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PARKS & RECREATION BOARD 2019/02/26 PacketPARKS AND RECREATION BOARD TUESDAY, FEBRUARY 26, 2019 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 _____ Rich Adams _____ Nancy Duffy _____ Paul Best _____ Steve Reimer _____ Melanie Walsh _____ William Zordani, Student III.*APPROVAL OF MINUTESA.Approval of minutes of the December 4, 2018 Parks and Recreation BoardMeetingB.Approval of minutes of the January 15, 2019 Parks and Recreation BoardMeeting IV.OPPORTUNITY FOR CITIZENS TO ADDRESS THE PARKS AND RECREATION BOARD ONNON-AGENDA ITEMS V.*COMPREHENSIVE PARK MASTER PLAN APPROVAL, Presented by Joe Mobile, Superintendent of Recreation VI.*FOREST PARK MAINTENANCE CONTRACT, Presented by Chuck Myers, Superintendent of Parks and Forestry VII.*ANNUAL GROUNDS MAINTENANCE CONTRACT, Presented by Chuck Myers, Superintendent of Parks and Forestry VIII.*ANNUAL TREE PURCHASING CONTRACT, Presented by Chuck Myers, Superintendent of Parks and Forestry IX.COMMENTS BY DIRECTOR X.COMMENTS BY BOARD MEMBERS XI.ADJOURNMENT *ACTION ITEMS The City of Lake Forest Parks and Recreation Board Meeting Minutes December 4, 2018 I. Call to Order The Parks and Recreation Board Meeting was called to order by Chairman Charlie Kohlmeyer at 6:00p.m. The following were present: Board Members: Mr. Charlie Kohlmeyer Mr. Paul Best Mr. Rich Adams Ms. Nancy Duffy Ms. Melanie Walsh Mr. Steve Reimer Ms. Shannon Maguire Mr. William Zordani, Student Friends of Lake Forest Parks & Recreation Foundation Members: Mr. Steve Malin Mr. John Powers Mr. Ed Zarek Mr. Patrick Marshall Mr. Ara Goshgarian Mr. Mark Milliman Mr. Mike MacDougal Mr. Fred Jackson Mr. Patrick Hoch Staff: Ms. Sally Swarthout, Director of Parks and Recreation Mr. Joe Mobile, Superintendent of Recreation Mr. Chuck Myers, Superintendent of Recreation Ms. Dani Spann, Administrative Assistant Special Guests: Mr. Steve Konters II. Approval of Minutes Meeting minutes of the October 16, 2018 Park & Recreation Board Meeting were presented and approved. Board member Duffy motioned for approval of the minutes and Board member Reimer 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. Open Lands Park Naming Selection Superintendent Joe Mobile gave a brief overview of the Open Lands Park project and the renaming of the park. After meeting with Staff, they are recommending the park be renamed Veterans Park. There is a great amount of support from the community and this name will give a real memorial feel to the park. Mr. Mobile talked about Lars Matson, an Eagle Scout who would like to create a Veteran memorial in the park. Several guests from the community, including members from the American Legion spoke and shared their history and support of the new name, Veterans Park, and the idea to have a memorial on site. Former Mayor Rummel spoke about his history with Lake Forest and residents expressed importance of honoring our Veterans. Currently, there is not an area in Lake Forest that recognizes Veterans and this would be a great place to honor and remember past, current and future Lake Forest Veterans and their service. It was noted the Eagle Scout project will be an amenity worked into the current design. Staff, along with Lars will meet with Craig Bergmann and come up with ideas. A motion was made by Board member Adams to approve the renaming of the Open Lands Park property to Veteran’s Park and to proceed to City Council for their approval. The motion was seconded by Board member Walsh. The motion was passed. V. Comprehensive Master Plan Presentation Steve Konters from Hitchcock Design Group presented the proposed final draft of the Comprehensive Master Plan and gave a quick overview of the draft format and organization of the booklet. This draft is an opportunity to give feedback and comments before the final draft is sent for approval. Key highlights are located in the beginning to give a quick synopsis of the objectives of the plan. Mr. Konters stressed this is a living document. The different chapters will begin with a title page and an overview page stating the purpose and main content of the chapter. Chapter 2 shows the action plan items listed by each facility and their justification of strategies. Chapter 3 is the analysis and inventory of the facilities, parks and open spaces. He mentioned they are still compiling data for the North Shore comparison matrix. The next chapter talks about the community engagement phase along with the trends at the various local and state levels with the final chapter as an appendix going over the various reports received during the surveys and comments received through the online survey. There were several questions regarding the responses to the online survey that was conducted. Mr. Konters replied there was a very high percentage of responses and these household totals were verified by each unique IP address. He went over the survey results and how they were generated. A Master Plan becomes a guideline over 10 years, whereas items and estimated costs are analyzed annually. This Master Plan booklet can be viewed by the public with detailed survey results removed for privacy. Feasibility studies will be completed for any of the larger items on the Master Plan. Mr. Konters encouraged members to review this draft in more depth and to direct any comments to Joe Mobile to be accommodated for the final draft. This will be considered for final review by Parks and Recreation Board and Friends of Lake Forest Parks and Recreation Foundation for their adoption after the January 15th Parks and Recreation Board meeting. Small discussion followed on making a marketing condensed version of the history and adoption of the Plan. VI. Comments by Director Director Swarthout talked about the following upcoming events in December. 1. Cocktails With the Claus’ – December 7th at 7:00pm at Northcroft Park Pavilion- Fundraiser by the Friends of Lake Forest Parks and Recreation Foundation 2. Annual Holiday Art Sale – December 7th from 6:00pm - 9:00pm and December 8th from 10:00am - 4:00pm at the Stirling Hall Art Center 3. Winter Dance Spectacular– December 8th at 4:00pm at the Lake Forest Recreation Center Gymnasium 4. Dinner With Santa – December 8th & 9th at Northcroft Park Pavilion- Fundraiser by the Friends of Lake Forest Parks and Recreation Foundation 5. Claus’ Coach- December 16th Director Swarthout mentioned that a very sizeable donation was made by Nancy Hughes for the North Beach access road, going forward the North Beach access road will now be called, The Hughes Gateway. Also, it was approved to name the patio at the Deerpath Golf Course, The Bob Kiely Patio in honor of all his service and dedication. The target date for the North Beach access road to be utilized is mid-July, weather dependent. The ravine repair is scheduled to be done by the end of the year, weather dependent. After much input, staff is looking at next steps for the boardwalk. A short discussion followed on the boardwalk. Ara Goshgarian, Vice President of the Friends of Lake Forest Parks and Recreation Foundation, mentioned the Foundation would like to see more support and collaboration from the Parks and Recreation Board members for future events. VII. Comments by Board Members Board member Reimer mentioned developing a collaboration component between the Parks and Recreation Board and the Friends of Lake Forest Parks and Recreation Foundation. The subject of Parks and Recreation having their own website was brought up. Members stressed an updated website will improve the marketing and advertising of events with the Recreation Center and the Lake Forest Parks and Recreation Friends Foundation. They mentioned the current information is not easily accessible in the City’s website and is not mobile friendly. Board member Maguire inquired on a status update of a new website for the Recreation Department. VIII. Adjournment Board member Reimer motioned for adjournment and Board member Duffy seconded. The meeting was adjourned at 7:43p.m. Respectfully Submitted Dani Spann Administrative Assistant The City of Lake Forest Parks and Recreation Board Meeting Minutes January 15, 2019 I. Call to Order The Parks and Recreation Board Meeting was called to order by Chairman Charlie Kohlmeyer at 6:00p.m. The following were present: Board Members: Mr. Charlie Kohlmeyer Ms. Nancy Duffy Mr. Steve Reimer Mr. William Zordani, Student Staff: Ms. Sally Swarthout, Director of Parks and Recreation Mr. Joe Mobile, Superintendent of Recreation Mr. Chuck Myers, Superintendent of Recreation Ms. Dani Spann, Administrative Assistant Mr. Aaron Dalzot, Program Manager, Lakefront Facilities Mr. Will Howard, Program Supervisor, Sailing II. Approval of Minutes Due to not having a quorum, the meeting Minutes of the December 4, 2018 Park & Recreation Board Meeting will be approved at the February meeting. III. Opportunities for the Public to Address the Board on Items not listed on the Agenda No comments IV. Lakefront Discussion Aaron Dalzot, Program Manager gave an overview of upcoming operating procedures for parking on procedures at Forest Park Beach for the 2019 season. The north road will be under construction until mid-August and will cause a loss of 104 parking spots. He went over parking solutions recommended by Staff. Staff recommended options for hours Monday through Friday: 1. Anyone with City sticker will be allowed to park at the lower south end parking lot 2. Reserve 12-15 spots for storage permit holders 3. If possible, open up trailer parking spots in the afternoon Staff recommended options for the weekend and holidays: 1. Permit holders only in lower South beach lot 2. Open up parking one way on city street 3. Staff will park offsite every day 4. Offer shuttle service from remote parking lot-Recreation Center a. Hire a school bus- $28,852 cost b. Hire CDL driver and use Senior Center van i. Hire Parks Employee with CDL- $23,352 cost ii. New Hire with CDL- $16532 cost c. Hire driver and use CROYA van with trailer- $15,432 cost *All options require hiring of additional staff to coordinate the pick-up and drop off at the remote location as well as golf cart shuttle service included in all options-$13,452. Chairman Kohlmeyer suggested using the Senior Center and CROYA van when busy. Ring Road may be closed during construction in order to help eliminate traffic back up in that area. Discussion followed on parking options. The train station Westminster lot was suggested as a remote parking pick-up/drop off location. The amount of car traffic at the beach has increased in the last year compared to prior years. Short discussion followed on the ability to accept credit card payments remotely. V. Forest Park Maintenance Contract Due to not having a quorum the approval of the Forest Park Maintenance Contract will be moved to the February meeting. VI. Annual Grounds Maintenance Contract Due to not having a quorum the approval of the Annual Grounds Maintenance Contract will be moved to the February meeting. VII. Comments by Director Director Swarthout talked about the following upcoming events in February and early March. 1. Daddy & Daughter Winter Ball– February 9th from 5:30pm – 7:30pm at Lake Forest Recreation Center Gym 2. Summer Camp Registration opens on March 5th at 8:30am 3. Reptile Rampage- March 10th from 10:00am – 4:00pm at Lake Forest Recreation Center Gym Director Swarthout stated the ravine is nearing completion. The access road project is on track for timing and will be going to bid in the beginning of February. Comments by Board Members Chairman Kohlmeyer inquired about the Foundation’s role in approval of the Comprehensive Master Plan and moving forward to City Council. Director Swarthout answered, once the Parks and Recreation Foundation has approved, the Lake Forest Parks and Recreation Board will then approve at their next meeting. VIII. Adjournment Board member Reimer motioned for adjournment and Board member Duffy seconded. The meeting was adjourned at 7:13p.m. Respectfully Submitted Dani Spann Administrative Assistant SUBJECT: Approval of the 2019 10-year Strategic Master Plan document PRESENTED BY: Joe Mobile, Superintendent of Recreation (847-810-3941) PURPOSE AND ACTION REQUESTED: Final approval of the 2019 10-year Strategic Master Plan document and request to move forward to City Council for approval. BACKGROUND/DISCUSSION: The Chart our Future 10-year Strategic Master Plan document was approved by the Friends of Lake Forest Parks and Recreation Foundation on February 14, 2019. This plan provides the Friends Foundation with potential fundraising opportunities to enhance parks and recreation opportunities throughout the community moving forward over the next ten years. The Chart our Future 10-year Strategic Master Plan has been a year in the making and is the roadmap for the City of Lake Forest Parks and Recreation key stakeholders to align and drive continual growth and improvement of open space, facilities, recreation systems, and services. A coordinated team from the Lake Forest Parks and Recreation Department (LFPRD) and the Friends of Lake Forest Parks and Recreation Foundation drove and funded this planning project. We listened carefully and are thrilled by how the community helped shape this vision, including its purpose-driven Action Plan to guide development. The Parks and Recreation Department adopted its previous plan in 1995 and issued an update in 2008. This plan was instrumental in developing the successful parks and recreation system enjoyed by Lake Forest residents today. The goal of this new 2019-2029 10-Year Strategic Master Plan is to expand on the previous plan’s success and outline how our community and key stakeholders, led by LFRPD, will continue to provide quality parks, facilities, and services to current and future Lake Forest residents. The planning process identified infrastructure requirements, recreation trends, community needs, and resident expectations through an extensive data-gathering and community outreach process. This process included public workshops, focus groups, and surveys with over 740 Lake Forest residents participating. The focus groups also included key individuals in the community with 13 participants representing 9 organizations including program/athletic associations and other public or not-for profit agencies. Staff believe Chart our Future accurately responds to the City of Lake Forest Parks and Recreation Department’s current context, and future position in the community. As Chart our Future is implemented over the next ten years, it will continue to support the City’s mission to “be the best-managed, fiscally responsible, and appealing community which promotes a community spirit of trust, respect, and citizen involvement”. Residents are encouraged to provide ongoing feedback, which will be incorporated as the plan advances. BUDGET/FISCAL IMPACT: None at this time. PARKS & RECREATION BOARD ACTION: Final approval of the 2019 10-year Strategic Master Plan document and request to move forward to City Council for approval. SUBJECT: Approval of Forest Park Grounds Maintenance Services Contract for FY2020 PRESENTED BY: Chuck Myers, Superintendent of Parks & Forestry, 810-3565 PURPOSE AND ACTION REQUESTED: Staff is seeking Park Board Approval to enter into a one year contract with Mariani Landscape to provide mowing and grounds maintenance services at Forest Park, with the ability to extend the contract for an additional two, one-year terms, in the total amount of $39,932.33 for FY2020. BACKGROUND/DISCUSSION: Forest Park is one of the oldest and most celebrated parks on the North Shore and a treasure for the residents of Lake Forest. After the completion of the highly successful rehabilitation project in 2015, the City’s Parks Section resumed its maintenance responsibilities and was charged with keeping the park in its pristine condition. Since 2011, the City has been outsourcing mowing on other City-owned properties and it has proven to be a beneficial fiscal approach by reducing labor expenses and long- term capital equipment replacement costs. Given the Parks Sections current workload, City Staff recognized the need to outsource Forest Park in order to ensure that the park is maintained at the highest level possible. For FY2020, staff conducted an expansive bid process that includes mowing and extensive grounds maintenance services for Forest Park. In addition, staff included a three year option with this year’s bid process. The contract would provide The City with the ability to extend the contract after the first season or rebid the contract for FY2020. The bid opening was held on November 8, 2018. BUDGET/FISCAL IMPACT: Funding for the Forest Park grounds maintenance contract is budgeted in the Parks Fund 220 operating budget. The results of the bid process confirm that outsourcing mowing and ground maintenance of these areas is fiscally beneficial. Staff received four (4) bids for grounds maintenance services as detailed below for FY2020. Recommended Bidder/Proposer is BOLDED Company Name Dollar Amount Bid Mariani Landscape $ 39,932.33 Lizzette Medina & Co. $ 43,680.00 Chalet $ 44,060.00 Rocco Fiore & Sons $ 73,450.00 After careful review of the bids by City staff, we are recommending the selection of Mariani Landscape for a one year contract. Mariani has had a very successful record of performing these services at Forest Park for the past three years and on other previous City projects. They have excellent references for similar work with surrounding communities as well. Further, Mariani is very familiar with the park and has a complete understanding of the extremely high level that the park must be maintained at. Mariani Landscape will continue to offer the program started last year that encompasses a number of sustainability practices. First and foremost will be the deployment of fully electric mowers, blowers and line trimmers in all service operations at Forest Park. This equipment will deliver low noise, zero emissions and zero use of fossil fuels in the operation of this machinery. A traditional gas powered mower averages 95-100 decibels, the electric mowers being introduced will reach a maximum of 80 decibels and under normal operating parameters, even less. The emissions benefit is realized with all of the mowers having zero emissions due to the Lithium Energy Modules that provide the power source for these devices. No warm up period or idle time emissions are present with these electric powered machines. The further utilization of all Lithium-Ion battery powered lawn blowers and line trimmers will also provide lower noise pollution and zero emissions. A typical gas powered blower produces an average noise level of 99 decibels. The new electric blowers have a sound level of 56 decibels during normal use. All of the above activities and procedures combine to provide the City of Lake Forest with a responsible and environmentally beneficial program in the execution of the significant grounds maintenance services they provide. There will be no additional costs associated with the implementation of this program and it will begin at the start of the spring season. Below is summary of Project budget: FY2020 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Parks Operating Fund 220 $40,000 $ 39,932.33 Y PARKS & RECREATION BOARD ACTION: Approval to enter into a one year contract with Mariani Landscape to provide mowing and grounds maintenance services at Forest Park, with the ability to extend the contract for an additional two, one-year terms, in the total amount of $39,932.33 for FY2020. SUBJECT: Approval of Contract for Annual Grounds Maintenance Services Contract in the Parks FY2020 Budget PRESENTED BY: CHUCK MYERS, SUPERINTENDENT OF PARKS AND FORESTRY, 810-3565 PURPOSE AND ACTION REQUESTED: Staff is seeking approval to award a one year contract to Landscape Concepts Management in the amount of $101,540 for FY2020 for the mowing and grounds maintenance of City properties, cul-de-sacs, and right-of- ways. 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. In FY2018, 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 the bid process and has the ability to extend the contract after the first season or rebid the contract for FY2019 and FY2020. Staff is recommending that the contract with Landscape Concepts Management Inc. be extended to FY2020. BUDGET/FISCAL IMPACT: Funding for the annual mowing contract is budgeted in the Parks Fund 220 operating budget. The FY2018 bid was $97,000 for the third year of the contract (FY2020) and an additional $4,540 was added for the mowing and maintenance of a newly established landscaped area on the northern portion of Western Avenue. Summary of Project Budget: FY2020 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Parks Operating Fund 220 $101,540 $101,540 Y PARKS & RECREATION BOARD ACTION: Approval to award a one year contract to Landscape Concepts Management in the amount of $101,540 for FY2020 for the mowing and grounds maintenance of City properties, cul-de-sacs, and right-of-ways. SUBJECT: Approval of the Annual Tree Purchasing for FY2020. STAFF CONTACT: Corey Wierema, City Forester/Forestry Supervisor 847-810-3564 PURPOSE AND ACTION REQUESTED: Staff is seeking approval to purchase trees/plant material from multiple vendors. BACKGROUND/DISCUSSION: The City’s Forestry section conducted our annual joint bid with the City of Highland Park and the Highland Park-Park District to leverage volume discounts for the purchasing of trees on city streets, parks, and other City-owned properties. Staff received fifteen (15) bids for the purchase of over 66 varieties of balled and burlaped trees, with an average price of $200 for a 2.5”caliper tree. Multiple vendors will be used to secure the requested number of trees, sizes, and varieties while adhering to our stringent quality controls. Based on species availability and the quality of the product, additional vendors may need to be used. Additional purchasing will comply with the City’s purchasing policy. The forestry section anticipates planting 400 trees this year. BUDGET/FISCAL IMPACT: Funding for the tree/plant material purchasing contract is budgeted in the Fund 311, Capital Fund. Due to the anticipated number of new trees being planted and diminishing tree availability in the nurseries, we do expect to exceed $20,000 with a sole vendor. FY2020 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Capital Fund 311 $80,000 $80,000 Y PARKS & RECREATION BOARD ACTION: Approval of the Annual Tree Purchasing for FY2020.