE COMPARISON CITY RES NR RES NR RES NR Evanston $260 $320 $360 $490 $250 $500 Wilmette $433 $614 $581 $772 N/A N/A Winnetka $240 $360 $265 $375 $325 $750 Glencoe $400 $610 $600 $855 N/A N/A Highland Park N/A N/A N/A N/A N/A N/A Lake Bluff $270 $270 N/A N/A N/A N/A Waukegan N/A N/A N/A N/A $200 $200 Seasonal COMPOUND COMPOUND LAKE FOREST $410 $2,417 $1,273 $4,814 $424 $2,692 Year Round COMPOUND COMPOUND LAKE FOREST $503 N/A $1,882 $5,666 N/A N/A CITY RES NR RES NR RES NR Evanston $260 $320 $360 $490 $250 $500 Wilmette $451 $660 $576 $816 N/A N/A Winnetka $240 $360 $265 $375 $400 $800 Glencoe $315 $420 $509 $662 N/A N/A Highland Park $189 $377 COMPOUND COMPOUND $389 $778 Sailboat 18' $435 $635 Powerboat / PWC $636 $954 Lake Bluff $415 $415 N/A N/A N/A N/A Waukegan N/A N/A N/A N/A $220 $220 Seasonal LAKE FOREST $315 $945 $410 $1,230 $435 $2,759 COMPOUND COMPOUND $1,305 $3,915 Year Round LAKE FOREST $540 $1,620 $668 $2,004 N/A N/A COMPOUND COMPOUND $1,929 $5,807 2014 Season North Shore Seasonal and Year Round Launching Comparison 2013 Season RACK SAND RAMP RACK SAND RAMP SUBJECT: Lake Forest Fitness Center Recommended Fees for FY ‘16 PRESENTED BY: Jeff Wait, Superintendent of Special Facilities (847-810-3930) PURPOSE AND ACTION REQUESTED: Staff is seeking approval of the Fitness Center’s FY ‘16 revised fees. This annual approval is necessary to prepare annual budgets for the Fitness Center. BACKGROUND/DISCUSSION: At its September 16 meeting, the Parks and Recreation Board directed staff to revisit the fee structure, particularly the Couple and Family category fees. The Board felt there was an opportunity to capture additional revenue especially compared to the Lake Bluff Fitness Center’s fees in these categories. Lake Bluff fees were 31% and 38% higher, respectively, than Lake Forest. The Fitness Center has a unique position within the marketplace. The Center is a value- priced, non-intimidating facility that caters to a wide range of residents, at the same time attracting non-residents from surrounding communities. The Center provides a broad range of fitness elements (cardio, strength and personal training) offered by full- service facilities at a fraction of the cost. The Center invests in its equipment and staff to meet or exceed the needs of its members. Although the Board directed staff to take a closer look at the Couple and Family fees, staff took the opportunity to review and revise the full list of fees to achieve more consistency and a stronger premise for our pricing approach. Some basic assumptions were made when revising the fee structure.  Staff used the Individual resident rate as the basis for all other fees. Two and a half percent was added to all FY ‘15 Individual resident fees.  The Couple resident rate was developed by giving the second Individual a 25% discount off their individual rate. This provides an incentive for couples to join together rather than individually.  The Family resident rate was developed by adding 30% more to the couple rate. Staff felt 30% was appropriate as it didn’t add a significant amount to the FY16 rate compared to FY ‘15.  The six month membership was derived by dividing the annual membership by two then adding 40%. This was designed to make the annual membership more attractive.  The three month membership was derived by dividing the annual membership by four then adding 40%, again making the annual membership more attractive.  Resident Senior Individual and Couple fees were discounted 25% from their respective resident rate.  Matinee, Student and All-Access fees would increase 2.5%.  All non-resident fees were determined by adding an additional 25% to their respective resident rate. Exhibit #3 shows all fees based on the above assumptions. Additionally it shows the percentage change, annual revenue increase and monthly revenue increase. Some fees will increase by as much as 25% while other will decrease by 30%. The additional revenue generated varies from $133 for a non-resident couple to a reduction of $97 for a three month, non-resident family membership. The monthly increase or decrease created would range between -$8.11 (Family non-resident – 6 month membership) to $11.06 (Couple non-resident membership). The selection from Exhibit #1 shows Lake Bluff fees for Couple and Family memberships in comparison to Lake Forest prior to revision. Prior to the change the difference was as much as 38%. After, the difference has been reduced up to 18%. See table below for a selection from Exhibit #1: Lake Bluff Individual Couple Family Senior Sr Couple Resident $380 $741 $1,091 $332 $560 Non-resident $456 $889 $1,309 $386 $672 Lake Forest Resident $362 $565 $791 $272 $423 Non-resident $434 $679 $948 $325 $509 Difference-Resident 1.05 1.31 1.38 1.22 1.32 Proposed FY16 Resident $371 $649 $844 $278 $487 Non-resident $464 $812 $1,055 $348 $609 Difference 1.02 1.14 1.29 1.19 1.15 % change -.02 -.17 -.09 -.03 -.18 While developing the reports for these recommendations, staff discovered a problem with the report they were using. The “Membership Count” report used to fill in the membership counts was actually providing the total member count. This definitely threw off projections as it inflated the revenues. The total member count is 1,185 and the total membership count is 838 (see Exhibit #2). To determine the annual membership totals for FY ‘16 staff took an average of the last three years and used that as the benchmark for total. This would account for a membership growth of 1.2%. Revenue would be expected to increase almost 13% with the revisions to the fee structure and the growth. STAFF RECOMMENDATION:  Staff is recommending the fee structure as presented in Exhibit #3 BUDGET/FISCAL IMPACT: Staff anticipates a positive revenue differential of $42,237, Exhibit #2, over FY ‘15 due to increase in membership rates. All fees will become effective May 1, 2015 BOARD ACTION: Approval of the proposed fee structure for FY ‘16 as presented. FY15/16 Comprehensive Strategic Plan Lake Forest Fitness Center October 8, 2014 Presented by: Jason Busdeker 1 Table of Contents for Comprehensive Strategic Plan I. Mission and Vision Statement II. Situation Analysis A. Product & Service B. Market Analysis C. Competitive Analysis D. Fitness Industry Trends III. SWOT Analysis IV. Marketing Objectives and Issues A. Marketing Objectives B. Critical Issues C. Target Market D. Positioning E. Marketing Strategies & Tactics F. Monthly Promotional Plan FY15/FY16 V. FY16 Fee Recommendation 2 FY15/16 Comprehensive Strategic Plan Lake Forest Fitness Center I. Mission and Vision Statement Mission Statement: To provide an efficient, quality fitness facility for the residents of the community, so that they may lead a healthier way of life. Vision Statement: Lake Forest Fitness Center aspires to be the first choice of residents when selecting a local fitness provider by offering quality facilities, equipment and programming at a fair price. We will do this by employing dynamic, professional, and forward thinking staff that will recognize and evaluate the community’s on-going needs; they will be empowered with the flexibility needed to implement improvements that enhance the fitness experience of the community at large, regardless of age or income level. Position Statement: The Fitness Center has a unique position within the marketplace. The Center is a value-priced, non-intimidating facility that caters to a wide range of residents, at the same time attracting non-residents from surrounding communities. The Center provides a broad range of fitness elements (cardio, strength and personal training) offered by full-service facilities at a fraction of the cost. The Center invests in its equipment and staff to meet or exceed the needs of its members. II. Situation Analysis A. Product & Services: The Lake Forest Fitness Center delivers a fitness experience for the surrounding community which rates above average to excellent in overall quality, at a fair price based on the 2014 Membership survey. According to the 2014 Membership Survey 100% of the participants rated the Fitness Center Membership pricing as being a good value. The 2014 survey results also show that price and location were the top 2 deciding factors to join the Fitness Center. Core Products and Services offered include Cardio & Strength Training Equipment, Personal Training and Group Exercise, with ancillary offerings Court Sports and Childcare. Services not offered are aquatics, café, spa, sauna, pro shop, medical support (i.e. cardiac rehab, physical therapy). B. Market Area: The primary marketing area served by Lake Forest Fitness Center is in line with the physical boundaries of the city itself, about 4.6 sq. miles. While neighboring Lake Bluff has its own community Fitness Center, some contend that the geography of Lake Bluff flows into our marketing area as well. Significantly smaller, Lake Bluff’s (5,722 population) demographic profile differs considerably in composition from that of Lake Forest. 3 We have 21 members from outside the Lake Forest/Lake Bluff area from the following communities unincorporated Lake Forest (2), Evanston (1), Prairie View (1), Lincolnshire (1), Wilmette (1), Gurnee (3), Highland Park (4), Zion (1), Chicago (3), Mundelein (3), Northbrook (1), LFFC Member Composition by City of Residence 96% 2% 2% Lake Forest Lake Bluff Other Surrounding Towns Based on the 2010 Census Data, the population of Lake Forest was 19,375 with the total number of Households was 2,100. The general demographic profile of the average Lake Forest and Lake Bluff residents: Lake Forest Median Age: 45 years old Marital Status: Married (69%) with children (71.5%) Education Attained: Bachelors (38%), Graduate/Professional (37%) Mean Household Income: $242,776 Lake Bluff Median Age: 45 years old Marital Status: Married (74%) Education Attained: Bachelors (42%), Graduate/Professional (37%) Mean Household Income: $146,500 Source: 2010 Census Data Below represents the membership distribution by category as of September 1, 2014 and the average daily visits per month. 4 116 128 138 142 144 144 122 138 114 120 105 85 99 0 20 40 60 80 100 120 140 160 Average Daily Visits per Month Note: Staff is not confident in the daily visit totals listed above and believe that our current software system may not have tracked all visits properly. With our new software vendor, tracking will be improved. 5 C. Competitive Analysis: The immediate marketing area of Lake Forest is saturated with a variety of fitness choices, which range from small specialized training studio concepts (<2,000 sq. ft.) to municipal Parks & Recreation facilities (5,000-10,000 sq. ft.), to mid-size (10,000-65,000 sq. ft.) and large (65,000+ sq. ft.) facilities, to full service clubs. There are approximately 15 different fitness facilities of varying sizes and offerings within an 8 miles radius from the Lake Forest Fitness Center. The Fitness Center fits in the middle based on size and services offered when compared to the closest competitors. The Fitness Center is larger than the personalized studios but smaller than the all- inclusive multi-purpose facilities. See Fitness Center Membership Comparison Chart - Exhibit #1 Local Competition Comparison Key Findings Caveat: Caution must be taken when considering the trends taking place in main stream clubs, but also be mindful that we exist and compete in a Parks & Recreation Municipal business model, where demands and expectations differ from that of all inclusive multipurpose facilities.  When comparing “like” fitness experiences within other municipal facilities, LFFC pricing is the most reasonable. Facility Location Distance from LF Rec Center Facility Type The Fitness Together Lake Forest 0.5 miles Specialized Training Studio The Daily Method Lake Forest 0.7 miles Specialized Training Studio Step Into Change Fitness Center Lake Forest 0.7 miles Specialized Training Studio Strength Time Lake Forest 0.7 miles Specialized Training Studio Focused Results Lake Forest 1.0 mile Specialized Training Studio Lake Forest College Lake Forest 1.4 miles Midsize Lake Forest Hospital Health and Fitness Lake Forest 2.1 miles Large/Full Service Medical Wellness Pilates Studio of Lake Bluff Lake Bluff 2.7 miles Specialized Training Studio Lake Bluff Fitness Center Lake Bluff 2.8 miles Municipal Parks & Recreation Cross Fit Lake Forest Lake Forest 3.1 miles Small* John Welch Fitness Lake Bluff 3.4 miles Specialized Training Studio Fitness Edge Highwood 3.6 miles Specialized Training Studio Midtown Athletic Club Bannockburn 5.3 miles Large/Full service club Recreation Center of Highland Park Highland Park 5.6 miles Midsize/Municipal Parks & Recreation Cross Fit Freedom Libertyville 7.8 miles Midsize* 6  It appears that the collection of upfront Enrollment Fees for Parks & Rec facilities is being phased out by some but not all competitors. The Fitness Center uses it as an incentive to potential new members by offering “No Enrollment Fees”.  Most other municipalities offer conveniences of EFTs for monthly fees and market fees by month (i.e. $26/month) versus offering pre-paid memberships. Breaking annual fees into smaller monthly bites takes the focus off pricing, while the Auto Renew reduces costs of renewal reminders and likely facilitates greater retention. Currently, LFFC does not offer a monthly EFT or an Auto Renew option. These are both options that are being strongly considered with the installation of the new software system. D. Fitness Center Trends  The general positioning direction of Fitness Centers today, regardless of formats or service levels, seems to be one which elevates the overall fitness experience from consisting of the bare necessities to one that includes more quality in terms of equipment, services and building amenities.  Parks & Recreation fitness facilities have historically been on the small side (5,000 sq. ft.). Newer facilities that are now being built are much larger in size (40,000- 60,000 sq. ft.) as they invite new revenue generating programming and services into the business model.  There’s been a significant growth of individualized studios for such things as Yoga, Pilates, Personal Training, Spinning, and Crossfit. This growth is not specific to Lake Forest but is happening nationwide. The Fitness Center offers a variety of class options to appeal to as many people as possible. Most of the classes offered are 60 minutes in length but also offer 45 minutes options and 75 minute classes.  Limited time for fitness has shifted group exercise classes to shorten classes to less than 60 minutes. The industry will continue to respond to the critical need for time- starved Americans to get an effective workout in a shorter time.  In response these current trends within the fitness industry, the Fitness Center has to continually focus on maintaining a comfortable atmosphere and offering personalized service to the members and participants. As these trends continue, many of the larger chain facilities are focused on quantity of members rather quality of service. III. SWOT Analysis 1. Strengths and Weaknesses Strengths  Affordable memberships  Centrally Located  Top of the Line Equipment  Employees with Longevity 7  Comfortable Facility Appearance/Quality  Experienced and Certified Group Exercise Instructors and Personal Trainers  Flexible Pricing Structure: Passes, Types, Terms, etc.  Small environment lends itself to personal feeling  Family friendly – allowing members as young as 14 years old  Not a stand-alone facility  No restricted times/days without providing alternate facility  Front Desk Staff and Fitness Floor staff rated “Excellent” in 2014 Membership Survey  60 of 62 participants from the 2014 Membership Survey would recommend the Fitness Center to friend or family member. Weaknesses  Physical Space Constraints - Sharing exercise studios with Dance Academy, which often causes schedule conflicts/issues/limitations.  Identity – Frequently get mixed up with Lake Forest Hospital Health and Fitness  No aquatics or indoor walking track for patrons.  City Regulations on outdoor signage have created an awareness problem, as many residents do not even know the facility exists. Additionally, the lack of signage at Hastings Road results in little drive by traffic/interest.  Technologically behind in terms of Registration Software, reporting capabilities, Membership Management, EFTs and sales data.  City Regulations delaying the ability to utilize social media and website for marketing and communication with members and the community.  Lack of consistency with cleaning services 2. Opportunities and Threats Opportunities  Increase public awareness of the Fitness Center  Create brand identity with new name/logo  Increase use of social media for promotions  Implementation of the new recreation software will allow for better membership management and reporting  Continue to educate members and residents of the website and social media outlets used by the Fitness Center and Recreation Department Threats  Continued increase competition within Lake Forest and immediate surrounding areas.  Shrinking city budgets to support capital needs  Aging employees and trying to appeal to younger/new employees  Limited marketing funds  Limited staff to do marketing for the Fitness Center 8 IV. Marketing Objectives and Issues A. Positioning Objectives:  To fully understand how LFFC fits in the Product/Service Tiers vis à vis the immediate competitive set and clearly establish that positioning in everything we do.  To create clearer club positioning by identifying and agreeing on the core characteristics, features and attributes that LFFC will offer the customer. i. Convenient, affordable, state-of-the-art equipment ii. Personal and Friendly B. Pricing & Financial Objectives:  To determine if adjusting pricing for memberships and services makes sense given the pricing structure vis à vis the competition, market demographics, economic conditions and financial objectives.  To provide members with the convenience of Auto Charge (EFTs) so that they can budget fitness expenses rather than pay in full. This added flexibility in payment terms seems to take “price” objections out of the equation because it is broken down for the prospect in terms that equate slightly more than $1/day.  To implement Auto Renew so that Member Renewals can be done electronically. This would avoid the labor intensive tasks and costly postage currently associated with of sending out renewal letters. This method would also allow for more accurate reporting of renewals and build retention.  The Fitness Center has increased membership rates in 4 of the last 5 years with an average increase of 2.4%. 9 Individual resident rate $328 $362 1.104 $34 Individual non-resident rate $393 $434 1.104 $41 Couple resident rate $512 $565 1.104 $53 Couple non-resident rate $615 $679 1.104 $64 Family resident rate $717 $791 1.103 $74 Family non-resident rate $860 $948 1.102 $88 Senior resident rate $235 $272 1.157 $37 Senior non-resident rate $282 $325 1.152 $43 Senior couple resident rate $361 $423 1.172 $62 Senior couple non-resident rate $429 $509 1.186 $80 Matinee resident rate $165 $182 1.103 $17 Matinee non-resident rate $197 $217 1.102 $20 Percentage change Revenue changeFY 2015FY2011 C. Communication Objectives:  To increase awareness of facility as a fitness option available to area residents.  To reinforce the price and location of LFFC as the top 2 reasons why people joined our facility in the 2014 member survey.  To provide outward messages to the community which are consistent in positioning statements, as well as in visual layout elements.  To continue to utilize the web site and social media for prospects and members  Continue annual membership surveys for additional feedback on how to improve the member experience. D. Sales Management Objectives:  To continue to review and improve sales systems and member management processing on an on-going basis. o EFT Membership options o Auto renewal options for Annual Memberships  To focus on incremental sales and ancillary revenue which includes Personal Training and Group Exercise.  Continue follow up phone calls to members to renew and reach out to expired members 10 E. Target Market:  Currently the membership ranges from individuals as young as 14 years old up until 80+ years old regardless of income status.  The Fitness Center is one of the few facilities allowing members as young as 14 years old.  The Fitness Center offers a smaller non-intimidating environment.  The Fitness Center appeals to the senior population because it is smaller and more economical for individuals who may be on a fixed income. F. Marketing Strategies & Tactics:  To drive long-term LFFC revenue growth by cannibalizing our competitor’s share of local memberships and ancillary sales.  To attract current “non-exercisers” to the idea of fitness; thereby expanding the industry sales.  To educate current exercisers in ways to achieve greater efficiencies in their fitness routines. Product: Functionality: LFFC will continue to review and update capital equipment replacement plan to meet the core fitness needs of the community. Upcoming Marketing Initiatives:  ‐ October/November 2014‐We will be sending a letter to all expired  memberships within the last 2 years inviting them back to the Fitness Center.  The letter will contain an explanation of the changes to the Fitness Center over  the last 2 years (i.e. new equipment and All Access Pass) as well as 2 guest  passes to allow them to try the Fitness Center before re‐joining.   ‐ December 2014 ‐ The Fitness Center will offer 1‐month Memberships over the  holiday season. The promotion will primarily be directed towards students but  was available to residents and non‐residents. The 1‐month membership is  originally $68 but we will be promoted for $48 from December 1, 2014 –  January 1, 2015. In December 2013, 59 passes were sold.   ‐ January 2015 – Direct mail postcard to the community promoting the Fitness  Center and offering an incentive to enroll. The specific details of the promotion  have not been finalized. In 2014, the promotion was advertised through the  Lake Forester in print and on‐line. The promotion resulted in 26 new members.    ‐ February 2015 ‐ The Fitness Center will be offering a 20 Day Pass for $15. In  2014, there were a total of 79 passes sold.   ‐ March 2015 – March Madness Personal Training Special. Purchase a package of  6 1‐hour sessions and receive a 7th 1‐hour session free. In 2014, a total of 31  packages were sold.   ‐ April 2015 – Tax Day Initiative Purchase a 15 Day pass to the Fitness Center for  only $15. Offer valid from April 1‐April 15.   ‐ May 2015 –   11 o Free Fitness Days – Offered Lake Forest Residents free access to the  Fitness Center from May 7‐10, 2015 in honor of Physical Fitness and  Sport Month.   o Summer Memberships ‐ May 1 will begin the sale of the 3‐Month  Summer Memberships.  In 2014, the Fitness Center sold 76 passes.   o Graduation promotion ‐ The Fitness Center offers 1 Free Month  Membership or 12 Punch Pass to all graduating seniors at Lake Forest  High School as well as graduating 8th graders from Deerpath Middle  School.  In 2013, 5 Students took advantage of the promotion.  ‐ September 2015 – Fitness Center Open House Offer free visits to the Fitness  Center for non‐members including short (15‐20 min) demo classes to try and  attract members of the public.   ‐ October 2015 ‐ Breast Cancer Awareness  Month – Invite the participants from  Group Exercise classes who are not Fitness Center members to try the Fitness  Center for 2 weeks at no charge.   ‐ December 2015 ‐ The Fitness Center offered 1‐month Memberships over the  holiday season. The promotion was primarily directed towards students but was  available to residents and non‐residents.     In addition to these marketing initiatives, the Fitness Center also offers Member Appreciation  Days by providing fresh fruit and coffee to the members on a quarterly basis. In addition to the  fresh fruit and coffee, Athletico Physical Therapy has come in offering free injury screenings to  the members. As the Joint Task Force completes its findings, the Fitness Center will implement  those ideas in the effort to benefit both Lake Forest Recreation Department and Lake Bluff Park  District.   Promotion: Advertising: LFFC will continue via local advertising options that provide affordable exposure. Public Relations: Continued efforts to utilize the website, social media and supply local media with Press Releases and images will result with benefits of non-paid exposure. V. Fee Recommendation See attached documents from the October 21, 2014 Park and Recreation Board meeting for the complete materials developed as staff’s recommendations. Fitness Center Individual Couple Family SeniorSenior CoupleStudent MatineeLimited hours 10am‐4pmOther feesPark District of Highland Park Resident$564 $972 $1,199 $480 $912 $312 N/A $312Non‐resident$684 $1,212 $1,380 $600 $1,104 $360 N/A $432Month to Month Membership $59 Residents and $69 Non‐ResidentsLake Forest Health & Fitness$1,344 $2,328 N/A N/A N/A N/A N/AEnrollment $100 per personLifeTime Atheltic$1,224 $2,256 N/A N/A N/A N/A N/AEnroll ‐ $99 Admin ‐ $75LA Fitness$300 ‐ $420 per yearN/A N/A N/A N/A N/A N/A$99 ‐ $349 depending on membership optionMemberships on hold for general public. $450 N/A $975 $225 $500 N/A N/ASame pricing listed as previous year$350 $750FAN Club members$225 $500Alumni members/SeniorsNR rates have decreased from previous yearLake Bluff PDResident$380 $741 $1,091 $332 $560 n/a N/A$50 Enrollment FeeNon‐resident$456 $889 $1,309 $386 $672 n/a N/ACity of Lake ForestEnrollment feeResident$362 $565 $791 $272 $423 $276 $182$50Non‐resident$434 $679 $948 $325 $509 $331 $217$50City of Lake ForestEnrollment feeProposed FY '16Resident$371 $649 $844 $278 $487 $283 $187$50Non‐resident$464 $812 $1,055 $348 $609 $354 $233$50FITNESS CENTER MEMBERSHIP COMPARISONExhibit # 1Lake Forest College Individual resident rate $362 $371 235 242 217 231 $78,554 $85,836 $7,282Individual resident rate - 6 months $249 $260 8 6 5 6 $1,245 $1,645 $400Individual resident rate - 3 months $186 $130 22 5 38 22 $7,068 $2,814 -$4,254Individual non-resident rate $434 $464 17 16 15 16 $6,510 $7,424 $914Individual non-resident rate - 6 months $322 $325 0 0 0 0 $0 $0 $0Individual non-resident rate - 3 months $222 $162 0 0 15 5 $3,330 $810 -$2,520Couple resident rate $565 $649 137 136 125 133 $70,625 $86,145 $15,520Couple resident rate - 6 months $452 $455 1 1 0 1 $0 $303 $303Couple resident rate - 3 month $277 $227 0 1 0 0 $0 $76 $76Couple non-resident rate $679 $812 4 5 4 4 $2,716 $3,519 $803Couple non-resident rate - 6 months $567 $568 0 0 0 0 $0 $0 $0Couple non-resident rate - 3 months $332 $284 0 0 0 0 $0 $0 $0Family resident rate $791 $844 116 117 90 108 $71,190 $90,886 $19,696Family resident rate - 6 months $679 $591 0 0 0 0 $0 $0 $0Family resident rate - 3 months $366 $295 0 0 0 0 $0 $0 $0Family non-resident rate $948 $1,055 1 1 1 1 $948 $1,055 $107Family non-resident rate - 6 months $836 $739 0 0 0 0 $0 $0 $0Family non-resident rate - 3 months $441 $369 0 0 0 0 $0 $0 $0Senior resident rate $272 $278 83 81 85 83 $23,120 $23,098 -$22Senior resident rate - 6 months $187 $195 4 4 5 4 $935 $844 -$91Senior resident rate - 3 months $136 $97 0 0 0 0 $0 $0 $0Senior non-resident rate $325 $348 8 3 5 5 $1,625 $1,856 $231Senior non-resident rate - 6 months $241 $244 0 5 2 2 $482 $569 $87Senior non-resident rate - 3 months $167 $122 0 0 0 0 $0 $0 $0Senior couple resident rate $423 $487 51 49 49 50 $20,727 $24,188 $3,461Senior couple resident rate - 6 months $339 $341 0 1 0 0 $0 $114 $114Senior couple resident rate - 3 months $208 $170 0 0 0 0 $0 $0 $0Senior couple non-resident rate $509 $609 0 2 2 1 $1,018 $812 -$206Senior couple non-resident rate - 6 months $425 $426 3 0 0 1 $0 $426 $426Senior couple non-resident rate - 3 months $249 $213 0 0 0 0 $0 $0 $0Student resident rate $276 $283 57 44 40 47 $11,040 $13,296 $2,256Student non-resident rate $331 $354 4 3 2 3 $662 $1,062 $400Matinee resident rate $182 $187 90 86 89 88 $16,198 $16,479 $281Matinee non-resident rate $217 $233 11 10 11 11 $2,387 $2,485 $98All-inclusive - Member (Addl' to the base) $279 $286 2 34 38 25 $10,602 $7,054 -$3,548All-inclusive - Non-member (Addl' to the base)$620 $636 0 2 0 1 $0 $424 $424854 854 838 849 $330,982 $373,219 $42,237New member enrollment fee - resident $50New member enrollment fee - non-resident$50AverageFY2016Memberships 2014FY2015 RevenueExhibit #2 - Revenue GrowthLAKE FOREST PARKS & RECREATION DEPARTMENTFitness Membership FeesIncremental differenceTOTALFY 2015Proposed FY '16 FY2016 RevenueMemberships 2013Memberships 2012 Individual resident rate $362 $371 1.025 $9 $0.75 Individual resident rate - 6 months $249 $260 1.043 $11 $0.89 Individual resident rate - 3 months $186 $130 0.698 -$56 -$4.68 Individual non-resident rate $434 $464 1.069 $30 $2.48 Individual non-resident rate - 6 months $322 $325 1.008 $3 $0.22 Individual non-resident rate - 3 months $222 $162 0.731 -$60 -$4.97 Couple resident rate $565 $649 1.149 $84 $7.03 Couple resident rate - 6 months $452 $455 1.006 $3 $0.21 Couple resident rate - 3 month $277 $227 0.820 -$50 -$4.14 Couple non-resident rate $679 $812 1.195 $133 $11.06 Couple non-resident rate - 6 months $567 $568 1.002 $1 $0.10 Couple non-resident rate - 3 months $332 $284 0.856 -$48 -$3.99 Family resident rate $791 $844 1.067 $53 $4.43 Family resident rate - 6 months $679 $591 0.870 -$88 -$7.34 Family resident rate - 3 months $366 $295 0.807 -$71 -$5.88 Family non-resident rate $948 $1,055 1.113 $107 $8.93 Family non-resident rate - 6 months $836 $739 0.884 -$97 -$8.11 Family non-resident rate - 3 months $441 $369 0.837 -$72 -$5.97 Senior resident rate $272 $278 1.023 $6 $0.52 Senior resident rate - 6 months $187 $195 1.042 $8 $0.65 Senior resident rate - 3 months $136 $97 0.716 -$39 -$3.22 Senior non-resident rate $325 $348 1.070 $23 $1.90 Senior non-resident rate - 6 months $241 $244 1.010 $3 $0.21 Senior non-resident rate - 3 months $167 $122 0.729 -$45 -$3.77 Senior couple resident rate $423 $487 1.250 $64 $5.33 Senior couple resident rate - 6 months $339 $341 1.025 $2 $0.16 Senior couple resident rate - 3 months $208 $170 0.819 -$38 -$3.13 Senior couple non-resident rate $509 $609 1.196 $100 $8.31 Senior couple non-resident rate - 6 months $425 $426 1.003 $1 $0.09 Senior couple non-resident rate - 3 months $249 $213 0.856 -$36 -$2.99 Student resident rate $276 $283 1.025 $7 $0.57 Student non-resident rate $331 $354 1.068 $23 $1.89 Matinee resident rate $182 $187 1.025 $5 $0.38 Matinee non-resident rate $217 $233 1.075 $16 $1.35 All-inclusive - Member (Addl' to the base)$279 $286 1.025 $7 $0.58 All-inclusive - Non-member (Addl' to the base)$620 $636 1.025 $16 $1.29 Proposed FY2016 Percentage change Revenue change Monthly Increase LAKE FOREST PARKS & RECREATION DEPARTMENT Fitness Membership Fees Exhibit #3 - Percentage Change FY 2015 V:\Recreation Board\Board Packets 2014\October 21, 2014\Joint Task Force Timeline Memo.doc SUBJECT: Lake Bluff/Lake Forest Park and Recreation Joint Task Force Timeline    PRESENTED BY: Sally Swarthout, Superintendent of Recreation (847‐810‐3942)    PURPOSE AND ACTION REQUESTED: The following is an overview of the 2014‐2016 timeline of actions  recommended by the Lake Bluff/Lake Forest Joint Task Force.  The timeline encompasses steps to be  taken by Staff to incorporate the recommendations presented to each of the Park and Recreation  Boards. It is intended for informational purposes only.  There is no action needed at this time.    BACKGROUND/DISCUSSION: The Joint Task Force was initiated in October of 2013.  The committee is  comprised of four members from each community including residents and elected officials offering  different areas of strength and expertise.  The group was charged with exploring shared services and  capital opportunities related to Parks and Recreation between Lake Forest and Lake Bluff. The Task  Force met regularly from October 2013 to June 2014.  They investigated operations, shared services,  reciprocity, and capital expenses.  Their findings indicated that both park and recreation entities ran  very transparent and lean operations.  However, they did find that there are several areas that Staff  could investigate to provide more complete services to both community’s residents.      The recommendations made include:    • Issue Joint Community Press Release  • Development of Golf Joint Task Force  • Review Common Capital Improvement Expenses  • Remove Non‐Resident Fees for collaborative communities  • Create survey to measure reciprocity and cost‐sharing opportunities  • Research and offer additional joint programming opportunities  • Institute  Fitness Super Pass  • Cross Market non‐duplicated programs  • Track Beach Usage in both communities  • Offer Joint Training of Beach Lifeguards    The suggested timeline layouts the steps Staff will need to investigate, present, and potentially  implement these recommendations in an efficient manner.      RECOMMENDED PARK BOARD ACTION: There is no action needed at this time.  10/10/2014 1 Joint Task Force Recommendations Timeline Recommendations •Issue Joint Community Press Release •Development of Golf Joint Task Force •Review Common Capital Improvement Expenses •Remove Non‐Resident Fees for collaborative communities •Create survey to measure reciprocity and cost‐sharing  opportunities •Research and offer additional joint programming  opportunities •Institute  Fitness Super Pass •Cross Market non‐duplicated programs •Track Beach Usage in both communities •Offer Joint Training of Beach Lifeguards 10/10/2014 2 October 2014 •Issue Joint Community Press Release •Develop strategy for Golf Joint Task Force •Review common capital improvement expenses             (annual review) November 2014 •Discussion of additional joint programming opportunities •Institute Fitness Super Pass •Assign representatives to the Golf Joint Task Force •Lake Forest presents Non‐Resident Fee Policy change to Park  and Recreation Board December 2014 •Summer Brochure marketing crossover due to both agencies January 2015 •Lake Forest presents Non‐Resident Fee Policy change  to City Council •Lake Bluff presents Non‐Resident Fee Policy change  to Park  District Board •Golf Joint Task Force Kick‐Off 10/10/2014 3 February 2015 •Progress update to Park and Recreation Joint Task Force March 2015 •Implement Non‐Resident Fee Policy change via  Summer/Camp registration •Set joint lifeguard training dates Summer 2015 •Track beach usage at both facilities •Discuss combination of specific area programming for space  and instructor efficiencies •Research other opportunities for program combining Summer 2016 •Issue Community Survey •Aquatic Facility usage by Lake Forest  residents •Aquatic Facility Operational costs •Feedback‐program reciprocity 10/10/2014 4 Questions Field Amenity Timeline    SUBJECT: Lake Forest Recreation Department Field Amenity Timeline    PRESENTED BY: ANTHONY ANASZEWICZ, ATHLETICS PROGRAM MANAGER    PURPOSE AND ACTION REQUESTED:   Staff is responding to the Park & Recreation Board request to lay out a comprehensive timeline  of proposed field amenities to all Lake Forest Baseball Parks, including costs associated with  developing said amenities. This timeline shows a plan for Fiscal Years 2015‐2020.    BACKGROUND/DISCUSSION:   It is the goal of the Athletic and Parks staff to build the City of Lake Forest’s Athletic Parks to a  standard that meets or matches today’s facility expectations with our neighboring communities’  Athletic Fields & Parks. The timeline attached will ensure that we are able to provide dynamic Athletic  Parks to our participants and community members over the course of the next 5 years.     Currently our fields lack many of the standard amenities to deliver a high quality, safe facility.   Amenities that staff wishes to add include batting tunnels, home‐run fences (temporary and  permanent), scoreboards, proper pitching mounds and grass infields.    Between our Field Sports and Baseball/Softball Programs, we can project that over 2,000 participants  use our Athletic Parks and their amenities on a yearly basis. We can also assume that when our  Athletic Parks are not being used by our Programming, the general public is utilizing them for personal  usage.    Attached in Appendix A are conceptual pictures of our proposed amenities. These are generic  pictures. Our amenities will be customized to our desired designs and needs for each park.    BUDGET/FISCAL IMPACT:  As we move forward with our vision, staff will be seeking funds from the following; City Capital  Improvement, CARP, Fundraising, and Parks & Program Operating Budgets.    RECOMMENDED ACTION:   Staff is requesting the Comprehensive Renovation Plan be part of the Capital Improvement Plan  discussion.                                        APPENDIX A:        Temporary Fencing (200’ & 300’ Systems) – DP, WV, SP & WP                                Scoreboard (Hanging Numbers) – ALL Parks                                    Single Tunnel Batting Cage – EP    Permanent Fencing w/Track ‐ TCP  Cover/Summary Page Year Item Cost FY 15 Amenities 11,800.00$                   Maintenance 24,000.00$                   Total 35,800.00$                   FY 16 Amenities 53,000.00$                   Maintenance 24,000.00$                   Total 77,000.00$                   FY 17 Amenities 47,500.00$                   Maintenance 24,000.00$                   Total 71,500.00$                   FY 18 Amenities 30,000.00$                   Maintenance 24,000.00$                   Total 54,000.00$                   FY 19 Amenities 27,000.00$                   Maintenance 28,000.00$                   Total 55,000.00$                   FY 20 Amenities 50,000.00$                   Maintenance 16,000.00$                   Total 66,000.00$                   Year Item Cost Funding Sources FY 15‐20 Field Amenities 219,300.00$                CIP/CARP, SFIF, Fundraising FY 15‐20 Maintenance 140,000.00$                Parks Operating Total 359,300.00$                 *Elawa & Northcroft Park fields are not used for programming and are not included. Townline Community ParkYear Item Location Brand Supplier CostFY 15 Edging & Grooming Diamonds 1& 2 VANS 8,000$                          FY 16 Dual Batting Tunnel Between TCP 1 & 2 Mastodon TBD 50,000$                       FY 17 Homerun Fences w/ Warning Tracks TCP 1 & 2 TBD VANS 40,000$                       Edging & Grooming Diamonds 1& 2 VANS 8,000$                          FY 18 Scoreboards TCP 1 & 2 BSN 2,000$                          FY 19 Grass Infield TCP 2 N/A VANS 25,000$                       Edging & Grooming Diamonds 1& 2 VANS 8,000$                          Deerpath ParkYear Item Location Brand Supplier CostFY 15 Temporary Fences (300' x 4) Diamonds 1‐4 Markers, Inc. BSN Sports 8,000$                          FY 16 Edging & Grooming Diamonds 1‐4 VANS 16,000$                       FY 17 Scoreboards East/West DP BSN Sports 4,000$                          FY 18 Edging & Grooming Diamonds 1‐4 VANS 16,000$                       FY 20 Edging & Grooming Diamonds 1‐4 VANS 16,000$                       Year Item Location Brand Supplier CostFY 15 Edging & Grooming Diamond 1 VANS 4,000$                          FY 17 Edging & Grooming Diamond 1 VANS 4,000$                          FY 18 Single Tunnel Batting Cage Home Dugout Mastodon VANS 19,000$                       FY 19 Edging & Grooming Diamond 1 VANS 4,000$                          Everett Park Waveland ParkYear Item Location Brand Supplier CostFY 15 Edging & Grooming Diamonds 1& 2 VANS 8,000$                          FY 16 Temporary Fences (200' x 2) Diamonds 1 & 2 Markers Inc. BSN Sports 3,000$                          FY 17 Edging & Grooming Diamonds 1& 2 VANS 8,000$                          FY 18 Pitcher's Mounds Diamond 1 & 2 VANS 8,000$                          FY 19 Scoreboards Diamonds 1 & 2 BSN Sports 2,000$                          Edging & Grooming Diamonds 1& 2 VANS 8,000$                          FY 20 Grass Infields Diamond 1 & 2 VANS 50,000$                       South ParkYear Item Location Brand Supplier CostFY 15 Temporary Fence (300' & 200') Diamonds 1 & 2 Markers Inc. BSN Sports 3,800$                          FY 16 Edging & Grooming Diamonds 1& 2 VANS 8,000$                          FY 17 Scoreboards Diamonds 1 & 2 BSN Sports 2,000$                          FY 18 Edging & Grooming Diamonds 1& 2 VANS 8,000$                          FY 19 Edging & Grooming Diamonds 1& 2 VANS 4,000$                          West ParkYear Item Location Brand Supplier CostFY 15 Edging & Grooming Diamonds 1& 2 VANS 4,000$                          FY 17 Temporary Fence (200') Diamond 1 Markers Inc BSN Sports 1,500$                          Edging & Grooming Diamonds 1& 2 VANS 4,000$                          FY 18 Scoreboard TBD BSN Sports 1,000$                          FY 19 Edging & Grooming Diamonds 1& 2 VANS 4,000$                           V:\Recreation Board\Board Packets 2014\October 21, 2014\CIP COTW Memo.doc SUBJECT: CAPITAL IMPROVEMENT PLAN—FY16-FY20 PROJECTS DISCUSSION PURPOSES ONLY The purpose of this agenda item is to achieve direction from the Park Board on capital expenditures and assist with prioritizing the #1 projects listed in the Capital Fund and Park and Public Land Fund for the upcoming 2016 fiscal year. Staff has attached the following documents: 1. FY16 Priority Ranking and Rationale Chart. These are the projects that staff has identified as our recommended Priority #1 for FY16. 2. Five Year (FY16-20) Capital Project List divided into #1, #2 and #3’s so that projects on the horizon are identified. As communicated in prior years, The City requires the capital projects to be broken down into Priority #1 (most urgent and highly recommended for funding), Priority #2 (if funding becomes available should be considered) and Priority #3 (unlikely unless a donation or other funding source becomes available). Staff will be seeking Park Board feedback on the projects listed as well as assistance on ranking the FY16 Priority #1 projects in the two funds in order of importance based upon key impact factors such as safety concerns, those critical for supporting existing revenue streams, years extended based upon useful life, and funding restrictions based upon dollars available from impact fees. We do not need to prioritize any projects beyond FY16. The Park and Public Land Fund may only include projects that qualify via definition of impact fees and that match to current dollars available. At the time of preparing this packet, this estimate was not available, but I will have it by the October 21st meeting. All other capital projects and those not eligible for impact fees are funded through the city-wide Capital Improvement Fund. Staff is proposing a total of $720,000 for FY16 capital projects (not including golf capital). Suggested Tour: Prior to our meeting on October 21st, I would encourage board members to take a brief tour of the more significant capital project locations. This will provide you with a good understanding of the conditions of the properties. Suggested places to visit: 1. Everett Park “Elementary School Lot” Playground: There are two playgrounds at this site. The FY16 project is for the older age playground located on east side of park. The new tot playground on the west side of the park is being completed this week, so when there you might want to walk over and see the new tot playground! It looks great! 2. South Park circle drive by the playground. Look at the asphalt surface and layout, as well as view the condition of the playground. 3. West Park tennis court surface condition. We look forward to reviewing this draft capital plan and prioritizing the projects with you. The proposed capital project plan will be an action item at the televised November 18th meeting. Park and Forestry Capital Improvement Plan FY16 Priority Ranking and Rationale FY16 Projects Requested for Funding via City's Capital Fund Priority Ranking Project Description and Rationale for Ranking Amount 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. $100,000 EAB Removals Removal of designated ash trees as outlined in the City's Comprehensive EAB Management Plan.$200,000 EAB Treatments Chemical treatment of designated ash trees as outlined in the City's Comprehensive EAB Management Plan. $40,000 Landscaping Replacement - City Leased & City Owned To maintain a high level of landscape appearance around City properties $30,000 West Park Tennis Court Surface Maintenance 5-year maintenance to court surface to address cracks and color coat courts $25,000 South Park Entrance Drive Resurfacingof playground drive-improved parking layout for safety $95,000 Boat Basin Ramp Replacement Replace deteriorated wood ramp with composite ADA ramp to address safety concerns and finish dock replacement needs.$50,000 TOTAL FROM CITY CAPITAL FUND $540,000 FY16 Projects in Park and Public Land Fund from Impact Fees Everett Park: Elementary Playground Equipment Replacement Joint funded project with SD67 to replaced the existing elementary school playground which is 24 years old. Replacement is needed to provide a safe and modern play structure for children. Replacement will also reduce maintenance. (City portion $65,000)$130,000 Athletic Field Improvements Installation of a dual tunnel batting system providing the opportunity for 4 teams to safely and simultaneously utilize the fields at Townline Park. This amenity is part of the Comprehensive Field Renovation Plan to bring our fields up to today's athletic expectations.$50,000 TOTAL FROM PPLF FUND $180,000 GRAND TOTAL CAPITAL IMPROVEMENTS DURING FY16 $720,000 Note: Capital Fleet Equipment of $150,000 will continue to be funded from Fund 220 Operations, not Capital Fund. FY16 Projects Requested for Funding via City's Golf Fund Priority Ranking Project Description and Rationale for Ranking Amount Equipment Replacement Greens roller and sprayer $46,000 Course Amenities New tee markers, flags, furniture, etc $39,000 Course Lightening Prediction System Replacement Thor-guard warning system $12,000 TOTAL FROM GOLF FUND $97,000 5-Year Capital Improvement Plan City of Lake Forest, Illinois PROJECTS BY FUNDING SOURCE FY 16 FY 20thru TotalSourceProject# Priority FY 16 FY 17 FY 18 FY 19 FY 20 Capital Fund PK-FOR-01-09 650,000100,000 100,000 150,000 150,000 150,000Tree Replacement Program 1 PK-FOR-01-13 650,000200,000 200,000 150,000 50,000 50,000EAB Removals 1 PK-FOR-02-13 160,00040,000 20,000 40,000 20,000 40,000EAB Treatments 1 PK-PRK-01-14 250,000250,000Bike Path Maintenance 1 PK-PRK-01-15 150,00030,000 30,000 30,000 30,000 30,000Landscaping Replacements: City Properties 1 PK-PRK-01-19 15,00015,000Northcroft Park Tennis Surface Maintenance 1 PK-PRK-02-12 200,000200,000South Park: Roadway Resurfacing 1 PK-PRK-02-13 200,000200,000Waveland Park:W Parking Lot Resurface & Expansion 1 PK-PRK-02-16 25,00025,000West Park Tennis Surface Maintenance 1 PK-PRK-02-17 30,00030,000Everett Park Tennis Surface Maintenance 1 PK-PRK-02-19 40,00040,000Deerpath Park Tennis Surface Maintenance 1 PK-PRK-02-20 95,00095,000South Park Parking Lot Expansion 1 PK-PRK-03-16 95,00095,000South Park Entrance Drive/ Lot Resurfacing 1 PK-PRK-06-15 125,00025,000 100,000Beach Profile Study 1 2,685,000490,000 630,000 595,000 305,000 665,000Capital Fund Total Golf Course Fund PK-DGC-01-16 39,00039,000On-course amenities and improvements 1 PK-DGC-02-17 24,00024,000Cart path overlay 1 PK-DGC-02-18 65,00065,000Clubhouse siding replacement 1 PK-DGC-03-15 24,00024,000Cart path overlay 1 PK-DGC-03-17 15,00015,000Refurbish clubhouse furniture/cases 1 PK-DGC-04-15 12,00012,000Clubhouse Lightening Prediction Replacement 1 PK-DGC-06-15 17,00017,000Cart fleet replacement batteries 1 196,00051,000 39,000 89,000 17,000Golf Course Fund Total Park & Public Land Fund PK-PRK-01-17 130,000130,000Everett Park: Playground Equipment Replacement 1 PK-PRK-01-20 300,000300,000Forest Park Wooden Boardwalk Replacement 1 PK-PRK-02-18 100,000100,000West Park Building Improvements 1 PK-PRK-03-15 150,000150,000McCormick Nature Preserve: Driveway Resurfacing 1 PK-PRK-04-14 200,000200,000West Park: Playground Replacement 1 PK-PRK-05-14 130,000130,000South Park: Playground Equipment Replacement 1 PK-PRK-07-15 100,000100,000Waveland Park: Path Extention to West Lot 1 PK-PRK-08-15 140,000140,000Everett Park: Path Re-Surfacing 1 PK-PRK-09-15 75,00075,000West Park Irrigation System Installation 1 1,325,000130,000 300,000 370,000 225,000 300,000Park & Public Land Fund Total 4,206,000671,000 969,000 1,054,000 530,000 982,000GRAND TOTAL FY 16 Budget - DRAFT 5-Year Capital Improvement Plan City of Lake Forest, Illinois PROJECTS BY FUNDING SOURCE FY 16 FY 20thru TotalSourceProject# Priority FY 16 FY 17 FY 18 FY 19 FY 20 Capital Fund PK-PRK-01-16 45,00045,000Townline Park: Basketball Court Addition 2 PK-PRK-03-12 75,00075,000South Park:Tennis Courts Improvements 2 PK-PRK-03-13 125,000125,000Waveland Park: Picnic Shelter 2 PK-PRK-04-15 150,000150,000Park Entrance Signs/Landscaping 2 PK-PRK-05-15 250,000250,000Elawa Park: Bathroom Addition 2 645,00075,000 375,000 195,000Capital Fund Total Golf Course Fund PW-ENG-03-14 186,000186,000Golf Course Parking Lot Resurfacing 2 186,000186,000Golf Course Fund Total 831,000261,000 375,000 195,000GRAND TOTAL FY 16 Budget - DRAFT