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PARKS & RECREATION BOARD 2017/08/15 PacketPARKS AND RECREATION BOARD TUESDAY, AUGUST 15, 2017 6:30PM at MUNICIPAL SERVICES 800 N. FIELD DRIVE LAKE FOREST, ILLINOIS AGENDA I. CALL TO ORDER & ROLL CALL II. Charlie Kohlmeyer, Chairman _____ Shannon Maguire _____ Jake Lee _____ Paul “Skoo” Walker _____ Paul Best _____ Steve Reimer _____ Melanie Walsh III. *APPROVAL OF MINUTES A. Approval of minutes of the June 21, 2017 Parks and Recreation Board Meeting IV.OPPORTUNITY FOR CITIZENS TO ADDRESS THE PARKS AND RECREATION BOARD ONNON-AGENDA ITEMS V. DEER PATH GOLF COURSE UPDATE- Presented by Chuck Myers, Superintendent of Parks, Forestry and Special Facilities; Vince Juarez, General Manager- Kemper Sports Management and Dean Lyton, Regional Operations Executive- Kemper Sports Management VI.PESTICIDE USE IN PARKS- Presented by Chuck Myers, Superintendent of Parks, Forestry and Special Facilities VII.OPEN LANDS PARK ENHANCEMENT PROJECT UPDATE- Presented By Joe Mobile, Superintendent of Recreation VIII.ATHLETIC FIELD USAGE POLICY- Presented By Anthony Anaszewicz, Program Manager- Athletics IX.COMMENTS BY DIRECTOR X. COMMENTS BY BOARD MEMBERS XI.ADDITIONAL ITEMS FOR BOARD DISCUSSIONEXECUTIVE SESSION pursuant to 5ILCS 120/2 (c) (5) - The Parks and Recreation Board will be discussing the purchase or lease of real property for the use of the PublicBody. Adjournment into executive session RECONVENE INTO REGULAR SESSION XII. *ACTION ON ITEMS DISCUSSED IN EXECUTIVE SESSION XIII.ADJOURNMENT *ACTION ITEMS The 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 SUBJECT: DEERPATH GOLF COURSE UPDATES STAFF CONTACT: CHUCK MYERS, SUPERINTENDENT OF PARKS, FORESTRY& SPECIAL FACILITIES, 810-3565 PURPOSE AND ACTION REQUESTED: Chuck Myers will give an update on the upcoming course renovations project that will begin on September 18, 2017. Kemper Sports Management representatives Vince Juarez (Deerpath General Manager) and Dean Lytton (Regional Operations Executive) will provide the board with a report on the FY18 golf season and the impacts of the summer flooding. 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: PESTICIDE USE IN PARKS STAFF CONTACT: CHUCK MYERS, SUPERINTENDENT OF PARKS, FORESTRY& SPECIAL FACILITIES, 810-3565 PURPOSE AND ACTION REQUESTED: As part of our regular maintenance practices, City staff uses various pesticides to control pests and undesirable plants in our parks. The use of pesticides is highly regulated and the importance of following strict protocols in the application of pesticides is critical. Chuck Myers will discuss the protocol that is followed by staff, including notifications, signage, pesticide selection and application methods. This agenda item is for informational purposes only and no action is being sought. A pesticide use policy is being developed and will be presented to the Board at a future meeting. PARKS & RECREATION BOARD ACTION: No action required, for informational purposed only. SUBJECT: Open Lands Park Enhancement Project Update PRESENTED BY: Joe Mobile, Superintendent of Recreation (810-3941) PURPOSE AND ACTION REQUESTED: Staff is providing a status update to the Park and Recreation Board on the Open Lands Park enhancement project. BACKGROUND/DISCUSSION: The City of Lake Forest acquired Open Lands Park through a land swap agreement with Open Lands Association in January of 2016. Staff have been discussing ideas for future development and use of the park to enhance the western most corner of the Central Business District. The mission of this project is to develop a passive, open space which serves as a gateway park and leads residents and visitors into the Lake Forest Central Business District. The main objective of the project is to develop a comprehensive Master Plan for the Park that will identify opportunities to achieve a balance between the recreational use and the protection and interpretation of the cultural, natural and scenic resources of the park. Staff are working with Craig Bergmann Landscape Design, Inc. to develop a site master plan for this park. Staff have shared some initial ideas and design concepts with their staff at this point. Staff have planned a public visioning session scheduled for Thursday, August 24 from 6:00 – 7:30 p.m. The visioning session will be held in Croya where residents will have the opportunity to provide their ideas for the development and use of this New City Park. Through this process we will be renaming the park as well. Invitations have been mailed to residents that live in the surrounding area of the park. Once the visioning session has concluded Bergmann Design will take the data and develop a design concept for the new park and a second session will be scheduled to share the concepts. The final design of the park should be complete by late spring 2018. PARKS & RECREATION BOARD ACTION: No action at this time – Information only SUBJECT: Athletic Field Usage Policy – Proposed 2018 PRESENTED BY: Anthony Anaszewicz, Athletics Program Manager PURPOSE AND ACTION REQUESTED: Staff has been requested to review the current Athletic Field Usage Policy at the June board meeting. After doing so, Staff would like to propose amendments to the Field Usage Policy, taking effect January 1, 2018. Currently, the policy is designed to recuperate direct variable costs associated with Parks Department labor and materials as well as create a rental fee revenue source based on a tier/classification structure. Staff request that the structure of the policy remain intact but that the tiers be reduced from three to two to simplify the policy administration. Staff is providing the Board with information at this time and will be back in front of the Board at the September meeting to seek approval of the amendments. BACKGROUND/DISCUSSION: The current Athletic Field Usage Policy was implemented in May, 2016. The policy was amended to create a user classification structure that would allow for our open fields to generate additional revenue for the department as well as to allow additional usage by residents. The policy was administered for two full outdoor seasons and staff were requested to review and possibly revise the current policy. Staff have reviewed the policy and received input regarding the policy that have guided them to make some recommended changes to the current policy. Staff is recommending that the policy eliminate the third classification moving to a two class system. Class 1 will include Lake Forest Recreation Department programming, Non-Competing Organizations/programs to current Lake Forest Recreation Department programs and an additional group that includes Lake Forest based organizations (67% or more residential participation) with a signed MOU with the Lake Forest Recreation Department. Class 1 will pay only the costs associated with using the fields and not a rental fee. The maintenance fees will be adjusted annually by 3 – 5% based on increasing costs. Class 2 will include any Competing Organizations/programs to current Lake Forest Recreation Department programs as well as any Non-Lake Forest Recreation Department programs with Lake Forest rostered players. Class 2 will pay the costs associated with the use of the fields as well as a rental fee. The fees from Class 3 will be used for this class moving forward. Fees in this class would be raised annually by 3 – 5%, in line with Maintenance fee increases. BUDGET/FISCAL IMPACT: The proposed policy presents a tiered model that would charge users extra rental fees paid to the Lake Forest Recreation Department, on top of the general maintenance, labor and material fees, which are paid to the Lake Forest Parks Department. The chart below shows the FY18 General Parks Labor & Material Fees associated with the base categories of Field Prep work and then shows the proposed Rental Fees associated with those Field Prep items. General Parks Labor Class I Class II & Materials Fees FY18 FY 18 Rental Fees FY18 Rental Fees Units Diamond Prep 1 $101 $0 $200 Game Diamond Prep 2 $108 $0 $240 Game Diamond Practice $43 (only if dragged) $0 $120 Practice Grid Field Practice $2,243 $0 $200 Practice Grid Field Game $2,368 $0 $240 Game *Grid Fields – Fees above only apply to new, unassigned fields. Existing fields are not rentable RECOMMENDED ACTION: Staff is providing the Board with information at this time and will be back in front of the Board at the September meeting to seek approval of the amendments. Athletic Field Usage Policy – FY17 Page 1 Lake Forest Parks and Recreation Department Athletic Field Usage Policy FY18 (May 2017-April 2018) The Athletic Field Usage Policy was established in the fall of 2003 and amended in the spring of 2016 by The Lake Forest Parks & Recreation Department (City). By submitting the completed permit application (attached), the Athletic Association (User) will assume any and all risks associated with their special use in any City Parks. User agrees to pay fees to the City at the discretion of Staff. Request for payment may be at the time of application or at the conclusion of the requested dates, depending on what Tier the User falls into. User agrees that while they use our parks they will adhere to the requirements of the Americans with Disabilities Act (ADA). Further, User is responsible for compliance with the ADA and indemnifies the City for liability arising out of the Users’ failure to comply with the ADA. Upon approval by the City, the completed permit application acts as a contract between the User and The City. Any failure to abide by the terms of the agreement will result in revocation of the User’s permit and the City will not be liable to issue reimbursement of fees. Any User that is subject to revocation of a field use permit, may appeal the decision to the Parks and Recreation Board. City will not be held liable for any damage, injury or death associated with the placement and use of the athletic associations goals within the parks while in season. It is the responsibility of the renting athletic association to move their goals from the park at the conclusion of each season and store such goals off-site. Non-City owned goals will no longer be stored in our parks during the off seasons. Please refer to the Soccer Goal Safety and Education Policy for further detail. By signing the permit application, User agrees to all provisions listed in this document and also agrees that field space is ALWAYS subject to availability and approval by City staff. Before consideration of approval is made, USER must: • Submit completed permit application at least 30 days before the start date of the program/league; o Alongside application, submit a $150 refundable (per team), litter deposit (in the form of a check) which will be returned after the completion of the season if litter is picked up regularly by the requesting group; • Submit prior to first practice/game date; o Submit proof of comprehensive general liability insurance listing The City of Lake Forest, The Lake Forest Parks & Recreation Department, and their Staff as additional insured in the amount of no less than $2,000,000; o Submit to Lake Forest Recreation Department Athletic Staff complete rosters of all teams;  Rosters MUST include player addresses o Submit to Lake Forest Recreation Department Athletic Staff league/practices schedules for all teams; o For classification I & II, the organization must submit a statement of purpose of that organization including:  State filing status from the State of Illinois or School Conference  Proof of an active Board of Administrators or Officers Athletic Field Usage Policy – FY17 Page 2 Fees Section I – General Parks Labor & Materials These fees were established to offset all direct variable costs associated with general parks labor and materials and will increase between 3% & 5% each May. Any additional time associated with any User league or programming will be billed at a rate of man hour and maintenance costs. 1. Diamond Rentals (Practices are included at no charge unless extra services are requested): a. Preparation 1 $ 101 / game i. Grooming, chalk foul lines, equipment & materials, man hours & field set up (bases & pitching rubber) b. Preparation 2 $ 108 / game i. Grooming, chalk foul lines & batters boxes, equipment & materials, man hours & field set up (bases & pitching rubber) 2. Special Diamond Rental Fees: a. Practice preparation (upon request & only dragging) $ 43 / field b. Diamond watering (upon request) $ 38 / field c. Turface (drying agent) $ 12 / bag d. Lights (per diamond) $ 79 / hour e. Additional Games $ 101 / game (prep 1) $ 108 / game (prep 2) f. Overtime (after 3:00 p.m. & Weekends) $ 57 / hour / staff person 3. Grid Field Rentals (Soccer, Field Hockey, Lacrosse, Tackle Football): a. Game Fields i. Fee with Goals $ 2,368 / field (12 weeks) ii. Fee without goals $ 2,032 / field (12 weeks) • Initial field layout, goal placement (if applicable) and 11 weekly maintenance trips including equipment and materials, man hours, full striping & bleachers b. Practice Fields i. Fee with Goals $ 2,243 / field (12 weeks) ii. Price without goals $ 1,908 / field (12 weeks) • Initial field layout, goal placement and 11 weekly maintenance trips, including equipment and materials, man hours and limited striping c. Special Grid Field Rental Fees: i. Deerpath Micro Fields without Goals $ 254 / field (12 weeks) ii. Additional bleachers $ 65 (3 Tier) $ 71 (5 Tier) iii. Deerpath Park Lights (per diamond) $ 79 / hour iv. Goal anchoring $ 168 / goal Athletic Field Usage Policy – FY17 Page 3 Fees Section II – Sport Field Improvement Fund (SFIF) In 2007, City policy was passed to collect fees, on a per head basis, from any Athletic organization that utilized Lake Forest field space for their programming, which would be contributed to City of Lake Forest Sport Field Improvement Funds. These funds accrue annually and are utilized for annual field maintenance and upgrades. These fees are paid to The Lake Forest Recreation Department at the conclusion of each season. The amount in which any Athletic organization contributes to the Sport Field Improvement Funds per season can be categorized as such; 1. Lake Forest Recreation Department Programming - $10 / participant 2. Non-Lake Forest Recreation Department Programming - $20 / participant This space left blank intentionally Athletic Field Usage Policy – FY17 Page 4 Fees Section III – User Classifications & Rental Fees These Classifications were established in the spring of 2016 to separate Users based on criteria in relation to their alignment with City policies & philosophies and to current City programing. These fees are rental fees to be paid to The Lake Forest Recreation Department on top of the General Parks Labor & Materials Fees, which are paid to the Lake Forest Parks Department, listed on Page 2. User MUST meet ALL criteria in a specific Class to be considered eligible for that Class. If User does not meet all criteria in a specific Class, they will qualify for the next lowest Class, as long as they meet all the criteria in that class. Rental Fees will be adjusted, at the discretion of The City, from 3% to 5% each May based on costs. User Class placement is always subject to availability & staff approval. For a detailed description of Lake Forest Recreation Department Athletic programming, please contact the Lake Forest Recreation Department Athletics Program Manager (847) 234- 6700. Classification I 1. Lake Forest Recreation Department Programming; 2. Non-Competing Organizations/Programs to current Lake Forest Recreation Department programs and is a Lake Forest Resident Based Organizations (67% or more, residential participation). 3. Lake Forest Resident Based Organizations (67% or more, residential participation) with a signed MOU with the Lake Forest Recreation Department, who work to improve the overall community offering in a specific sport. Class I Rental Fees – Class I ONLY pays General Parks Labor & Materials Fees & SFIF Fees Classification II 1. Competing Organizations/Programs to current Lake Forest Recreation Department programs 2. Any Non-Lake Forest Recreation Department Programming with Lake Forest rostered players. Class II Rental Fees – See fees below, which will be in ADDITION to General Parks Labor & Materials Fees & SFIF Fees • Diamond Prep 1 $ 200 / game • Diamond Prep 2 $ 240 / game • Diamond Practice $ 120 / practice • Practice Grid Field $ 200 / practice • Game Grid Field $ 240 / game