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PARKS & RECREATION BOARD 2018/02/20 Packet PARKS AND RECREATION BOARD TUESDAY, FEBRUARY, 20, 2018 6:30PM at MUNICIPAL SERVICES 800 N. FIELD DRIVE LAKE FOREST, ILLINOIS AGENDA I. CALL TO ORDER & ROLL CALL _____Charlie Kohlmeyer, Chairman _____ Shannon Maguire _____ Paul “Skoo” Walker _____ Paul Best _____ Steve Reimer _____ Nancy Duffy _____ Melanie Walsh II. COMMENTS BY CHAIRMAN a. Welcome to New Board Member III. *APPROVAL OF MINUTES a. Approval of minutes of the November 21, 2017 Parks and Recreation Board Meeting IV. OPPORTUNITY FOR CITIZENS TO ADDRESS THE PARKS AND RECREATION BOARD ON NON-AGENDA ITEMS V. STIRLING HALL SPOTLIGHT- Presented by John Eldridge, Program Manager VI. *APPROVAL OF FUNDING FOR COMPREHENSIVE MASTER PLAN OF FRIENDS OF LAKE FOREST PARKS & RECREATION- Presented by Joe Mobile, Superintendent of Recreation VII. COMMENTS BY DIRECTOR VIII. COMMENTS BY BOARD MEMBERS IX. ADJOURNMENT X. *ACTION ITEMS The City of Lake Forest Parks and Recreation Board Meeting Minutes November 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. Steve Reimer Mr. Paul Best Mr. Paul “Skoo” Walker Ms. Melanie Walsh Ms. Shannon Maguire Staff: Ms. Sally Swarthout, Director of Parks and Recreation Mr. Joe Mobile, Superintendent of Recreation Mr. Aaron Dalzot, Program Manager, Lakefront Mr. Will Howard, Program Supervisor, Sailing Ms. Dani Spann, Administrative Assistant Special Guest: Mr. Patrick Marshall, Lake Forest Parks and Recreation Foundation Mr. Ed Zarek, Lake Forest Parks and Recreation Foundation II. Approval of Minutes Meeting minutes of the October 17, 2017 Park & Recreation Board meeting were presented and approved. Board member Reimer 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 comments IV. Capital Campaign-Masterplan Presentation Patrick Marshall introduced himself and Ed Zarek, who are members of the Capital Planning Committee for the Friends of Lake Forest Parks & Recreation Foundation (LFPRF). Mr. Marshall gave a brief background and summary of their ideas and plans for a new comprehensive Master Plan. The current Master Plan, designed in 2008, will have run its course by the end of 2017. The Friends of Lake Forest Parks & Recreation conducted a review and would like to co-fund the steps for a new 10-year Master Plan by securing a public/private partnership. The LFPRF believe this plan will fit well within the city’s new strategic plan. Mr. Marshall talked about the actions and next steps for this process. Currently, the Friends Capital Planning Committee has issued an RFP in September and received several bids from planning and consulting firms. Once they review the results the next steps will be to market and work on the fundraising. Board member Best asked how the fundraising will work. Mr. Marshall replied the RFP was designed in a two phase process starting with the assessment phase, assess the community needs and then continue with the feasibility phase. The timeline of the Parks & Recreation big capital projects over the last four decades was discussed. A summary from the 2008 Master Plan was presented along with the comprehensive review of the highlights from this plan. The list of new Capital Projects from 2014 research was mentioned along with possible ideas. Board member Maguire mentioned a pool partnership with Lake Bluff. Chairman Kohlmeyer asked what the next steps will be. It was answered the next steps will be to select 1-2 firms and have them present in December/January with a kickoff in the early first quarter of 2018. Mr. Zarek talked about the process going forward. Discussion on the survey process and various options of funding followed. There will be a follow up with the Parks and Recreation Board after the beginning of the year. V. Sailing Spotlight Aaron introduced Will Howard, Program Supervisor of Sailing. Mr. Howard gave a brief background on himself and Scott Newman, Program Supervisor, and the experience and dedication they bring to the Sailing program. Mr. Howard gave an overview of the sailing program and the operations during the various times of the year. During the winter season the participants travel to compete in regattas in Florida. A lot of effort goes into the maintenance and repair of the various boats and equipment. The spring and fall season includes a tremendous amount of high school racing. There are currently two different high school teams. This type of racing includes short quick races and they compete almost every weekend of the season. Optimist racing is for 10-13 year olds and they race all over the Midwest. This is the first year we had a Green Fleet and had about 25 kids participate, this was considered the biggest team off season. The summer is the busiest season at the basin. Some changes were made to the program schedule to help increase retention. There is a 10 week summer program with 5 two week sessions offered every week. Another special satellite program offered through the Judd Goldman Adaptive Sailing Foundation is a class that allows individuals with disabilities to be able to sail Lake Michigan on a 20 ft. Keel boat specifically designed for people with disabilities. Mr. Howard touched on the adult classes offered, in addition to private lessons and a Sunset Cruise. The current focus and highest demand is the youth racing. We have the largest off season Opti team in the Midwest. He talked about the various styles of boats used in the Sailing program. Mr. Howard talked about the racing results from the 2016 and 2017 seasons. In 2016, the High School team one 1st place in both the MISSA team and fleet race and placed very high in the US Sailing single hand qualifiers and finals. For 2017 the Opti team has done very well in all their races. The goals for the Sailing program are to continue the growth of youth sailing, increase the involvement of adult programs, offer more adaptive sailing lessons and encourage more people to experience Lake Michigan through community sailing. The program would like to be able to host more national events in the future. Chairman Kohlmeyer asked how many participants were enrolled. Mr. Howard answered there were 180 students enrolled in the summer and 25 students in the fall. Discussion followed on the upcoming events. Lake Forest hosts the Jr. Olympics every other year in the end of June. VI. Comments by Director Director Swarthout gave an update on the South Beach Access Road. There is an anticipated open date of next week. The North pavilion will be shut down tomorrow due to the cold weather. The North Beach Access Road project will hopefully commence on March 1st. She mentioned the surveys that went out for the printing/marketing of the brochures. Kinderhaven is having an opening party at the Lake Forest Bookstore on November 29th from 5:30-7:00pm. She invited everyone to attend as 20% of the sales will be donated back to Kinderhaven. Director Swarthout spoke about the upcoming events scheduled. 1. Cocktails with the Claus’s – December 1st from 7:00pm – 10:00pm – Northcroft Park Pavilion 2. Dinner with Santa – December 2nd and 3rd from 4:00pm – 7:30pm – Northcroft Park Pavilion 3. Santa’s Coming to Town- December 2nd & 24th from 12:00pm – 4:00pm and 9:00am –12:00pm – Lake Forest households at the Recreation Center 4. Annual Holiday Art Sale – December 8-9 from 6:00pm - 9:00pm and 10:00am - 4:00pm at StirlingHall Art Sale 5. Winter Dinner Spectacular – December 9th at 4:00pm at the Recreation Center Gymnasium VII. Comments by Board Members Board member Walker inquired about an Elawa update. Director Swarthout replied the Master Plan and Special Use Permit is up to go before the Board of Appeals. All entities had a chance to testify. Small discussion followed on options for the Master Plan. VIII. Adjournment Board member Best motioned for adjournment and Board member Reimer seconded. The meeting was adjourned at 7:51pm. Respectfully Submitted Dani Spann Administrative Assistant SUBJECT: Approval of Joint Funding of Comprehensive Parks and Facilities Master Plan Project with the Friends of Lake Forest Parks & Recreation Foundation PRESENTED BY: Joe Mobile, Superintendent of Recreation (874-810-3941) PURPOSE AND ACTION REQUESTED: Staff requests approval of an expense not to exceed $30,000 to conduct a joint comprehensive parks and facilities master planning project with the Friends of Lake Forest Parks and Recreation Foundation. The total cost of the project is $50,000 plus an additional $10,000 contingency fund. Staff is requesting to fund half of this joint master planning project with the Friends of Lake Forest Parks and Recreation Foundation. BACKGROUND/DISCUSSION: In mid-2016 the Friends of Lake Forest Parks & Recreation Foundation began evaluating its ability to help support the long-range planning and sponsorship of the Lake Forest Parks and Recreation Department through its fundraising events and donations. At this time the question of the next big project was asked and the discussion of long range planning began. The current Parks and Recreation Department ten year master plan was completed by the Parks and Recreation Department in 2008. It provides a highly detailed assessment of the current assets. The Friends have conducted a thorough review and are willing to co-fund the required next steps to complete the new assessment. Staff believe this initiative will fit well within the City’s new strategic plan and help support the coordinated marketing campaign to attract families and commerce to Lake Forest. High level recommendations of how, where, key requirements, and cost for each of those identified projects is a required outcome from the process. In September the Foundation solicited bids from companies to coordinate a new master plan. The scope of the project had two phases, an assessment phase and a feasibility phase. Potential companies were asked to conduct information gathering to be used to support recommendations and prioritization of projects to be included in the long range plan as the assessment phase. The feasibility phase will then take that information and create a report on how and where each project could be implemented along with rough estimates on implementation costs. Through the process, three bids were received. After thorough vetting, the Foundation has selected Hitchcock Design Group to conduct this plan beginning in the Spring/Summer of 2018 and have now provided the total cost of the project. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Park & Recreation Board 11/21/17 Informational Presentation by the Foundation 2 BUDGET/FISCAL IMPACT: The $30,000 amount requested will be paid from the Park and Public Land fund. The Friends of Lake Forest Parks and Recreation Foundation will be the contract holder and all payments will be made by the Foundation. A separate restricted fund account will be established and a deposit of $30,000.00 will be made by both the Lake Forest Parks and Recreation Department and the Friends of Lake Forest Parks and Recreation Foundation. The expenses will be paid from that account by the process currently in place for all of the Foundation spending. By agreeing to fund half of the comprehensive parks and facilities master plan the Parks and Recreation Department is in theory saving approximately $30,000 by partnering with the Friends of Lake Forest Parks and Recreation Foundation. This master plan is something that we would be considering undertaking on our own now that the current plan has reached its useful life. Recommended Bidder is BOLDED Company Name Dollar Amount Bid Hitchcock Design Group $50,000 The Lakota Group $103.110 Williams Architects $49,000 Below is a summary of the Project budget: FY2018 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Park and Public Land Fund $45,000 $30,000 Y BOARD ACTION: Approval of Joint Funding of the Comprehensive Parks and Facilities Master Plan Project with the Friends of Lake Forest Parks & Recreation Foundation not to exceed $30,000.00 from the Park and Public Land Fund.