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PARKS & RECREATION BOARD 2017/06/21 MinutesThe City of Lake Forest Parks and Recreation Board Meeting Minutes June 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 Ms. Melanie Walsh Mr. Paul Best Mr. Steve Reimer Mr. Jake Lee Mr. Paul “Skoo” Walker Staff: Ms. Sally Swarthout, Director of Parks and Recreation Mr. Joe Mobile, Superintendent of Recreation Mr. Chuck Myers, Superintendent of Parks, Forestry & Cemetery Mr. Mike Strong, Assistant to the City Manager Ms. Dani Spann, Administrative Assistant II. Approval of Minutes Meeting minutes of the May 16, 2017 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. Elawa Ad Hoc Committee Report Mike Strong, Assistant to the City Manager and staff liaison for the Elawa Farm Commission, gave a brief history of the Elawa site and touched on the purpose of this committee. The Committee was formed to find a solution and conduct a study to discuss the existent space use and future allocation that will benefit both organizations. The original vision of this property was to become a world class environmental educational center. Due to the growth of programs the Wildlife Discovery Center began occupying the space in 2002. In 2010 the Master Plan for Elawa Farm was adopted along with the Special Use permitting. Both users of Elawa Farm agreed there is a lack of storage space along with adjacency issues creating inefficiencies in staffing and day to day functions. Mike Strong introduced Andy Dogan, Senior Project Manager/Associate from Williams Architects. Mr. Dogan talked on the process of their study and standards used. The firm met with staff, walked through the facilities and accessed the existing space utilization and existing concerns. Pictures were presented showing the current usage and space shortage. After much discussion and input from both organizations the firm came up with two different approaches. 1. The first concept is to consolidate Elawa Farm Foundation activity to the east side of the complex and the Wildlife Discovery Center on the west side. The approximate costs of this concept are $2,100,000 - $2,400,000. a) Advantages would be additional, contiguous space for both organizations, allowing more space and amenities for Elawa Farm Foundation operations, in addition to separating Wildlife Discovery Center and Elawa Farm Foundation functions. b) Disadvantages would be loss of existing outdoor event space, cost of renovation and new construction, this will be a costly complex phasing of adding space 2. The second concept is to give the Wildlife Discovery Center its own facility. The approximate cost of this concept is $4,700,000. a) Advantages would be additional purpose built space along with allowing growth of programming and revenue generating events for both organizations. b) Disadvantages would be loss of existing outdoor event space, cost of renovation and new construction. This approach will require more detailed study. The concepts developed were based on the current needs and ideas on how to improve current space issues. Discussion followed on Concept 2 and any alternate options outside of the two concepts. Mr. Strong talked about the short and long term strategies. The Committee has been working on operational improvements to ensure compliancy and enhance communication between the two groups. The Elawa Farm commission will be hosting the meeting on July 19th to review the Master Plan. It is in the hopes there will be a recommendation for a long term strategy to be supported and incorporated in to the Master Plan. The steps of approval will be followed along with City Council adoption. Board member Reimer had some questions on the Elawa Farm Foundation’s role and the funding was discussed. It was mentioned that Concept 2 will address everyone’s needs; however, a lot of legwork still needs to be done with the Committee. George Pandaleon, Ad Hoc Committee member, spoke on the space utilization study they conducted with the conclusion that the facility is not big enough for both organizations to co-exist. Requested Action: Consideration and support for a long-term strategy for addressing the operational and capital needs of the Elawa Farm facility. A motion was made by Board member Best to approve the preferred long-term strategy for the operational and capital needs of the Elawa Farm facility and in support of Concept B. The motion was seconded by Board member Walker. A roll call vote was taken. Yays: Kohlmeyer, Walsh, Best, Walker, Reimer (5) Abstain: Lee (1) Absent: Maquire (1). V. Kinderhaven Abroad Director Swarthout moved the Kinderhaven spotlight up from her Director’s Comments. Dr. Penny Robbins, Kinderhaven Director, and other staff talked about the trip the teachers took to Reggio Emelia, Italy along with a video presentation. This was training for the teachers to experience firsthand the program and take home ideas on how to further incorporate this approach with their students. Reggio Emelia is an approach to hands on children directed learning. It focuses on compassion component learning, along with art and centering on how to contribute to the community. Director Swarthout mentioned several of the 4th grade Sheridan students that participated in the West Park playground project were Kinderhaven graduates. The subject was raised about expanding Kinderhaven due to the current waitlists and high enrollment. VI. Open Lands Park Enhancement Update Superintendent Joe Mobile gave an Open Lands Park enhancement update. This land was obtained through a land swap agreement. Mr. Mobile went over the objectives, mission and timeline. The mission is to create a passive open space which serves as a gateway park to the downtown district. The objective is to develop a master plan that will achieve a balance between recreational use and keeping it a natural passive park. There were three events held last year to introduce this as a City property. The current project team’s goal is to have a design plan by late spring 2018 and move forward with engaging the community for public visioning. Mr. Mobile presented photos showing the different aspects of the park. Conversation followed on some of the history of the park. VII. Master Park Policies Superintendent Joe Mobile gave an update on the proposed changes to the Master Park Policies. This policy was initially constructed as a service policy to encourage residents to use the parks. The policy format will remain the same. The proposed changes are: i. Remove rental of Deerpath Park lights with Supervisor approval ii. Beach parking passes will change from 15 passes to 10 passes per permit rental iii. Add insurance requirement for live music and DJ iv. Correct summer office hours v. Remove Forest Park Bluff from rental vi. Update Athletic Field Usage Policy to current vii. Remove and update Superintendent of Special Facilities viii. Update Thor Guard locations ix. Amended prohibited uses at Forest Park Beach Requested Action: Approval for updates to the Master Park Use Policy A motion was made by Board member Walker to approve the updates to the Master Park Use Policy. The motion was seconded by Board member Best. The motion passed. VIII. Comments by Director Director Swarthout mentioned the upcoming events scheduled. Please come out and join us! • Movie at the Beach-June 30th at 8:00pm at Forest Park Beach • Lake Forest Festival & Fireworks- July 4th from 6:00pm-8:00pm at Deerpath Community Park • Cardboard Canoe Regatta- July 29th from 8:30am – 4:00pm at Forest Park Beach • Lake Forest Day 5k Fun Run- August 2nd at 7:00am at Deerpath Community Park • Nine & Wine- August 11th at 5:00pm at Deerpath Golf Course IX. Comments by Board Members Board member Walker requested reevaluating the Athletic Field Usage Policy for revenue opportunities and expanding usage. Director Swarthout said it will be brought forward in the August meeting. Chairman Kohlmeyer mentioned distributing copies of the current policy to all members prior to meeting. Board member Reimer commented how nice the beach is looking. The road should have the final design work in the next 7-10 days with a start date in September. X. Adjournment Board member Walker motioned for adjournment and Board member Best seconded. The meeting was adjourned at 8:49pm. Respectfully Submitted Dani Spann Administrative Assistant