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PARKS & RECREATION BOARD 2014/02/18 Packet PARKS AND RECREATION BOARD COMMITTEE OF THE WHOLE MEETING TUESDAY, FEBRUARY 18, 2014 6:30PM at MUNICIPAL SERVICES LAKE FOREST, ILLINOIS AGENDA I. CALL TO ORDER & ROLL CALL Curt Volkmann, Chairman David Brush Steve Hill Dan Jasica Charlie Kohlmeyer Lauren Turelli Paul “Skoo” Walker Wil Dixon, Student Member II. APPROVAL OF THE MINUTES OF THE NOVEMBER 19, 2013 PARKS AND RECREATION BOARD MEETING APPROVAL OF THE MINUTES OF THE DECEMBER 17, 2013 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. BASEBALL DIAMOND VISIONING PLAN—Presented by Anthony Anaszewicz, Athletics Program Manager V. DIRECTOR’S REPORT VI. COMMENTS BY BOARD MEMBERS VII. 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 which 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 incidacted 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 SUBJECT: Lake Forest Recreation Department Baseball Diamond Visioning Plan PRESENTED BY: ANTHONY ANASZEWICZ, ATHLETICS PROGRAM MANAGER PURPOSE AND ACTION REQUESTED: Staff will give a background of the current baseball field vision including current age allocations, past field improvements and future improvement plans. Staff is requesting feedback on the current direction of the Athletics Staff’s vision and the vision to implement future field improvement plans. Staff is also requesting feedback as to whether or not the current Sports Field Improvement Fund (SFIF) contributions are adequate enough to help build funds for future improvement plans for all programs. BACKGROUND/DISCUSSION: Since 2012, staff’s goal has been to allocate a ‘home field’ to each age group in both our House Baseball Leagues Program and our local travel baseball organization, Lake Forest Baseball Association (LFBA). This has been achieved and staff would like to make field improvements to those home fields that serve as primary game fields for our youth. The City of Lake Forest Parks and Recreation Department has fourteen ball fields, four of which have grass infields. Those fields serve as the primary game fields for both our House League and LFBA. Scout Baseball, while budgeted separately, is considered to be a part of the Lake Forest Recreation Department House League Program and also has a primary game field under the above format. Annually, LFBA contributes to our Baseball Sport Field Improvement Fund (SFIF) from which yearly maintenance and upgrades to those primary game fields are funded. Our House Baseball Program, along with the Scout Baseball program, contributes to that same SFIF fund, enabling us to fund annual general maintenance and potential upgrades to certain diamonds. Currently, the SFIF amount charged to LFBA per head is $20 since they are not a Recreation Department Program. Our House Baseball Programs and Scout Programs contribute $10 per head annually. With the current balance in the Baseball SFIF and based on the format above, staff recommends to make field improvements to our primary game fields over the course of the next few years, including; South Park, Waveland Park & Deerpath Park. Future field improvements at Townline Community Park consist of a dual tunnel batting cage which is planned to be installed by the beginning of the 2014 season. The Scout Program’s operating budget also incorporates $100 per player in their registration fee, which is specifically allocated for field improvements each year to Townline Community Park, which is their ‘home field.’ Scout Baseball, for this reason, has its own Scout Baseball SFIF account. Currently, outside of the $10 per head for SFIF, our House League Baseball operating budget does not allocate any registration money for annual field improvements. Staff feels the SFIF has been beneficial to the vision because monies are being allocated for specific purposes and accruing each year. This has allowed us to plan ahead based on trending registration. However, staff feels that more can be done quicker if contributions were increased. Staff is seeking feedback on this. Traditionally any non-recreation program has contributed double the amount that any Recreation Program has contributed, i.e., House Baseball ($10/head), LFBA ($20/head). BUDGET/FISCAL IMPACT: SFIF FY 14 FY 12-FY 13 FY 12-FY 14 To-Date Account Name Total Accrued Totals Expenses Balance Baseball/Softball 2,440.00$ 17,250.00$ 4,361.00$ 15,329.00$ Scout Baseball 3,250.00$ -$ 3,250.00$ -$ RECOMMENDED ACTION: While this primarily serves as a discussion generating presentation, staff is seeking feedback from the Board on the staff’s current baseball field vision and their future field improvements and to potentially raise the SFIF allocations to help increase monies for future field improvement plans. Baseball Diamond Visioning Plan Presented By: Anthony J Anaszewicz, Athletics Program Manager *Past Improvements •Malin Memorial •Homerun Fence •Scoreboard •Cement/Shaded Dugouts Park Details •1 Diamond •Primary: House 11-12 •Primary: LFBA 11-12 *Funded by Donations Future Improvements •Regular Maintenance Annual Usage •Spring •5-7 Days per Week •Summer •5-7 Days per Week Past Improvements •Grass Infields •Shaded Dugouts •Pitcher’s Bull Pen •Batting Cage Park Details •Diamond 1 (South) •Primary: Scouts 13 •Primary: House 13-14 •Diamond 2 (North) •Primary: House 11-12 •Primary: LFBA 11-12 Future Improvements •Portable Homerun Fences •Scoreboards Annual Usage •Spring •5-7 Days per Week •Summer •5-7 Days per Week Past Improvements •Cement Dugouts •Shaded Dugouts Park Details •Diamond 1 (North) •Primary: LFBA 8-9 & NSSRA •Diamond 2 (South) •Primary: LFBA 8-9 & NSSRA Future Improvements •Grass Infields •Portable Homerun Fences •Scoreboards •Raised Mounds Annual Usage •Spring •1-2 Days per Week •Summer •4-6 Days per Week Past Improvements •Shaded Dugouts Park Details •1 Diamond •Primary: LFBA 9-10 •Primary: Woodlands Academy Future Improvements •Portable Homerun Fences •Scoreboard Annual Usage •Spring •3-4 Days per Week •Summer •5-6 Days per Week Past Improvements •Backstop Park Details •1 Diamond •Primary: None •Secondary to All LFBA Ages Future Improvements •Regular Maintenance Annual Usage •Summer •1-2 Days per Week Past Improvements •Kreischer Memorial •Cement Dugouts •Shaded Dugouts Park Details •4 Diamonds •Primary: House 8-10 •Primary: Adult Softball •Secondary to All House & LFBA Ages Future Improvements •Portable Homerun Fences Annual Usage •Spring •3-4 Days per Week •Summer •5-6 Days per Week *Past Improvements •Grass Infield – •Diamond 1 (West) •Shaded Dugouts Park Details •Diamond 1 (West) •Primary: Scout 14 •Primary: Adult Baseball •Diamond 2 (East) •Practice Field: Scout 13 & 14 •Practice Field: Adult Baseball Future Improvements •Grass Infield – •Diamond 2 (East) •Dual Tunnel Batting Cage •Homerun Fences •Warning Tracks •Scoreboards Annual Usage •Spring •7 Days per Week •Summer •7 Days per Week *Funded by Donations & SFIF Baseball Diamond Visioning Plan Questions?