PARKS & RECREATION BOARD 2019/04/16 Packet
PARKS AND RECREATION BOARD TUESDAY, APRIL 16, 2019 6:30PM at MUNICIPAL SERVICES 800 N. FIELD DRIVE LAKE FOREST, ILLINOIS
AGENDA I. CALL TO ORDER & ROLL CALL
_____Charlie Kohlmeyer, Chairman _____ Shannon Maguire _____ Rich Adams _____ Nancy Duffy
_____ Paul Best _____ Steve Reimer _____ Melanie Walsh _____ William Zordani, Student II. *APPROVAL OF MINUTES i. Approval of minutes of the March 19, 2019 Parks and Recreation
Board Meeting III. *RESOLUTION OF APPRECIATION FOR RETIRING STUDENT MEMBER WILLIAM ZORDANI- Presented by Charlie Kohlmeyer
*RESOLUTION OF APPRECIATION FOR RETIRING CHAIRMAN CHARLIE KOHLMEYER-
Presented by Sally Swarthout
IV. OPPORTUNITY FOR CITIZENS TO ADDRESS THE PARKS AND RECREATION BOARD ON NON-AGENDA ITEMS V. SPECIAL EVENTS SPOTLIGHT-Presented by John Eldridge, Program Manager VI. *APPROVAL OF TENNIS COURT USAGE POLICY- Presented by Joe Mobile,
Superintendent of Recreation VII. COMMENTS BY DIRECTOR VIII. COMMENTS BY BOARD MEMBERS
IX. ADJOURNMENT *ACTION ITEMS
The City of Lake Forest
Parks and Recreation Board
Meeting Minutes
March 19, 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
Mr. Paul Best
Ms. Nancy Duffy
Mr. Steve Reimer
Ms. Shannon Maguire
Mr. Rich Adams
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
Mr. Aaron Dalzot, Program Manager, Lakefront
Mr. Will Howard, Program Supervisor, Lakefront Ms. Dani Spann, Administrative Assistant
Special Guest: Mr. Craig Culp, Executive Director-NSSRA
II. Approval of Minutes
Meeting minutes of the February 26, 2019 Park & Recreation Board Meeting were presented and
approved with corrections.
Board member Best motioned for approval of the minutes and Board member Duffy 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. Adjourn to Executive Session
A motion was made by Board member Adams to move into Executive Session and Board member
Best seconded. The motion was passed.
V. Approval of NSSRA Resolution
A motion was made by Board member Duffy to authorize the Acquisition of Certain Property and
approval to move NSSRA Resolution forward to City Council. Board member Best seconded. The
motion was passed.
VI. Approval of Lakefront Operational Procedures
Aaron Dalzot, Lakefront Program Manager went over the requested changes to the lakefront
operational procedures for this upcoming beach season. He showed an aerial map of the beach to
indicate where the upcoming road closures will be. Board member Maguire inquired about the
setup of a hut.
Mr. Dalzot went over the operational goals. Staff wants to continue to be able to provide excellent
customer service and manage resident expectations. With the loss of 104 parking spots from the
north end of the beach, staff still seeks to balance the resident use vs. permit use. Mr. Dalzot went
over the 2018 south lot usage on weekend and holidays. There were 9757 vehicles and 16,947
guests last season. Staffing on a normal day is around 20 employees. After much consideration, Staff
recommended the following:
1. Monday-Friday the south beach parking lot will be used by all residents. There will be 88
regular parking spots, 5 handicapped spots and 36 truck and trailer spaces. The middle row
will be reserved for compound/watercraft permits. If necessary we will be able to
accommodate more handicap spots.
2. Weekends and holidays- South beach lot will be for permit holders only. Deerpath lot will be
used for shuttle use. Board member Maguire mentioned having Spring Ln. become a one
way. It was answered this would need to be approved by City Council. The ID system was
brought up to help control anyone dropping off guests.
3. Shuttle hours will be from 9am- 7pm. The top south lot will be used as Staff parking. There
will be golf cart shuttles from the south lot to the north beach. These shuttles will include 1
cart on weekdays and 2 carts on weekends and holidays. Board member Duffy suggested
using the staff parking lot for resident use and shuttling the staff. Discussion on top south lot
parking followed. Board Maguire inquired about July 5th being considered a holiday for
shuttling.
4. Pavilion rental services will be suspended this season. These recommended operations were
discussed by many sections within the City. We will be coordinating with the Fire
department to plan regular safety practice drills. The Police department will be providing
additional support on the weekends. The Streets section will be providing any additional
signage needed. In order to keep residents informed of these changes there will be plenty of
signage posted, social media blasts, City website postings, Constant Contact email blasts
along with reminders in the Summer Dialogue mailed to residents.
The proposed Lakefront Operations Costs this season will be:
• School bus service $18,840.00
• Golf Carts $5,400.00
• Additional Staff $2,970.00
The total estimated costs to maintain the shuttle bussing will be $26,850.00.
Director Swarthout mentioned the weekend lot will be for permit holders only. Board member
Maguire suggested making signage for the lower lot parking spots indicating for “Permit Holders
Only”. It was suggested using a valet service. Storage lockers are being considered for residents to
use while at the beach. Non-residents using the shuttle service will pay the fee at the Recreation
Center Fitness Center and receive a wrist band. Board member Best stressed it is important to
support the staff and it is a good idea to allow staff to park onsite. Director Swarthout said they are
anticipating a target completion date of September 15th with a celebration kickoff in the 2020
season.
A motion was made by Board Reimer member to approve the Lakefront Operational Procedures
with investigation into valet service parking and to amend the verbiage to say “truck and trailer
parking”. Board member Maguire seconded. The motion was passed.
VII. Comments by Director
Director Swarthout offered an invitation to the upcoming Fred Jackson Annual Golf Classic on June
7th and the NSSRA Shining Stars on May 10th. The Fred Jackson Annual Golf Classic is a fundraiser by
the Friends of Lake Forest Parks and Recreation Foundation.
Director Swarthout talked about the following upcoming events in April:
1. Easter Eggstravaganza- April 13th from 9:30am – 11:30am at Deerpath Middle School
2. Easter Bunny Baskets- April 17th from 3:00pm – 6:00pm
3. Smelt-O-Rama- April 27th from Sundown – 10pm at Forest Park Beach Boating Pavilion
Comments by Board Members
Board member Duffy commended Director Swarthout and staff on the great job they are doing and
providing the best service to the residents.
VIII. Adjournment
Board member Reimer motioned for adjournment and Board member Maguire seconded.
The meeting was adjourned at 8:22p.m.
Respectfully Submitted
Dani Spann
Administrative Assistant
RESOLUTION OF APPRECIATION
WHEREAS
WILLIAM ZORDANI
has served The City of Lake Forest as a member of the
PARKS AND RECREATION BOARD
MAY 2018 - APRIL 2019
WHEREAS, he has devoted much valuable time and personal attention to the work of this advisory board and, on behalf of the citizens of Lake Forest,
continually met his responsibilities with purpose and dedication; and
WHEREAS, the citizens of Lake Forest recognize and are deeply appreciative of
the valuable time and service he contributed to the preservation and
improvement of the quality of life in our community by serving on this board;
NOW, THEREFORE, BE IT RESOLVED that the Parks and Recreation Board of
The City of Lake Forest, Illinois, hereby expresses the profound gratitude of the
citizens of Lake Forest to William Zordani for the loyal and faithful public service
he has given by means of this resolution, which shall be spread upon the
permanent records of the Park and Recreation Board..
RESOLUTION OF APPRECIATION
WHEREAS
CHARLIE KOHLMEYER
has served The City of Lake Forest as a member of the
PARKS AND RECREATION BOARD
MAY 2015 - APRIL 2019
WHEREAS, he has devoted much valuable time and personal attention to the work of this advisory board and, on behalf of the citizens of Lake Forest,
continually met his responsibilities with purpose and dedication; and
WHEREAS, the citizens of Lake Forest recognize and are deeply appreciative of
the valuable time and service he contributed to the preservation and
improvement of the quality of life in our community by serving on this board;
NOW, THEREFORE, BE IT RESOLVED that the Parks and Recreation Board of
The City of Lake Forest, Illinois, hereby expresses the profound gratitude of the
citizens of Lake Forest to Charlie Kohlmeyer for the loyal and faithful public
service he has given by means of this resolution, which shall be spread upon the
permanent records of the Park and Recreation Board..
SUBJECT: Approval Tennis Court Usage Policy
PRESENTED BY: Anthony Anaszewicz, Program Manager (847-810-3945) PURPOSE AND ACTION REQUESTED: Staff requests approval of the Tennis Court Usage Policy. BACKGROUND/DISCUSSION:
The current Athletic Field Usage Policy was implemented in May, 2016. Staff are currently adding a tennis court usage policy to work in conjunction with the Athletic Field Usage
Policy. The proposed policy is attached.
Staff have received several requests to rent City owned tennis courts over the past few
years. Staff have monitored the use of our courts during that time and have found that we
have many open courts that could be used to generate additional revenue for the
department. The proposed policy allows for court rentals while still allowing open courts for
resident use as needed.
The proposed policy also allows local school districts to continue to use our courts for their
seasons. Staff have allowed this usage through the Athletic Field Usage Policy in the past
and have charged a single rate for their respective seasons. Staff are requesting to include
this rental in the proposed Tennis Court Usage policy.
BUDGET/FISCAL IMPACT: The proposed policy will have a positive impact on our
operating budget. The additional revenue generated will offset the declining
participation in our tennis program and could provide substantial revenue for our program. This impact will be seen on the revenue side of the budget since there aren’t
any additional costs associated with the policy.
For example, if a group reserves 5 courts for 8 hours a day for 5 days a week for a 10 week summer session the revenue generated will be approximately $20,000 in
additional revenue. RECOMMENDED ACTION: Approval of the Tennis Court Usage Policy.
Tennis Court Usage Policy
FY20 (May 2019 - April 2020)
The Athletic Court Usage Policy was established in the spring of 2019 by The Lake Forest Parks &
Recreation Department (City) to allow rentals of open courts. 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.
If the User reserves all courts in a park the User agrees to allow general resident use of one court at all
times. If a resident arrives to use a court the User will move off of one court for their use.
The User agrees that while they use Lake Forest Tennis Courts, 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 User and 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 Court
use permit, may appeal the decision to the Parks and Recreation Board.
By signing the attached Facility Permit Application, User agrees to all provisions listed in this document
and also agrees that the applied 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 Organization), 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 event 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 match/practice schedules for all
teams;
o Submit a statement of purpose of that organization including:
State filing status from the State of Illinois
Fees Section – Tennis Court Usage
These fees were established to allow local organizations access to our Outdoor Courts.
1. For Profit Organizations $ 10 / Court / Hour
2. Not for Profit Organizations $ 5 / Court / Hour
3. Lake Forest Schools $ 100 / Season (per Park)
LAKE FOREST PARKS AND RECREATION DEPARTMENT
ATHLETIC FIELD/FACILITY RESERVATIONS
400 Hastings Road / Lake Forest, IL / 60045 / (847) 234-6700 / (847) 615-4251 fax
Pertinent Information:
Applicant Name: Phone Number: Time: Weekdays: _________ (AM/PM) to: __________ (AM/PM) Weekends: _________ (AM/PM) to: __________ (AM/PM) Address: _________________________________________________ Dates Requested: ___________________________________
Organization/Sponsor: Estimated Number in Group: Email Addres_______________________________________________________________________________________________________
Grid Fields: Check all that apply (Map out ALL field dimensions requested on the back of this application)
_____ Deerpath Park Age/Grade: ______________________________________________________ _____ Elawa Farm Park Age/Grade: ______________________________________________________ _____ Everett Park Age/Grade: ______________________________________________________ _____ Northcroft Park Age/Grade: ______________________________________________________ _____ South Park Age/Grade: ______________________________________________________ _____ Waveland Park Age/Grade: ______________________________________________________ _____ West Park Age/Grade: ______________________________________________________ _____ Townline Community Park Age/Grade: ______________________________________________________
Ball Diamonds: Check all that apply
_____ Deerpath Park Age/Grade: ______________________________________________________ _____ Elawa Farm Park Age/Grade: ______________________________________________________ _____ Everett Park Age/Grade: ______________________________________________________ _____ Northcroft Park Age/Grade: ______________________________________________________ _____ South Park Age/Grade: ______________________________________________________ _____ Waveland Park Age/Grade: ______________________________________________________ _____ West Park Age/Grade: ______________________________________________________ _____ Townline Community Park Age/Grade: ______________________________________________________
Tennis Courts: Check all that apply (list number of courts requested to the left of the facility name)
_____ Deerpath Park (6) Age/Grade: ______________________________________________________ _____ Everett Park (5) Age/Grade: ______________________________________________________ _____ Northcroft Park (2) Age/Grade: ______________________________________________________ _____ South Park (2) Age/Grade: ______________________________________________________ _____ Waveland Park (3) Age/Grade: ______________________________________________________ _____ West Park (4) Age/Grade: ______________________________________________________
Approval Process & Other Notes:
• Once this application is completed in its entirety (front/back if applicable), send to address above, or email, to the attention of Anthony Anaszewicz, Athletics Program Manager at The Lake Forest Parks & Recreation Department.
• ALL Athletic Field/Facility Applications MUST be turned in and approved 30 days prior to your league/event start date.
• All Policies/Rules & Regulations will be sent to you upon the approval of this application for your files.
• Athletic Field/Facility Policies can also be viewed at www.cityoflakeforest.com.
Conditions of Approval will be emailed upon Approval, if needed. Program Manager Approval: ______________________________ Date: _______________ Anthony Anaszewicz email: anaszewa@cityoflakeforest.com