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PARKS & RECREATION BOARD 2017/09/19 MinutesThe City of Lake Forest Parks and Recreation Board Meeting Minutes September 19, 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. Steve Reimer Mr. Paul Best Mr. Paul “Skoo” Walker Staff: Ms. Sally Swarthout, Director of Parks and Recreation Mr. Joe Mobile, Superintendent of Recreation Mr. Jason Busdeker, Facility Manager Mr. Anthony Anaszewicz, Program Manager, Athletics Mr. Aaron Dalzot, Program Manager, Lakefront Ms. Dani Spann, Administrative Assistant II. Approval of Minutes Meeting minutes of the August 15, 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. Athletic Field Usage Policy Program Manager Anthony Anaszewicz went over the FY18 proposed changes to the current policy and requested approval for the following changes. • Annual fee adjustment of 3% increase • Restructure the User Classifications/fees • Class I - Lake Forest Recreation Department and partner programs- to include the payment of maintenance fees only • Class II - any non-partner programs- to include payment of maintenance fees plus rental fees • Change verbiage within Policy • Change to Maintenance Fees • Change from non-competing to affiliates/partners • Eliminate following services/fees • Diamond Prep 2 • Diamond watering and Turface Application • Additional Games/Diamonds • Additional Bleachers • Increase light fees • Remove staff approval in paragraph 3 on page 4 Clarification between the two Classes was discussed. Board member Walker inquired about renting the unused fields to non-residents in order to generate revenue. Anthony Anaszewicz replied this is something that can be looked into. Discussion followed on allowing nonresidents to rent fields in addition to changing the verbiage in Class II to include nonresident groups. A motion was made by Board member Walker to approve the Proposed FY18 Fees along with the proposed Athletic Field Usage Policy changes with an amendment to the Class II category wording to include all nonresident groups. The motion was seconded by Board Member Best. The motion was passed. V. Seasonal Brochure Printing Jason Busdeker, Facility Manager, spoke on the seasonal brochure and going out to bid to compare prices for all seasons for one year. The bid opening occurred on September 8, 2107. There were five bids received with Woodward Printing coming in with the lowest bid of $19,759.62. Chairman Kohlmeyer asked how much was spent on the publishing of the seasonal brochures this year. Facility Manager Busdeker replied around $26,000 has been spent up to date for the past year. They currently print and distribute around 9,500 copies, three times a year. It was mentioned they would like to consider reducing the amount of printed copies and possibly conducting a resident survey to see if it is still cost effective to print or go to online copies instead. A brief discussion followed on advertising. A motion was made by Board member Reimer to approve and award the one year contract for Recreation Department seasonal brochure printing to Woodward Printing. The motion was seconded by Board Member Walker. The motion was passed. VI. FY2019 Fitness Fees Jason Busdeker, Facility Manager, went over the first draft of the proposed FY19 fees for the Fitness Center. He touched on the current FY18 membership totaling 716 along with the proposed FY19 Revenue increase. Jason indicated there is a slight decrease in individual memberships. Staff is recommending the following: • Increase all membership fees by an adjusted 4% • Continue the month to month membership • Continue the 3 month membership, the summer promotion and the one month membership over the holiday season The Fitness Center has seen an increase in the student and annual month to month memberships. The question was asked if any of the current month to month participants have transitioned into annual memberships. Jason Busdeker answered yes there has been a growth in these memberships. A new promotion that will be offered this fall is a mailing going out to local businesses offering member rates to any current employees. It was mentioned to partner with the Chamber of Commerce to offer discounts to those members. Discussion followed on the proposed FY19 memberships and revenue. Board member Reimer inquired about Lake Bluff’s rates and their increase. Jason Busdeker answered they are currently higher than us even with our proposed increase. The Fitness Center will be offering a new program called the Silver Sneakers. This is a Medicare program geared towards the older adult. If the individual qualifies they are eligible for a free membership. The Fitness center will be reimbursed $2.50 per member check in with a maximum of $25.00 a month. This is an exchange between Tivity Health and the Recreation Center. VII. FY2019 Lakefront Fees Aaron Dalzot, Lakefront Facilities Manager, went over the proposed FY19 Lakefront permit fees. Staff is recommending a 4% increase for permit fees. The projected revenue increase for FY2019 is $3,185. This was a very successful year; the projected revenue was exceeded. This was the highest year with an increase in revenue from non-resident passes. Director Swarthout went over the various passes/fees that were excluded from the 4% increase. The following Passes/Fees were excluded from the 4% increase: • The Nanny and Caregiver Parking Pass • The Resident Guest Daily Parking • The Non-resident Beach Access Fees • The Non-resident Daily Boat Launch Discussion followed on the approval of the fees along with the watercraft permits/fees. Aaron Dalzot talked about the improvements made this year. More conversation followed on revenue of the current concessions at the beach. VIII. Comments by Director Director Swarthout spoke about the upcoming events scheduled for September and October. • Family Fun Beach Camp Out- September 30th at 5:00pm at Forest Park Beach • Oktoberfest- October 14th from 5:00pm – 10:00pm at Deerpath Community Park • Art Bash- October 21st from 10:00am – 3:00pm at Stirling Hall Art Center • Croctoberfest- October 22nd from 10:00am – 3:00pm at the Wildlife Discovery Center • Halloween Tricks & Treats- October 27th from 5:00 – 7:30pm at the Recreation Center Director Swarthout is pleased to announce Scott Norman will be the new Program Supervisor in the Sailing department and will be in charge of Race and Opti. IX. Comments by Board Members No Comment. X. Adjournment Board member Best motioned for adjournment and Board member Walker seconded. The meeting was adjourned at 8:00pm. Respectfully Submitted Dani Spann Administrative Assistant