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PARKS & RECREATION BOARD 2017/03/21 Agenda PARKS AND RECREATION BOARD TUESDAY, MARCH 21, 2017 6:30PM at CITY HALL LAKE FOREST, ILLINOIS AGENDA I. CALL TO ORDER & ROLL CALL II. Charlie Kohlmeyer, Chairman _____ Shannon Maguire _____ Melanie Walsh _____ Paul “Skoo” Walker _____ Paul Best _____ Steve Reimer _____Jake Lee _____ Andrew Grabemann, Student III. APPROVAL OF MINUTES A. Approval of minutes of the February 21, 2017 Parks and Recreation Board Meeting IV. OPPORTUNITY FOR CITIZENS TO ADDRESS THE PARKS AND RECREATION BOARD ON NON-AGENDA ITEMS V. PROGRAM SPOTLIGHTS A. RUGBY- Presented by John Walker, Rugby Director B. LAKEFRONT SPOTLIGHT- Presented by Aaron Dalzot, Manager- Risk and Lakefront VI. DEERPATH GOLF COURSE UPDATE – Presented by Vince Juarez-General Manager, Mike Williams-Regional Operations Executive and Ed Jackman-Regional Director of Marketing for Kemper Sports Management VII. SOUTH PARK PLAYGROUND- Presented by Chuck Myers, Superintendent-Parks and Forestry VIII. ANNUAL MOW CONTRACT - Presented by Rich Paulsen, Parks Supervisor IX. COMMENTS BY DIRECTOR X. COMMENTS BY BOARD MEMBERS XI. ADJOURNMENT The City of Lake Forest Parks and Recreation Board Meeting Minutes February 21, 2017 I. Call to Order The Parks and Recreation Board Meeting was called to order by Chairman Charlie Kohlmeyer at 6:30p.m. The following were present: Board Members: Mr. Charlie Kohlmeyer Mr. Jake Lee Ms. Melanie Walsh Ms. Shannon Maguire Mr. Paul “Skoo” Walker Mr. Paul Best Mr. Andrew Grabemann Staff: Ms. Sally Swarthout, Director of Parks and Recreation Mr. Joe Mobile, Superintendent of Recreation Mr. Chuck Myers, Superintendent of Parks, Forestry & Cemetery Mr. Anthony Anaszewicz, Program Manager, Athletics Ms. Dani Spann, Administrative Assistant II. Approval of Minutes The meeting minutes of the November 15, 2016 Park & Recreation Board meeting were presented and approved. Board member Best motioned for approval of the amended minutes and Board member Walker seconded. The minutes were then unanimously approved. III. Opportunities for the Public to Address the Board on Items not listed on the Agenda No comment IV. 2017 Baseball Program Update Program Manager Anaszewicz gave an update on the baseball program and some of the upcoming changes. In order for the two programs to run smoothly together the staff has signed a Memorandum of Understanding (MOU) with Lake Forest Baseball Association (LFBA). The changes are being made to help bolster the program. One of the changes will be LFBA members will play house league. This is the first and foremost focus. The Rec Center and LFBA are continuing to partner and support each other. Next year LFBA will manage the youth 13-14 travel component. One key point is LFBA will manage the top 12 8U and the Rec will manage all others eligible to play. The difference between these is the top 12 will play two tournaments and the Rec team will play one. Travel baseball will start at 8U. It is very important to note there is constant contact and communication between Recreation staff and LFBA board members. There will be a parent meeting on February 26th at 6pm to educate the community on this partnership. All are welcome to attend. Program Manager Anaszewicz went over some of the changes to the Pinto and Mustang leagues. The Rec will be running a spring training league in March for any kids signed up for the house league. In addition to the spring training they will be doing an All Star Weekend this year. Staff is very excited to revamp the House League with new and fun ideas. Board member Maguire mentioned what a great transition this is and asked how the teams are formed. Program Manager Anaszewicz stated only staff will be evaluating after they start Pinto. Discussion followed on enrollment and the house league versus travel program. V. City Save-A-Tree Program Superintendent Myers talked about the new Save-A-Tree program. This is adding to the current shared cost tree program. City staff has been treating Ash trees for the last 10 years and are down to 480 Ash trees and 15 Heritage Elm trees. Staff is winding down on Emerald Ash Borer removals and has started shifting gears to the ones we have been treating. Currently, the trees have been a two year treatment plan, with treating every year. There are two groups of trees currently protected. This coming year we have been approved for $23,000 worth of treatment which is 267 trees. This will protect them through 2018. Starting in 2019 we will not be treating, which will result in the loss of these trees in 2020. The second groups of trees are currently protected. If next year’s budget of $15,000 gets approved we will be treating to carry them through 2021. This program has been put together to provide a way for residents to help protect the Ash and Elm trees. If anyone is interested, they can complete the form and staff will check the tree over for approval for treatment. Board member Best asked about the success rate and treatment delayed costs per tree. Superintendent Myers explained the success rate is about 95% effectiveness and the costs per tree are about $100.00 every two years. Discussion followed on the resident involvement and the communication updates for this program. Requested Action: Approval of the Save-A-Tree program. A motion was made by Board member Best to approve the Save-A-Tree program. The motion was seconded by Board member Lee. The motion was passed. VI. City Tree Replacement Plan Superintendent Myers went over the tree planting plan and the guidelines they have been working on. The diversity of trees species is the key to success with an overall emphasis on native trees. The basic guideline is the 30/20/10 rule. The rule of thumb for all 26,000 trees in our inventory is to not have more than 30% of one family, 20% of one genus and 10% of one species. Slides of the tree planting plan were shown. The City has decided to participate in the Native Plant Sale in May only. Board member Walker asked about a current disease affecting Oak trees. Superintendent Myers explained this type of disease has been around for years and they are not overly alarmed about a major loss of any trees at this time. Requested Action: Approval of the City Tree Replacement Plan. A motion was made by Board member Walker to approve the City Tree Replacement Plan. The motion was seconded by Board member Maguire. The motion was passed. VII. Elawa Park Restroom and Path Addition Superintendent Myers gave an overview of the requested changes and is asking for approval for the addition of a restroom and path at Elawa Farm. The plan is to have the design completed in April and the additions put in over the summer. The path will have easy access to the trail and will help alleviate foot traffic through the parking lot. This design would match the current design of the park. A donor has come forward and is willing to pay for the restroom. The utilities have already been run. We are currently working on funding for the path. Discussion followed on the location of the restroom. Requested Action: Approval of the Elawa Park Restroom and Path Addition. A motion was made by Board member Lee to approve the Elawa Park Restroom and Path Addition. The motion was seconded by Board member Best. The motion was passed. VIII. Comments by Director Director Swarthout touched on the upcoming events along with the first annual Daddy Daughter Winter Ball that occurred on February 11th. There was a total of 60 participants. A great time was had by all and they had special guest appearances by the Princesses from Frozen. • Camp Preview Day- February 4th at Deerpath Middle School • Lake Forest Baseball Parent Meeting- February 26th in CROYA • Reptile Rampage- March 12th at Recreation Center Gymnasium • Passion to Dance 2017- March 18th at Lake Forest Academy IX. Comments by Board Members Board member Best asked about the budget for the next fiscal year and the Board’s involvement. Director Swarthout explained the timeline and procedures. Board member Lee asked about an update on the South Park meeting. Superintendent Myers explained Hitchcock Design is working heavily on the design options. A follow up meeting hasn’t been scheduled yet. Board member Walker gave an update on the Elawa Foundation and WDC ad hock meeting that took place. It is going well and the last meeting was very positive. Another meeting is scheduled in a couple weeks. X. Adjournment Board member Lee motioned for adjournment and Board member Walker seconded. The meeting was adjourned at 7:38pm. Respectfully Submitted Dani Spann Administrative Assistant SUBJECT: DEERPATH GOLF COURSE UPDATE STAFF CONTACT: CHUCK MYERS, SUPERINTENDENT OF PARKS, FORESTRY& SPECIAL FACILITIES, 810-3565 PURPOSE AND ACTION REQUESTED: Kemper Sports Management representatives Vince Juarez (Deerpath General Manager), Mike Williams (Regional Operations Executive), and Ed Jackman (Regional Director of Marketing), will provide the board and community with a verbal report on the FY17 golf season and the outlook for the FY18 season with key strategies highlighted. This agenda item is for informational purposes only and no action is being sought. PARKS & RECREATION BOARD ACTION: No Action required. For informational purposed only. SUBJECT: Approval of South Park Playground Project PRESENTED BY: Chuck Myers, Superintendent of Parks & Forestry (810-3565) PURPOSE AND ACTION REQUESTED: Staff is seeking Parks and Recreation Board approval to award a contract to Landscape Structures to purchase replacement playground equipment and installation materials for the South Park Playground Capital Project. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Public Meeting March 15, 2017 Received feedback on design options Parks & Recreation Staff Dec. 2016-Mar. 2017 Staff worked with NuToys Leisure in design development BACKGROUND/DISCUSSION: South Park is one of six neighborhood parks in the City of Lake Forest and is located in the southeast portion of the City. The park has a playground designed for children 2-12 years of age, which is heavily used on a daily basis. The current playground was built in 1990 and has reached the end of its useful life. Some improvements have been made over the past ten years; however, replacement is needed to provide a safe and modern play structure for children. In order to provide a consistent appearance of playgrounds in our parks, and because residents have communicated strong support for our recent playground designs and surfacing material at Townline, Everett and West parks, City staff again worked with NuToys Leisure Products, the representative for Landscape Structures, to design a playground that would be well suited in scale for the South Park property. The proposed playground (see attached) is designed with play elements that appropriately stimulate and encourage motor and cognitive play for young children, are in full compliance with current ADA standards, and has poured-in-place surfacing which reduces the weekly and annual maintenance needs. City staff also worked to keep the cost of the project down, while at the same time ensuring that the highest quality standards were achieved. NuToys Leisure (Landscape Structures) is an approved vendor through HGACBuy, a national procurement service, which competitively bids playground equipment to offer time and cost savings (8% discount on equipment) for governmental entities and is compliant with the City of Lake Forest purchasing policies and State of Illinois procurement statutes. In addition, costs for construction will be greatly reduced by having the playground installed by our trained City staff. Upon approval by the Parks and Recreation Board and City Council, the tentative schedule for this project will be the purchase of all equipment in May 2016, with pre- construction beginning in July, and installation starting later that month. The tentative completion date for this project will be August 25, 2017. BUDGET/FISCAL IMPACT: The total cost for this project; including equipment, site work and Poured-in-Place rubber surfacing is $230,000. Funding for the South Park Playground Project is budgeted in the FY’18 CIP (Parks & Public Land Fund and the Special Recreation Fund). Our estimated break down of costs is as follows: FY ’18 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Parks & Public Land Fund $200,000 $195,000 Y Special Recreation Fund $35,000 $35,000 Y PARKS & RECREATION BOARD ACTION: Award of contract to Landscape Structures for the purchase of playground equipment and surfacing, and the purchase of materials to complete installation of South Park Playground, not to exceed $230,000. Expense Amount Playground Equipment $102,528 Poured-in-Place Rubber Surfacing $80,384 Site Work $36,122 • Stone Installation (5282 Square Feet) • Woodchip Removal, Drainage and Misc. Site Work Contingency (5%) $10,966 Total Expense: $230,000 SOUTH PARK LAKE FOREST, IL OPTION 1 - REVISED PLAYBOOSTER COMPONENT SYSTEM QTY.NO.DESCRIPTION UNIT PRICE PRICE 5-12 Year Olds Play Equipment 1 123331A Double Slide 32"Dk DB 1,525$ 1 123333B Rollerslide 56"Dk DB 7,920 1 222708A WhooshWinder Slide 72"Dk DB 4,215 1 148432B Corkscrew Perm Handholds 56"Dk DB 1,075 1 202625A Crest Climber w/Permalene Handholds 4,645 1 152907B Deck Link w/Barriers Steel end panels 2 Steps 1,700 1 184605B O-Zone 3-Ring Climber w/Perm HHs 8"Deck Diff Att to 32"Dk DB 4,380 1 122915A Single Wave Climber 48"Dk Difference 1,620 1 111465A Step Deck 12"Dk 765 1 111812A Headform Set - 1 207581A The Ascent Rock 5,225 1 153617A Chimney Climber 56"Dk DB 3,290 1 119430A Overhead Parallel Bars/Horiz Lad Conn Between Decks 1,025 1 218172A DigiFuse Barrier Panel w/Medallions Above Deck 1,595 2 139375A Square Roof w/o Flag SteelX 2,525 5,050 1 152911A Curved Transfer Module Right 32"Dk DB 1,985 3 111228A Square Tenderdeck 850 2,550 2 111231A Triangular Tenderdeck 660 1,320 1 111404G 100"Alum Post DB 250 3 111404F 108"Alum Post DB 255 765 6 111404E 116"Alum Post DB 260 1,560 4 111403C 166"Alum Post For Roof DB 350 1,400 1 111403A 182"Alum Post For Roof DB 370 3 111403K 182"Steel Post For Roof DB 350$ 1,050 Subtotal 55,280$ 2-12 Year Olds Activity Panels 1 129043A Image Reach Panel Ground Level 770$ 1 115231B Tic-Tac-Toe Panel Ground Level 1,355 1 111404J 76"Alum Post DB 215 2 111404I 84"Alum Post DB 230$ 460 Subtotal 2,800$ Page 1 of 4 February 23, 2017 Page 2 Option 1 - Revised ALSO: 1 100121C Clubhouse w/Sq Poly Roof DB Customized Roof Logo 4,570$ 1 218915A Global Motion DB Only 23,520 1 194663A ZipKrooz 34' w/Aluminum Posts DB 9,925 1 196213A ZipKrooz Assisted Addl Bay 34' w/Aluminum Posts DB 8,570 Subtotal 46,585$ New 5- Place Single Post Swingset 2 Belt Seats, 2 Full Bucket Seats and 1 ADA 2 174018A Belt Seat Proguard Chains 8' Beam 110$ 220$ 2 176038A Full Bucket Seat Proguard Chains 8' Beam 260 520 1 177351A Molded Bucket Seat (5-12) w/Harness Proguard Chains, 8'710 1 177332A Single Post Swing Frame 8' Beam 1,115 1 177333A Single Post Swing Frame Addtl Bay 8' Beam 835 1 CL237509 Custom Single Seat Single Post Swing Additional Bay (90iOC Swing Beam Shortened). No Seat or Chain. CR# 89337, v.4 1,085 Subtotal 4,485$ Equipment Subtotal 109,150$ HGAC Discount - 8%(8,732) Shipping Cost 2,110 Equipment Total 102,528$ Surface America PlayBound Poured in Place 5,282 Sq Ft Poured-in-Place 80,384$ Notes: * * * * *The above surfacing price includes shipping and installation but does not include any base construction or preparation. *Surface America poured-in-place system is IPEMA certified. *Final Confirmation of square footage and thickness to be verified and approved by customer. *Quote does not include security that is needed to protect the surfacing during curing time. Purchaser shall be responsible for security, as needed, to prevent vandalism and/or damage of any type to the surface during intallation process, curing time, and after the installation is completed. Page 2 of 4 Combination 3" thick (1,441 sq ft), 3-1/2" (1,424 sq ft) and 4" thick (2,417 sq ft) (Thicknesses are subject to a nominal variation) system with top surface in 70% color/ 30% black speckled mix. Includes standard aromatic. Includes freight. 4" thick poured-in-place system meets 9' critical fall height. Surface America quotes are based on thickness/criticall fall height performances as tested by an accredited laboratory. 3" thick poured-in-place system meets 7' critical fall height. 3-1/2" thick poured-in-place system meets 8' critical fall height. Page 3 Option 1 - Revised *With Certain EPDM rubber colors, Surface America recommends aliphatic (non-yellowing) binder be considered, however this is an additional charge. Adding aliphatic binder will carry a 10-year warranty. *Surface America recommends the following colors be used as accent colors only: Teal, Yellow, Purple and Primary Red. If one of the listed coors is selected for more than 25% of the top surface, additional charges may need to be added. *Price valid 120 days from day quote is provided. Page 3 of 4 Page 4 Option 1 - Revised BUDGETING SUMMARY Equipment 102,528$ Poured-in-Place Surfacing (5,282sq ft of 70% color)80,384 Site Work 36,122 - CA7 Compacted Stone supply and install. 5282 s.f. @ Min 4-6" deep. Install for surfacing thickness: 3" (1441 s.f.), 3-1/2" (1424 s.f.), and 4" (2417 s.f.) - Removal of existing curb section and install new concrete curb 15' long,6" wide, and 12" deep. - Remove and dispose of existing playground equipment. - Removal and disposal of existing wood fiber (12" deep) - Install 100 l.f. of 4" corregated/perforated drain tile with a sock Contingency 10,966 Projected Budget for Option 1 230,000$ Concrete curb is existing LKF16SOU1 - MS/DS Page 4 of 4 SUBJECT: Approval of Contract for Annual Mowing Services in Parks FY18 Budget PRESENTED BY: RICH PAULSEN, SUPERVISOR OF PARKS, 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 services for 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 not to 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. The outsourcing of mowing has proven to be a beneficial fiscal approach by reducing labor expenses and long-term capital equipment replacement costs. For FY18, staff conducted an expansive bid request that included the mowing of the eleven City areas along with the mowing of twenty City right-of-ways and 136 cul- de-sacs. 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 3-year bids with this year’s bid process. Staff has the ability to extend the contract after the first season or rebid the contract for FY19. BUDGET/FISCAL IMPACT: Funding for the annual mowing contract is budgeted in the Parks Fund 220 operating budget. Staff received five (5) bids for the annual mowing service as detailed below. FY18 Mowing Services Bid Data Overview: City Properties City Cul-de-Sacs City Right-of-Ways TOTALS KGI Landscaping Co. $28,000.00 $15,000.00 $16,400.00 $59,400.00 Landscape Concepts $30,833.00 $36,267.00 $28,900.00 $96,000.00 Lizzette Medina & Co. $75,316.68 $20,477.98 $33,341.75 $129,138.41 Langton Group $39,097.44 $76,160.00 $39,007.92 $154,265.36 Fleck’s Landscaping $102,117.00 $30,478.00 $100,671.00 $233,266.00 After careful review of the bids by City staff, it was determined that due to inconsistent and unsatisfactory reference checks, the low bid should be rejected. The bid should also be rejected based upon unknown performance of the low bidder with projects of this type. City staff is recommending the selection of Landscape Concepts for a one year contract. Landscape Concepts has had a very successful record while having the landscape contract the past three years and City staff is very pleased with their work. They have excellent references for similar work with surrounding communities as well. Further, Landscape Concepts is very familiar with the City and has a complete understanding of the high standards level that must be maintained. Summary of Project Budget: FY18 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Parks Operating Fund 220 $100,000 $96,000.00 Y PARKS & RECREATION BOARD ACTION: Approval to award a one year contract to Landscape Concepts Management in the amount of $96,000 for FY18 for the mowing and grounds maintenance of City properties, cul-de-sacs, and right-of-ways.