Loading...
PARKS & RECREATION BOARD 2014/03/18 Packet PARKS AND RECREATION BOARD MEETING TUESDAY, MARCH 18, 2014 6:30PM at CITY HALL LAKE FOREST, ILLINOIS AGENDA I. CALL TO ORDER & ROLL CALL Curt Volkmann, Chairman _____Charlie Kohlmeyer David Brush _____Lauren Turelli Steve Hill _____Paul “Skoo” Walker Dan Jasica _____Wil Dixon, Student Member II. APPOVAL OF MINUTES A. Re-ratify the approval of the minutes of the November 19, 2013 Parks and Recreation Board Meeting B. Re-ratify the approval of the minutes of the December 17, 0213 Committee-of-the-Whole Parks and Recreation Board Meeting C. Approval of the minutes of the February 18, 2014 Committee-of-the-Whole Parks and Recreation Board Meeting III. OPPORTUNITY FOR CITIZENS TO ADDRESS THE PARKS AND RECREATION BOARD ON NON-AGENDA ITEMS IV. SUMMER CAMPS 2014 SPOTLIGHT—Presented by Rob Carmichael, Wildlife Discovery Center Curator V. APPROVAL OF PARKS & RECREATION MEMORIALS POLICY—Presented by Chuck Myers, Superintendent of Parks & Forestry VI. APPROVAL OF CONTRACTS A. McClory Bike Trail/Deerpath Park Walking Path (information only)— Presented by Chuck Myers, Superintendent of Parks & Forestry B. Approval of Northcroft Park and Deerpath Park Tennis Court Contract— Presented by Chuck Myers, Superintendent of Parks & Forestry C. Approval of Tree Planting Contract—Presented by Peter Gordon, City Forester D. Approval of Tree & Stump Removal Contract—Presented by Peter Gordon, City Forester E. Approval of Grounds Maintenance Contract—Presented by Rich Paulsen, Parks Supervisor F. Approval of City Vending Services Contract—Presented by Joe Mobile, Program Manager G. Approval of Fitness Center Treadmill Contract—Presented by Jason Busdeker, Fitness Center Manager VII. DIRECTOR’S REPORT VIII. COMMENTS BY BOARD MEMBERS IX. ADJOURNMENT The City of Lake Forest  Parks and Recreation Board  Meeting Minutes  November 19, 2013    I. Call to Order  The Parks and Recreation Board Meeting was called to order by Acting Chairman Steve Hill  at 6:30p.m. The following were present:      Board Members: Mr. David Brush      Mr. Steve Hill, Acting Chairman      Mr. Dan Jasica      Mr. Charlie Kohlmeyer      Ms. Lauren Turelli      Mr. Skoo Walker      Mr. Wil Dixon, Student Board Member    Staff:  Ms. Mary Van Arsdale, Director of Parks and Recreation      Mr. Chuck Myers, Superintendent of Parks, Forestry & Cemetery      Ms. Sally Swarthout, Superintendent of Recreation       Mr. Rich Paulsen, Parks Supervisor      Mr. Anthony Anaszewicz, Athletics Program Manager      Ms. Tricia Schwall, Administrative Assistant    Special Guests: Mr. John Sentell, President, Lake Forest Open Lands Association    II. Approval of Minutes  The meeting minutes of the September 17, 2013 Park & Recreation Board meeting were  presented.      Board Member Jasica moved for approval of the minutes and Board Member Brush  seconded.  The Board meeting minutes of the September 17, 2013 meeting were then  unanimously approved.    The meeting minutes of the October 15, 2013 Committee of the Whole Park & Recreation  Board meeting were presented.      Board Member Jasica moved for approval of the minutes and Board Member Kohlmeyer  seconded.  The Board meeting minutes of the October 15, 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. Spotlight:  Lake Forest Open Lands Association  Mr. John Sentell, President of Lake Forest Open Lands Association (LFOLA) gave a  presentation on Lake Forest Open Lands Association history, mission, role in conservation  and the community and the ongoing partnership with the City.  He shared that they have  840 acres of land that has been preserved and that they are the first and only nationally  accredited land trust from Illinois.  There are 7 nature preserves with over 12 miles of  walking trails.  Mr. Sentell spoke about the resolution that was passed in May of 2002, by  the City regarding the preservation of open land.  He also shared how LFOLA has acquired  their land including purchasing outright, donations, and many other methods.  There are  several different events and educational opportunities that are presented by LFOLA.   Additionally, LFOLA works closely with the City on many endeavors including the  Environmental Collaborative, Native Tree Sale, Joint Work Days and many others.  Mr.  Sentell also talked about the 20 year lease that LFOLA has with the City.     V. Report on Park Grants  Superintendent Myers gave an update current grant funding opportunities that the City is  involved with.  The Lake Forest Ravine Education & Outreach Program which is focused on  ravine education, outreach & restoration for the Seminary/McCormick Ravines was awarded  in October 2013.  An application was submitted in July 2013 for the Lake Forest Cemetery  Ravine Restoration Plan which is focused on ravine restoration & stabilization for the  Cemetery Ravine.  The Ft. Sheridan Ravine & Coastal Restoration Grant is a huge project that  has been going on for about 5 years.  The City’s part of this grant is the ravine restoration &  stabilization for McCormick Ravine.  The grant has not been submitted at this time.  The  Improving Habitat & Access to North Branch Chicago River Grant focuses on invasive plant  removal, reseeding and improving access to Meadowood and Elawa parks.  This grant  application was submitted in September 2013.  An application was also submitted in  October 2013 for Reconnecting Urban Forests:  Oak Woodland Restoration Near Lake  Michigan Grant in October 2013.  This grant is for the planting of 75 oak trees at McClory  Bike Path & McCormick.  Finally, the Robert McClory Bike Path Grant focuses on  improvements to the bike path between Illinois Rd. & Woodland Shelter.  The application  for this grant was submitted in February 2013.  A short conversation followed regarding the  Bike Path grant and the volume of time necessary for staff to prepare, implement and  provide required tracking reports. Staff indicated that the need for some additional  contractual or a staff position is being discussed to better support grant efforts.    VI. Approval of FY ’15 Capital Improvement Projects  Director Van Arsdale gave an explanation on why this topic was being tabled that evening  and there would be no approval sought that evening.  City Council will be taking a closer  look at the Capital Improvement Projects at an upcoming special workshop before any  further action is taken.     VII. Approval of Athletic Field Program Use Fees  Program Manager Anaszewicz gave a brief history of the Athletic Field Use Policy and  proposed a 5% increase across the board.  He explained the different groups that use the  various fields around the City and how often the fields are used. He informed the board that  in 2007 it was approved to increase the fees every year by 5% but because of the new  Sports Field Improvement Fund (SFIF) implementation staff held off on imposing the annual  field maintenance fee increases.  He explained that the field maintenance fees are fees  charged to recoup direct expense for City crews to prepare the fields for weekly use  whereas the SFIF is a per participant charge that both in‐house and outside organizations  pay to provide for minor asset and turf improvements.  A discussion followed regarding the  two different fee programs.    Board Member Turelli asked what was causing the costs to go up.  Mr. Anaszewicz replied  that the primary reasons are increasing staff costs and material supplies.  Board Member  Walker was concerned we were not charging enough to these outside agencies for field  maintenance.  Director Van Arsdale reiterated that the Sports Field Improvement Fund was  put into place to help pay for minor asset replacements so that between the two programs  the City is funding current levels of both maintenance and improvements.      Several board members questioned why the 5% increase in the fees every year was  established in the past and if this needed to be the same for future years.  Director Van  Arsdale suggested an alternative wording that would give flexibility by approving an up to  5% increase every year and if the increase was going to exceed that 5% the increase would  then come back to the board for discussion and approval.  Board Member Brush felt the  name of the policy was confusing and did not accurately describe what the fees covered.  Board Member Walker suggested that the name of this policy be changed to Athletic Field  Prep Fee Policy.  Mr. Anaszewicz asked if the board thought there should be a separate  policy written to charge a usage fee for teams or organizations that are not resident based  (outside Lake Forest organizations).  A conversation followed and it was agreed to hold off  on incorporating this option at this time.     Requested Action:  Approval to raise the Athletic Field Usage fees by 5% for FY ’15,  establishing an approval annual range of 3‐5% increase.    A motion was made to approve increases for FY ‘15 and beyond up to 5% driven by cost  increases at cost increase percentages.  Anything beyond 5% must come back to the board  for approval.  Also, that the name of the fees be changed from Athletic Field Usage fees to  Athletic Field Prep fees.  The motion was seconded but was withdrawn to pursue further  discussion of the fees.      Board Member Jasica raised a concern that if the fees for our in‐house programs go up  every year that the outside users fees should go up every year also.  A discussion followed  whether board approval should be needed for any fee change that is not at least 3%.      An amended motion was then made by Board Member Jasica to approve a 5% increase for  FY ‘15 and thereafter establishing an approval annual range of 3‐5% increase.  Anything  below 3% or above 5% must come back to the board for approval.  Also, that the name of  the fees be changed from Athletic Field Usage fees to Athletic Field Prep fees. The motion  was seconded by Board Member Walker.  The motion passed.    Director Van Arsdale indicated that staff would make the identified revisions to the  policy/fees.  Board Member Jasica asked that something be done to help Lake Forest  parents of players understand that this fee is not a usage fee it is a field prep maintenance  fee.  Director Van Arsdale said staff would look into how to make parents more aware.  VIII. West Park Ice Rink Information  Parks Supervisor Paulsen provided the board with a report on the outdoor ice rink at West  Park.  He gave some history of the ice rink, how the rink is constructed and ice is made and  some of the challenges his group faces regarding the rink.    IX. Director’s Report  A. Rec Software Replacement Project‐Status of Project Update  B. High School Sailing Team won the Great Lakes High School Sailing Championship  C. Northwestern Lake Forest Hospital Holiday Boutique at Rec Center Nov. 21‐24th  D. Stirling Hall Art Sale is set for December 6‐9th  E. Dance Academy "Extrava‐Dance‐A" is December 15th  F. Kinderhaven Open House was held  G. Pro‐Shop Sales @ Golf Course underway  H. Fitness Center holiday hours will be posted on website    X. Comments by Board Members  Board Member Turelli asked Director Van Arsdale about the fundraising efforts for the  Washington Tornado residents.  Director Van Arsdale shared the details of the efforts.    XI. Adjournment  Board Member Brush moved to adjourn the meeting.  Board Member Jasica seconded.  The  meeting was adjourned at 8:30 p.m.          Respectfully Submitted            Tricia Schwall        Administrative Assistant    The City of Lake Forest Parks and Recreation Board Committee of the Whole Meeting Minutes December 17, 2013 I. Call to Order The Parks and Recreation Board Committee of the Whole Meeting was called to order by Chairman Volkmann at 6:30p.m. The following were present: Board Members: Mr. Dan Jasica Mr. Charlie Kohlmeyer Mr. Curt Volkmann, Chairman Mr. Skoo Walker Staff: Ms. Mary Van Arsdale, Director of Parks and Recreation Ms. Sally Swarthout, Superintendent of Recreation Ms. Tricia Schwall, Administrative Assistant Special Guests: Ms. Anne Whipple, President, Whipple Communications Consultants Mr. Victor Filippini, Partner, Holland & Knight II. Successful Meeting Protocols Ms. Anne Whipple of Whipple Communications Consultants gave a presentation on communication during board meetings. She explained the Robert’s Rule of Order, how to work with motions during a meeting, listening skills and the components of successful meetings. III. Open Meetings Act and Freedom of Information Training Mr. Victor Filippini of Holland & Knight, Attorneys at Law presented an overview of the Open Meetings Act and the Freedom of Information Act to ensure that Park Board members were current in legal requirements for these two public acts. IV. 2014 Spotlights Discussion Director Van Arsdale gave an overview of the spotlights that have occurred during the past 2 years of board meetings. She asked for some input from the board members as to what they would like to see in the future. The board members responded with several different ideas including Lakefront, Squash/Racquetball, Martial Arts Program and Community Events. There was a discussion that followed regarding a quarterly program and metrics report to the board and Director Van Arsdale indicated that she would develop such a report with the start of the new fiscal year. V. Capital Improvement Plan-Recap of City Council Finance Committee Meeting of December 12, 2013 Director Van Arsdale gave an overview of the Finance Committee meeting regarding the Capital Improvement Plan for the City. She indicated that City Council and those in attendance learned more on the background on each project, how projects were prioritized and what priorities the City Council desired. She also said that her take away from the meeting was that staff needed to keep more detailed documentation and justifications of their projects. Park Board members that attended shared their feedback on the meeting and the implications to park capital projects. VI. Director’s Report 1. Invitation to the Capital Visioning Workshop – Saturday, February 1st i. Park Board & Friends of Parks & Recreation Foundation 2. NSSRF – Northern Suburban Special Recreation Foundation is having their 2013 Holiday Appeal 3. Staff attended the “housewarming” of Borris the Bobcats new home at WDC VII. Comments by Board Members None. VIII. Adjournment Board Member Kohlmeyer moved to adjourn the meeting. Board Member Jasica seconded. The meeting was adjourned at 8:37 p.m. Respectfully Submitted, Tricia Schwall Administrative Assistant The City of Lake Forest  Parks and Recreation Board  Committee of the Whole  Meeting Minutes  February 18, 2014  I. Call to Order  The Parks and Recreation Board Committee of the Whole Meeting was called to order by Chairman  Volkmann at 6:30p.m. The following were present:      Board Members: Mr. Steve Hill      Mr. Charlie Kohlmeyer      Ms. Lauren Turelli      Mr. Curt Volkmann, Chairman      Mr. Wil Dixon, Student Member    Staff:  Ms. Mary Van Arsdale, Director of Parks and Recreation         Mr. Chuck Myers, Superintendent of Parks, Forestry & Cemetery      Ms. Sally Swarthout, Superintendent of Recreation       Mr. Jeff Wait, Superintendent of Special Facilities      Mr. Anthony Anaszewicz, Athletics Program Manager      Ms. Tricia Schwall, Administrative Assistant  II. Approval of the Minutes  The meeting minutes of the November 19, 2013 Park & Recreation Board meeting were presented.   Chairman Volkmann asked for a few corrections to the minutes.  The meeting minutes of the  December 17, 2013 Committee of the Whole Parks & Recreation Board Meeting were presented.    Minutes were approved by members of the board that were present.  These minutes will be re‐ ratified at the next meeting.  III. Opportunities For The Public To Address The Board On Items Not Listed On The Agenda  There were no comments.  IV. Baseball Diamond Visioning Plan  Program Manager Anaszewicz gave a background of the visioning of the baseball diamonds  throughout the City.  He shared park details, annual usage, and past and future improvements for  each of the parks.  A conversation followed regarding the different diamonds and each park.   Program Manager Anaszewicz also spoke about the Sports Field Improvement Fund (SFIF) and how  staff feels that some of these improvements could be done quicker if the contributions to the SFIF  were increased.  A conversation followed regarding the balance that is currently in the SFIF and how  that money should be used.  Chairman Volkmann asked that Program Manager Anaszewicz come  back to the board with further analysis on the projects that would like to be done and the cost of  those products before the board looks at raising the SFIF.    V. Director’s Report  1. Capital Visioning Workshop is now going to be on April 12, 2014.  i. Would like to change the time to 10:15 or 10:30 a.m. start instead of 8:00 a.m.  ii. She needs to confirm with facilitator   2. April 11, 2014 is the Board & Commissions Dinner  3. Upcoming spotlights  i. March – Camps  ii. June – Lakefront  iii. July – Special Events  4. Gretchen Wilson at July 4th Festival  5. Upcoming Events  i. March Madness  1. 2‐Ball  2. 3‐Ball  ii. Reptile Rampage  iii. Baseball evaluations  iv. March 15 – Permanent Tee Time Lottery  v. Most of the crews have been busy with snow removal  VI. Comments by Board Members  None.  VII. Adjournment  Board Member Hill moved to adjourn the meeting.  Board Member Kohlmeyer seconded.  The  meeting was adjourned at 7:33 p.m.      Respectfully Submitted,        Tricia Schwall        Administrative Assistant           3/12/2014 1 Welcome to Lake Forest Parks & Recreation Summer Camps 3/12/2014 2 DEERPATH MIDDLE SCHOOL •CAMP STAFF ON SITE •10% DISCOUNT •38 REGISTRATIONS •$21,157 IN REVENUE DANIEL WRIGHT JUNIOR HIGH •FEATURED MANY AREA CAMPS •REACHED COLLAR COMMUNITIES TOOLS USED: •FOCUS GROUP •2013 PARENT/ PARTICIPANT SURVEY  USED TO MAKE CHANGES IN 2014 •STAFF WRAP UP MEETING •CONTINUOUS PROCESS OUTCOMES PRODUCED: •NEW CAMPS •FORMAT CHANGES TO EXISTING CAMPS •REGISTRATION 3/12/2014 3 COUNSELORS: AVERAGE 40 EACH SUMMER  HIGH SCHOOL & COLLEGE  STUDENTS 40+ HOURS OF PRE‐SEASON  TRAINING AND TEAM BUILDING  ASSISTS IN PLANNING SESSIONS  WITH CAMP DIRECTORS COUNSELORS IN TRAINING: •AVERAGE 60 C.I.T.’S EACH SUMMER FOR  THE LAST 7 YEARS •AGE RANGE –13 TO 15 ROLES AND RESPONSIBILITIES INCLUDE: •ASSIST WITH SUPERVISION OF CAMPERS •ASSIST CAMPER WITH ACTIVITIES •HAVE FUN & LEARN VALUABLE JOB  SKILLS Camps FY2015 YTD Summer 2014 FY2014 Summer 2013 FY2013 Summer 2012 Adventure 26171 McCormick 1131121 Preschool 4179190 Sailing 3237262 Sports 035*126 Superstars/All Stars and Beyond 470101 Wildlife 33737 Twigs Art 33748 Dance 24734 Specialty 3135131 Total *program moved from LFHS 25 969 1121 3/12/2014 4 FY2015 YTD Summer 2014 FY2014 Summer 2013 FY2013 Summer 2012 Revenue $21,157 $438,974 $441,471 Expenses $0 $232,214 $252,374 Total $21,157 $206,760 $189,097 SUBJECT: Memorial Tree and Bench Policy PRESENTED BY: Chuck Myers, Superintendent of Parks & Forestry, 810-3565 PURPOSE AND ACTION REQUESTED: Staff is seeking approval of a Memorial Tree and Bench Policy to establish guidelines, standards and procedures for all tree and bench donations. BACKGROUND/DISCUSSION: The City of Lake Forest receives numerous inquiries from individuals and organizations about donations and memorials to the City’s parks and facilities. The intent of the Memorial Program is to create a program that is flexible and responsive to the needs of our community’s donors and to establish policies and procedures for accepting donations made for the benefit of the City properties managed by the Parks and Recreation Department. A copy of the proposed Memorial Tree and Bench Policy and the application form has been provided in this packet. BOARD ACTION: Approval of the Memorial Tree and Bench Policy. The City of Lake Forest Memorial Tree and Bench Policy Parks & Recreation Purpose: The purpose of this policy is to establish guidelines, standards and procedures for the installation and care of donated elements in City owned properties managed by the Parks and Recreation Department. The City desires to encourage donations while at the same time manage aesthetic impacts and mitigate on-going maintenance costs. This policy is designed to enable residents and facility users to support Lake Forest through a tax-deductible contribution. Contributions will be acknowledged by a plaque and letter of completion. The plaque is symbolic of the donation and does not entitle the donor to ownership of the particular donated element. Only tree and bench donations are covered by this policy. Guidelines established by this policy will apply to all donations made after the effective date of this policy. Standards for New Donations Definitions of New Donations: New donations are those made after the adoption of this policy. Acquisition or Purchase: The City and the community have an interest in ensuring that elements purchased and installed be of high quality related to style, appearance, durability and ease of maintenance. The City staff will be responsible for the purchase and installation of all elements. Appearance and Aesthetics: The City and the community have an interest in ensuring the best appearance and aesthetic quality of their public facilities. The elements and/or their associated donation acknowledgements should reflect the character of the park or facility. All elements will be installed in such a manner that will not substantially change the character of a property or its intended use. Maintenance: Donated elements and/or their associated donation acknowledgement, become City property. Accordingly, the City has the duty to maintain the donation only for the expected life cycle of the donation. If current information is on file, donor will be informed and given the opportunity to donate for the replacement of the element at the expiration of the original life cycle. It is the responsibility of the donor to provide the City of Lake Forest with a current address for purposes of notification regarding their donation. Cost: The City has an interest in ensuring that the donor covers the full-cost for the purchase, installation, and maintenance during the expected life cycle of donated park elements. The City also has an interest in ensuring that on-going maintenance costs do not negatively impact the resources available for maintenance of other City parks or facilities. The cost includes tree/bench, installation, plaque, routine maintenance, letter of completion, and a photo. The cost also includes a five-year replacement guarantee for trees. If a tree should die within five years of its original planting a replacement tree will be planted during the next available planting season. Please note that after a bench is installed, the City of Lake Forest cannot be responsible for replacement should the bench or plaque become damaged or destroyed. If a bench has to be removed The City of Lake Forest Memorial Tree and Bench Policy Parks & Recreation or a plaque replaced, the donor will be informed. If the donor chooses to replace the bench, a replacement bench can be provided at the donation level that is stated in the most current memorial policy. Tree donation - $1,000 Bench donation - $2,000 Procedure for Making a Donation Donations will be accepted from public and private sources for the purposes of enhancing all City facilities and pathways, and will become the property of the City. The City’s Parks section of the Parks & Recreation Department shall be responsible for administrating the Memorial Tree and Bench Program, including the review process for approving and installing donations. Application: The donor must contact the Parks section at 847-810-3567 to determine whether a donation may be accepted based upon criteria contained in this policy. If a donation can be accepted, the donor will complete an application form. Applications are available through the mail, in-person at the Recreation Center or Municipal Services Building or on the City’s website (www.cityoflakeforest.com). Completed applications and payment should be mailed to the City of Lake Forest, Memorial Program – Parks, 800 N. Field Drive, Lake Forest, IL 60045 or fax to 847-615-4670 for review and processing. Criteria for Acceptance Site Plan: To accept donation for a bench or tree, for a specific property, a site plan must exist showing the available locations for elements. If no plan exists, then a donation may be made to another property. If a plan exists, but does not identify a particular element proposed for donation, the City may accept the donation under certain conditions. Under this circumstance the donation must: 1) meet a true need of the property, 2) not interfere with the intended current or future use of the property and 3) not require the relocation of other equipment or infrastructure to accommodate the donation. At the discretion of the City, a property may be determined to be fully developed and the opportunity for donations would not be available. Donation Plaques: For benches, donation plaques as approved by the City are to be directly affixed on the seatback, be 2 x 4 inches in size, and are to be made of bronze and purchased through the City using an approved vendor to ensure the highest quality, life and durability. Tree donation plaques will be a maximum 6 x 9 inches in size and mounted on the ground at the base of the tree donation. The City must approve all text for donation plaques. Tree Selection: A request for certain tree species may be made by the donor from a list of trees provided; however, staff will have the final approval. The size and species will be selected based on appropriateness for site and only trees native to Illinois will be planted. The City of Lake Forest Memorial Tree and Bench Policy Parks & Recreation Conditions Installation: Installation of donated elements, including the donation plaques, will be completed by City personnel. There will be a one-time autumn planting for all trees. All tree plantings will take place between September and October of each year. Benches may be installed at any time, weather permitting. The installation will be scheduled at a time and date as determined by the City staff so as not to unnecessarily interfere with routine maintenance activities. Removal and/or Relocation: The City reserves the right to remove and/or relocate donated elements and their associated donation plaques, when they interfere with site safety, maintenance or construction activities. In accordance with previously stated procedures in this policy, the City will send a registered letter to each identifiable donor notifying the donor of any action related to the disposition of the donation. In certain situations, such as safety or emergency situations, the notification may be made after the action is taken. In the event a donation must be permanently removed, the City will seek an alternative location consistent with this policy. If no such agreed upon location can be found, the memorial element and plaque will be returned to the donor. Maintenance and Damages: When an element is donated, City staff makes a commitment to reasonably maintain that donation for its useful life. The City will make every effort to repair damaged memorial donations. However, the City is not responsible for replacing items, including plaques, due to excessive damage or loss or elements at the end of their life span. Other Donations There may be other donations possible, other than those expressly listed or contained within this policy. The City may accept those donations subject to a review by City staff and/or appropriate board(s). Adopted and approved by The City of Lake Forest’s Parks & Recreation Board: March 18, 2014 Adopted and approved by The City of Lake Forest City Council: ____/____/____ The City of Lake Forest Parks & Recreation – Parks & Forestry Sections 800 N. Field Drive / Lake Forest, IL 60045 Phone: 847-810-3567 Fax: 847-615-4670 Parks & Recreation Memorial Tree and Bench Application Date: ________________________ Please select one (Checks payable to: City of Lake Forest): _______ Memorial Tree ($1,000) _______ Memorial Bench ($2,000) Donor: ________________________________________ Daytime Phone #: ______________________________ Address: ______________________________________________________________________________________ City/State/Zip: __________________________________ Email: ________________________________________ Purpose of donation (check one): _______ In Memory of _______ In Honor of Please print name as it is to appear on the plaque(s): _________________________________________________ Additional wording to include on plaque(s): __________________________________________________________ _____________________________________________________________________________________________ Requested tree species (subject to change): _________________________________________________________ Requested area where tree/bench is to be placed (subject to change): ___________________________________ Special instructions: ____________________________________________________________________________ _____________________________________________________________________________________________ I have read, fully understand and agree to abide by the Memorial Tree & Bench Program Policy My signature below indicates that I have read this document in its entirety, and understand that: A. The Department makes all final decisions, including but not limited to availability, bench location, bench style, tree location and tree species. B. All language used on the plaques is subject to approval. C. All donated items are the property of the City of Lake Forest Parks & Recreation Department and will be maintained according to the Department policy and priorities. Signature of Donor: ______________________________________ Date: _____________________________ ********************************************************************************************* Office Use Only Date Paid: _______________ Tree #: _______________ Bench #: _______________ Plaque Information: Tree Information: Bench Information: Date Ordered: Date Ordered: Date Ordered: Date Received: Date Received: Date Received: Date Installed: Date Installed: Date Installed: Date family notified: _______________ SUBJECT: Approval to proceed with McClory Bike Path Improvement Project and Deerpath Park Trail Re-Configuration and Resurfacing Project PRESENTED BY: Chuck Myers, Superintendent of Parks & Forestry, 810-3565 PURPOSE AND ACTION REQUESTED: Staff is seeking approval to proceed with two CIP projects – McClory Bike Path & Deerpath Trail, that will be joint bid with other City projects. BACKGROUND/DISCUSSION: McClory Bike Path Improvement Project The McClory Bike trail section that is included in the scope of this project is the stretch between Woodland Road north to the City border (approximately 4,500 LF). The trail is aging and in need of maintenance to improve the quality and provide a safe environment for users. The path will be ground and resurfaced with asphalt and re- stripped. In addition, the trail is currently 8’ wide but will be widened to 10’ to match the path to the north in Lake Bluff and to match the section south of this stretch that will be widened through a grant funded project that will begin later in 2014. At this time the project has gone out to bid with the City’s Public Works Road Overlay Program. By adding the McClory Project to this much larger program, it will provide significant reductions in the costs due to the higher quantities in the bid package. As a result, the actual cost for the project is expected to be less than the budgeted amount. The timing of the bid opening will not allow for review of the actual bid results by the Park Board and the entire bid will be brought by Public Works Department to the City Council for approval on April 7, 2014. Deerpath Park Trail Re-Configuration and Resurfacing Project The Deerpath Park Trail Re-Configuration and Resurfacing Project was brought before the Park Board as part of the Capital Improvement Plan. The current trail is in poor condition and creates safety concerns in this heavily used park. The project includes the removal of the western portion of the path (1,160 linear feet) that is prone to frequent flooding and the addition of 650 feet of new trail to the east to provide a complete loop in the park. The project also includes the grinding and resurfacing of the existing asphalt trail that is approximately 2,500 linear feet. In addition, the project includes connecting the trail to each of the four baseball diamonds with a short path for ADA compliance. At this time the project has gone out to bid with another Public Works project that involves asphalt resurfacing at two City schools. By adding the Deerpath Trail Project to the other Public Works projects, it will provide better pricing due to the higher quantities in the bid package. As a result, the actual cost for the project is expected to be less than the budgeted amount. The timing of the bid opening will not allow for review of the actual bid results by the Park Board and the entire bid will be brought by Public Works Department to the City Council for approval on May 19, 2014. BUDGET/FISCAL IMPACT: The McClory Bike Path Improvement Project will begin in late April or May and be completed by June 2014 and will therefore be funded through the City Capital Fund as budgeted in the FY’14 and FY’15 CIP. The Deerpath Park Trail Re- Configuration and Resurfacing Project will begin in July and completed in August and will only be funded through the Parks and Public Land Fund as budgeted in the FY’15 CIP. Below is an estimated summary of Project budget (actual amounts will not be known until bid openings): McClory Bike Path Improvement Project FY ’14 Funding Source Amount Budgeted Estimated Amount Budgeted? Y/N Capital Fund - CIP (Bike Path Maint.) $ 90,000 $ 90,000 Y FY ’15 Funding Source Amount Budgeted Estimated Amount Budgeted? Y/N Capital Fund - CIP (Bike Path Maint.) $ 50,000 $ 50,000 Y Deerpath Park Trail Re-Configuration and Resurfacing FY ’15 Funding Source Amount Budgeted Estimated Amount Budgeted? Y/N Park & Public Land Fund - CIP (Deerpath Park) $100,000 $ 100,000 Y BOARD ACTION: Approval to proceed with McClory Bike Path Improvement Project and Deerpath Park Trail Re-Configuration and Resurfacing Project. SUBJECT: Approval of Contract for Northcroft and Deerpath Park Tennis Court Resurfacing & Fence Replacement PRESENTED BY: Chuck Myers, Superintendent of Parks & Forestry, 810-3565 PURPOSE AND ACTION REQUESTED: Staff is seeking approval to enter into a contract with 10-S Court Solutions for resurfacing tennis courts and replacing fence at Northcroft and Deerpath parks. BACKGROUND/DISCUSSION: On January 30, 2014, City staff performed a bid opening for the resurfacing and fence replacement of the two tennis courts at Northcroft Park and six tennis courts at Deerpath Park. These courts are heavily used by residents and the courts at Deerpath are also used by students at the adjacent Deerpath Middle School. The courts are showing signs of normal aging due to weather effects, water pooling and frequent use. The repair and resurfacing process will include power washing all courts, filling smaller cracks with crack filler or larger cracks with Armor Crack patching material, grinding of surface to level, filling all low spots that hold water, and multiple applications of Colorguard surfacing compound. In addition to the above repairs, other improvements related to the courts are also necessary at both sites. All net posts and nets must be replaced and a new practice backboard is needed at Northcroft. The existing fencing around the court at Northcroft is in poor condition and needs to be replaced. The post footings for the fence have risen 2” above the asphalt surface due to ice damming in the winter caused by poor drainage around the courts. The drainage issue was addressed two years ago when a nearby retaining wall was removed and the surrounding area was re-graded and drainage pipe was installed. The posts at Deerpath Park are in good shape and only new fence mesh material is needed. BUDGET/FISCAL IMPACT: Funding for the Northcroft tennis court repairs is budgeted in the FY’14 CIP (Parks & Public Land Fund) and for Deerpath in the FY’15 CIP (Parks & Public Land Fund). The two projects were combined into one bid package to solicit better pricing. Staff received four (4) bids for the tennis court repairs as detailed below. Northcroft Park Resurfacing & Fencing Deerpath Park Resurfacing & Fencing Armor Crack Repair (per LF) TOTALS 10-S Court Solutions $29,100.00 $47,900.00 $12.00/LF $10,800/Total $87,800.00 Olson Brothers Recreation Surfaces, Inc. $30,975.00 $46,950.00 $16.25/LF $14,625/Total $92,550.00 First Impression, Inc. $40,920.00 $58,354.00 $18.00/LF $16,200/Total $115,474.00 U.S. Tennis Court Construction $42,000.00 $58,000.00 $15.00/LF $13,500/Total $113,500.00 10-S Court Solutions was the low bidder and reference checks were conducted that showed excellent references for similar work with surrounding communities. Armor Crack patching is used on cracks wider than 1/2'”and the amount needed at this time is unknown because the courts will need to be stripped down to reveal the actual size of the cracks. A lineal feet cost was requested in the bid request and an estimate of 900 lineal feet was used to determine the cost shown below in the amount requested. In addition, $5,000 is included for a practice wall replacement at Northcroft and $4,640 was added as a 5% contingency for the project. Below is an estimated summary of Project budget: FY ’14 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Parks & Public Land Fund (Northcroft) $75,000 $40,845 Y FY ’15 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Parks & Public Land Fund (Deerpath) $80,000 $56,595 Y BOARD ACTION: Approval of a contract with 10-S Court Solutions for the resurfacing of eight tennis courts and replacement of fence at Northcroft and Deerpath parks including the Amor Crack Repair for a total of $87,800. Staff also seeks approval of an additional $9,640 for the practice wall replacement at Northcroft and the 5% contingency for a grand total of $97,440. SUBJECT: Approval of Contract for Annual Tree Planting for FY ‘15 Budget PRESENTED BY: Peter Gordon, City Forester, 810-3563 PURPOSE AND ACTION REQUESTED: Staff is seeking approval to enter into a one year contract with Nilco Inc. for the planting of trees on City streets, parks and other City owned properties. This contract is for planting only and does not include the purchase of trees. BACKGROUND/DISCUSSION: The City’s Forestry section conducted a joint bid with The City of Highland Park and The Highland Park-Park District to leverage volume discounts for the planting of trees on City streets, parks and other City owned properties. On average the section plants 200 trees per year; however, with the increase of tree removals resulting from Emerald Ash Borer (EAB) we anticipate planting approximately 400 2” - 3” trees in FY ‘15. BUDGET/FISCAL IMPACT: Funding for the annual tree planting contract is budgeted in the Fund 311, Capital Projects. The results of the bid process confirmed that outsourcing of tree planting will be cost efficient and allow for the section to focus on other forestry operations. Staff received five (5) bids for the tree planting detailed below. Trees 1.0”-2.0” Trees 2.1”-3.0” Trees 3.1”-4.0” Trees 4.1”- 5.0” Total Nilco, Inc. $1,280 $40,700 $1,980 $1,690 $45,650 TLC Group $1,440 $42,900 $1,860 $970 $47,170 Brancato Landscaping $1,700 $49,500 $1,900 $1,100 $54,200 Guy Scopelliti Landscape $1,700 $60,500 $3,000 $2,500 $67,700 Acres Group $1,96 $68,200 $3,560 $2,260 $75,980 Nilco, Inc. was the low bidder and has experience working in Lake Forest and has satisfactorily performed other projects within The City in recent years. Below is an estimated summary of Project Budget: FY ’15 Funding Source Amount Budgeted Amount Requested (Not to Exceed) Budgeted? Y/N Capital Fund 311 $ 100,000 $ 45,650 Y It is important to note that this amount is for planting only and does not include the purchasing of the trees. The remaining funds from the budgeted amount of $100,000 will be used to purchase the trees from multiple vendors. BOARD ACTION: Approval of a one year contract to Nilco, Inc. for the planting of trees on City streets, parks and City-owned properties for a total of $45,650.00. SUBJECT: Approval of FY15 Contract for Emerald Ash Borer Tree and Stump Removals PRESENTED BY: Peter Gordon, City Forester (810-3563) PURPOSE AND ACTION REQUESTED: Staff is seeking approval to enter into a one year contract with Clean Cut Tree Service as well as with Kinnucan Tree Experts and Lucas Landscaping and Design to provide tree and stump removal for ash trees on City streets, City-owned properties, and unimproved easements. Staff is recommending the approval of the three lowest bidders again, as recommended by The Property and Public Lands Committee on June 17, 2013. This allowed the Forestry Section to call upon multiple vendors simultaneously to abate the hazards associated with Emerald Ash Borer (EAB) in a timely manner. It is The City’s intention to have Clean Cut Tree Service the (low bidder) perform most of the tree and stump removals while having the approval from Council to call upon Kinnucan Tree Experts (second low bidder) and Lucas Landscaping and Design (third Lowest bidder) as back up contractors in the event Clean Cut Tree Service is unable to keep up with the demand. BACKGROUND/DISCUSSION: Discovered in Lake Forest in 2009 Emerald Ash Borer (EAB) has put every ash tree within the community at risk of infestation. When ash trees become infested they become unhealthy and/or pose a threat to the public health or safety or public properties. The genus Fraxinus (ash) comprises of 14% (3,117 trees) of the total inventoried street tree population down from last year’s totals of 19.00% (4,461trees). In addition, approximately 1,900 ash trees have been identified within City facilities, parks and unimproved easements that pose a potential threat to public health or safety or public properties as well. Recent surveys have suggested that approximately 685 infested ash trees will need to be removed contractually this year with an additional 650 trees projected to be removed by The City’s Forestry section. BUDGET/FISCAL IMPACT: Funding for the annual tree and stump removal contract is budgeted in the Capital Fund 311, Capital Projects. The results of the bid process confirmed that outsourcing of a portion of the tree and stump removals will be cost efficient as well as aide in the timely removal of infested and hazardous trees. Staff received five (5) bids for the tree and stump removals detailed below. Trees 6”-15.9” Trees 16”-29.9” Trees over 30” Clean Cut Tree Service $12.40 $23.05 $39.40 Kinnucan Tree Experts $20.50 $23.00 $24.50 Lucas Landscaping and Design $19.50 $29.75 $35.00 Tree’s R Us $18.99 $30.45 $37.00 Nels Johnson Tree Experts $20.50 $32.00 $37.00 *Prices are based on per inch of tree diameter Clean Cut Tree Service was the low bidder and has experience working in Lake Forest and has satisfactorily performed other projects for The City. Kinnucan Tree Experts has also worked for The City and has met all of their contractual obligations in the past. Lucas Landscaping and Design is a new company with family ties to the tree care industry and therefore has not worked for The City in the past but references have been favorable. Below is an estimated summary of Project budget: FY2015 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Capital Fund 311 $ 200,000 $ 200,000 Y BOARD ACTION: Approval of a one year contract to Clean Cut Tree Service, Kinnucan Tree Experts and Lucas Landscaping and Design in the total amount of $200,000 for FY15 tree and stump removal of ash trees on City streets, City-owned properties and unimproved easements. SUBJECT: Approval of Contract for Annual Grounds Maintenance Services in Parks FY ‘15 Budget PRESENTED BY: Rich Paulsen, Parks Supervisor, 810-3567 PURPOSE AND ACTION REQUESTED: Staff is seeking approval to enter into a one year contract with Landscape Concepts Management, Inc. to provide mowing and ground maintenance services to multiple City-owned properties. BACKGROUND/DISCUSSION: Annually, the Parks and Recreation Department researches opportunities to improve operational efficiencies and deliver services in the most cost effective manner. In 2011, the Parks section began outsourcing the mowing of many of our passive parks and miscellaneous parcels. We chose to not bid out all other park properties, such as the neighborhood parks, lakefront and community parks, due to the significant need to coordinate with ever-changing public use and athletic field schedules. Since 2011 outsourced mowing has proven to be a beneficial fiscal approach by reducing labor expenses and long-term capital equipment replacement costs. For FY‘15, staff conducted a more expansive bid that includes the mowing and additional grounds maintenance of the 14 City property areas and 127 cul-de-sacs along with the mowing only of 18 City right-of-ways. Additional grounds maintenance includes lawn care, weed control, and bed maintenance. Similar to the selection rationale for outsourcing areas in 2011, the right-of-ways and cul-de-sacs are also desirable to outsource since they involve routine scheduling requirements. In addition, the Parks section included a 3 year option with this year’s bid process. The contract would provide The City with the right to extend the contract after the first season or rebid the contract for FY ‘16. BUDGET/FISCAL IMPACT: Funding for the annual grounds maintenance contract is budgeted in the Parks Fund 220 operating budget. The results of the bid process confirm that outsourcing mowing and ground maintenance of these areas is fiscally beneficial. Staff received five (5) bids for the annual grounds maintenance service as detailed below for FY ‘15. City Properties City Cul-de- Sacs City Right-of- Ways TOTALS Landscape Concepts $ 21,438.00 $ 18,760.00 $ 15,640.00 $ 55,838.00 Herrera Landscape Inc. $ 90,261.68 $ 11,862.93 $ 29,920.54 $ 132,045.15 Breezy Hill Nursery $ 63,256.00 $ 49,570.00 $ 39,312.00 $ 152,138.00 KGI Landscaping Co. $ 87,330.00 $ 32,470.00 $ 40,000.00 $ 159,800.00 *Acres Group $46,687.50 $30,000.00 $42,750.00 $119,437.50 *Acres Group did not submit a complete and accurate Amended Contract Price Bid Sheet; therefore this bid will be rejected. Landscape Concepts was the low bidder and has considerable experience working in Lake Forest and has had excellent references for similar work with surrounding communities. Below is an estimated summary of Project budget: FY ’15 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Parks & Forestry Operating Fund 220 75,000 $ 55,838 Y PARKS & RECREATION BOARD ACTION: Approval to award a one year contract to Landscape Concepts in the total amount of $55,838 for FY’14 for the grounds maintenance of City properties, cul-de-sacs, and right-of-ways. SUBJECT: City of Lake Forest Vending Services Contract PRESENTED BY: Joe Mobile, Program Manager (810-3941) PURPOSE AND ACTION REQUESTED: Staff is seeking approval to pursue a two-year independent agreement with Mark Vend Company to provide vending services for the Recreation Department, CROYA and the Office of the City Manager at various locations throughout the City. BACKGROUND/DISCUSSION: At the conclusion of every independent contractor agreement, it is Parks & Recreation Department policy to re-bid the service to ensure the Department is receiving the best possible service for its facilities and residents. The spring of 2013 was the conclusion of the Department’s two-year agreement with Canteen Vending however service has been retained throughout this process. Beginning in November 2013, staff developed the RFP documents and placed a notice within two local news publications to solicit companies and/or individuals to bid. The original deadline of January 6 passed without a proposal being submitted. In February 2014, the RFP documents were once again posted in two local news publications to solicit companies and/or individuals to bid as well as sent to three local companies that provide vending services; Canteen Vending, Mark Vend Company and Aramark. The three packets and publication notices produced one proposal. The one proposal was from Mark Vend Company (MVC); a family owned company based in Northbrook, Illinois. Mark and Daniel Stein are co-owners of this 52 year old vending company that was founded in 1962 as a full service vending and coffee company. With over 250 clients and 1,500 vending machines MVC has become an industry leader with clients in Higher Education, Local Government and Healthcare institutions throughout the Chicagoland area. The Steins have strong industry ties that will enable them to provide vending service options with high quality, healthy food and beverage selections. The MVC commitment to the environment greatly impacts the way they do business. MVC is committed to using innovative approaches in the most fiscally sound and environmentally safe ways possible. While many operators think of the vending business as a static industry, MVC’s second generation management sees it as a dynamic marketplace. BUDGET/FISCAL IMPACT The vending services contract is currently a revenue line item in the Department’s operating budget. The percentage of revenue obtained through this program is divided by the various departments; Recreation, CROYA and Office of the City Manager, based on the total revenue generated by their individual machines. The estimated amount of annual revenue obtained through this program would be $3,750.00 to the City, based on a total of $25,000.00 in annual sales. The City doesn’t incur any expense associated with the vending service agreement. Below is the submitted commission from the Mark Vend proposal. First Year Second Year Mark Vend Company 15% of Sales 15% of Sales MVC with its line of high quality, healthy food and beverage selections, rich experience and reputation and dependable service make it the ideal choice to provide vending service to the City of Lake Forest residents. BOARD ACTION: Approval to move forward with a two year independent agreement with Mark Vend Company to provide food and beverage vending service for the Recreation Department, CROYA and OCM to City Council at the April 21 meeting. SUBJECT: Fitness Center Treadmill Purchase PRESENTED BY: Jason R. Busdeker, Fitness Center Manager (810-3934) PURPOSE AND ACTION REQUESTED: Staff requests approval to purchase four treadmills. This purchase is part of a scheduled annual replacement plan and is budgeted in the City’s Capital Fund. This purchase will replace treadmills that have reached the end of their useful life. With continued use, the likelihood of increase maintenance costs and possible safety hazards become greater. Outdated equipment also negatively impacts revenue potential. BACKGROUND/DISCUSSION: Public notice to solicit bids was provided on February 6th with a bid opening date of February 21st. In addition to public notices, bid packets were delivered to the two equipment vendors in the area. However, staff only received two (2) bids for the treadmill purchase. Staff will trade in five existing treadmills to help offset the cost of the four new treadmills. Purchase Price Trade-In Total Midwest Commercial Fitness $20,500 $1,500 $19,000* Direct Fitness Solutions $27,480 $2,100 $25,380 *Did not fully meet bid specifications Staff recommends awarding the treadmill purchase to Direct Fitness Solutions. Although they had the higher bid, Direct Fitness solutions was able to fully match the specifications of the treadmills as stated in the bid packet. The bid requested pricing for 2 Precor Treadmills and 2 FreeMotion Incline Trainer Treadmills or their respective equals. The bid from Midwest Commercial Fitness did provide a bid for the two Precor Treadmills but were unable to provide pricing for the 2 FreeMotion Incline Trainers. Currently the Fitness Center has other Precor and LifeFitness treadmills. The Fitness Center members are accustomed to and prefer these brands. This purchase will also allow the standardization the equipment which will save time and money maintaining them. BUDGET/FISCAL IMPACT: FY2014 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Capital Fund 311 $30,000 $25,380 Y BOARD ACTION: Approval of the purchase of four (4) treadmills for the total purchase price of $27,480 and a trade-in value of $2,100 for a grand total of $25,380.