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PARKS & RECREATION BOARD 2020/02/20 Packet*FEBRUARY DATE AND LOCATION CHANGE* *THE FEBRUARY BOARD MEETING WILL BE HELD ON FEBRUARY 20, 2020 IN CROYA AT 400 HASTINGS RD.* PARKS AND RECREATION BOARD THURSDAY, FEBRUARY 20, 2020 6:30PM at CROYA 400 HASTINGS RD LAKE FOREST, ILLINOIS I.CALL TO ORDER & ROLL CALL _____ Paul Best, Chairman _____ Shannon Maguire _____ Rich Adams _____ Nancy Duffy _____ Jared Rhoads _____ Steve Reimer _____ Melanie Walsh _____ Will Elliott, Student Member II.*APPROVAL OF MINUTES i.Approval of minutes of the November 19, 2019 Parks and Recreation Board Meeting III.OPPORTUNITY FOR CITIZENS TO ADDRESS THE PARKS AND RECREATION BOARD ON NON-AGENDA ITEMS IV.*PARK RENTAL POLICIES APPROVAL- Presented by Anthony Anaszewicz, Athletics Program Manager V.*ANNUAL TREE PURCHASING CONTRACT- Presented by Chuck Myers, Superintendent of Parks, Forestry and Special Facilities VI.*FOREST PARK MAINTENANCE CONTRACT- Presented by Chuck Myers, Superintendent of Parks, Forestry and Special Facilities VII.*SAND MASTER EQUIPMENT PURCHASE- Presented by Chuck Myers, Superintendent of Parks, Forestry and Special Facilities VIII.COMMENTS BY DIRECTOR IX.COMMENTS BY BOARD MEMBERS X.ADJOURNMENT *ACTION ITEMS The City of Lake Forest Parks and Recreation Board Meeting Minutes November 19, 2019 I. Call to Order The Parks and Recreation Board Meeting was called to order by Chairman Paul Best at 6:30p.m. The following were present: Board Members: Mr. Paul Best Mr. Steve Reimer Mr. Jared Rhoads Ms. Melanie Walsh Ms. Nancy Duffy Mr. Will Elliott, Student Staff: Ms. Sally Swarthout, Director of Parks and Recreation Mr. Joe Mobile, Superintendent of Recreation Mr. Chuck Myers, Superintendent of Parks, Forestry & Special Facilities Mr. Aaron Dalzot, Lakefront Manager Mr. Jason Busdeker, Facility Manager Ms. Dani Spann, Administrative Assistant Special Guests: Mr. Sean Collins, Lake County Health Department II. Approval of Minutes Meeting minutes of the October 15, 2019 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. GO Lake Forest Presentation Jason Busdeker introduced Sean Collins from the Lake County Health Department. Mr. Collins gave a short history of the GO Lake County walking initiative and went over the Mission Statement. It started in Gurnee, IL as GO Gurnee in 2016. They had 350 participants in their first event. In 2017 Lake County had a startup program. In the first year they went from 3 to 18 participating communities with 24 in 2019. A Start Up Guide is given to each community wanting to participate. Since 2017 there have been over 5,793 total participants throughout the communities. Go Waukegan has held night glow walks with at least 100 people in attendance at each walk. Mr. Collins talked about the website for GO Lake County at www.GOLakeCounty.org. and includes an interactive map to find any walk in any community. 2019 GO Celebration at Independence Grove was held on September 28th to celebrate all participants. GO Lake County helps work with communities through the business and industry, the parks, recreation and green spaces, in addition to educational institutions. Currently there are not any other counties in Illinois participating. Chairman Best talked about the possibility of connecting with running/walking clubs in the communities. Mr. Collins answered they work with the Forest Preserve and North Shore health systems to encourage patients to participate in the walks. Program Manager, Jason Busdeker and Program Manager, Aaron Dalzot run the GO Lake Forest walks in the community. The kickoff event was in May of 2018 and have hosted 9 walks since May of 2018. Mr. Dalzot talked about the various walks held along with the various businesses that have teamed up. So far there have been seven walk events held in 2019. The Fire Truck Demo and Walk was a very popular one with 79 participants. The Lake Forest Hospital Walk had the largest number of participants at 155. Mr. Busdeker pointed out the majority of the walks are themed and try to tie in the community with the walk. The next walk is scheduled for December 18th and will be a Holiday Lights Stroll. The next years kick off will be a Family Bike Ride scheduled for May 2, 2020. Board member Duffy talked about the possibility of tying in Market Square with the completed Veterans Park. V. Stirling Hall Art Center Tour Joe gave a brief overview of the Stirling Hall Art Center and talked about the success of the Center and how it has touched and helped the community. He went over some of the art events held at the Center and gave a tour of the various classrooms and programs offered. VI. Comments by Director Superintendent Joe Mobile talked about the Parks and Recreation Department’s new website that went live. The website is easily navigated with all the information in a few clicks. Mr. Mobile gave a demonstration of the website and went over all the amenities and tabs. Director Swarthout talked about the following events coming up in November and December.  Lake Forest Tree Lighting Ceremony- November 29th at Market Square  Stirling Hall Holiday Art Sale- December 6th and 7th at Stirling Hall  Dinner with Santa- December 7th and 8th at Northcroft Park Pavilion  Lake Forest Dance Academy Winter Dance Spectacular- December 14th at 4pm at Lake Forest Recreation Center Gym  Santa Visits- December 14th and 24th  Santa Calling- December 18th  GO Lake Forest Holiday Lights Stroll- December 18th at 5pm at Market Square VII. Comments by Chairman VIII. Comments by Board Members Comments were made on how great the new website looks. Board members commented on how great the tour was of the Stirling Hall Arts Center. IX. Other Comments X. Adjournment Board member Walsh motioned for adjournment and Board member Reimer seconded. The meeting was adjourned at 8:52p.m. Respectfully Submitted Dani Spann Administrative Assistant SUBJECT: Approval of updates to the Lake Forest Master Park Policy PRESENTED BY: Anthony Anaszewicz, Athletics Program Manager (847) 810-3945 PURPOSE AND ACTION REQUESTED: Staff is seeking approval of updates to the Lake Forest Master Park Policy. BACKGROUND/DISCUSSION: The Master Park policy document was created and originally approved in January 2012 and most recently updated in spring 2017. The policy was meant to give our residents an in-depth look at our park facilities to help them choose the best park for their event. Due to recent conversations as to what is allowed and what is not allowed in Lake Forest Parks, Staff has made updates to the existing Master Park Policy. Staff updates include but not limited to: •Prohibit use of metal detectors in all parks excluding the sand area at Forest Park Beach •Updated to current fee structure •Updated administrative hours of Recreation center •Allowing Kite use at Forest Park Beach •Prohibit vaping at all parks •Prohibit drone usage at Forest Park Beach unless approved by Director of Parks, Recreation and Forestry The Master Park policy is meant to be a working document and is evaluated each year and updated when necessary. Once approved the policy will be placed on our web page with the rules and regulations and the reservation form to assist our residents with rentals. BUDGET/FISCAL IMPACT: None BOARD ACTION: Approval of updates to the Lake Forest Master Park Policy. LLaakkee FFoorreesstt PPaarrkkss && RReeccrreeaattiioonn PPAARRKK UUSSEE PPOOLLIICCIIEESS 440000 HHaassttiinnggss RRooaadd 884477--223344--66770000 Table of Contents Park Rules and Regulations ..................................................................................... 1 Thor Guard Breakdown - Lightning Prediction System .......................................... 6 What To Do In An Emergency? .............................................................................. 7 Park Amenities ......................................................................................................... 9 Individual Parks Deerpath Community Park .............................................................................. 10 Townline Community Park ............................................................................. 12 Elawa Park ....................................................................................................... 14 Everett Park ..................................................................................................... 16 Northcroft Park ................................................................................................ 18 South Park ....................................................................................................... 20 Waveland Park ................................................................................................ 22 West Park ........................................................................................................ 24 Forest Park Beach ............................................................................................ 26 Park Rules and Regulations 1 Pavilion Rentals Overview Lake Forest Parks and Recreation Department has a pavilion located in every park except for Waveland and Deerpath Parks. The Recreation Center serves as a shelter at Deerpath Park if needed. At Forest Park Beach, Lake Forest residents may reserve the Boat Launch Pavilion, the South Pavilion and the Fire Circle. The North Pavilion must remain open to all and may not be reserved as it operates on a first-come first-serve basis. The pavilions in the parks and at the beach can be rented for private parties, meetings, and special occasions by Lake Forest residents, Lake Forest Businesses, and Community Organizations when they are not being used for Recreation Department programs. Commercial profit-generating events are not allowed. Non-residents may not reserve the pavilions. Pavilions may not be rented when in conflict with public activities. Each pavilion is unique, with most having bathroom facilities, picnic tables and outdoor grills (patrons must supply their own charcoal). The Northcroft, Elawa, Townline and Forest Park Beach pavilions have fireplaces and wood is supplied weekly by The City of Lake Forest. Any organized sports group of 10 or more participants wishing to use a field for a single use must acquire a permit through the Recreation Department. For athletic seasons, organized sports groups must submit a separate Athletic Field Use permit for consideration. Pavilion Hours Pavilions and sports fields may be rented from 8:00 a.m. until dusk, seven days per week. All park pavilion rentals may be reserved for periods of six (6) hours while Forest Park Beach pavilions have a four (4) hour limit. Northcroft Park pavilion is rentable year round and may be rented after dark with additional approval. A key for lights can be obtained between 8:30 a.m. and 4:30 p.m. at the Recreation Center, on the last business day prior to the event and must be returned the first business day after the event. There is a $50 deposit required to pick up the key. Pavilion Rules and Regulations Patrons will receive a complete set of rules specific to the pavilion they wish to rent after the rental form is submitted and the rental fee is paid. Deposits are required and patrons are expected to leave the site in the same condition as it was found. Patrons are responsible for removing any streamers, banners, and balloons, and for making sure all the trash is placed in the appropriate receptacles. Please recycle! Please be advised that alcohol requires a separate permit obtained through City Hall. NO ALCOHOL IS PERMITTED AT FOREST PARK BEACH AT ANY TIME. Live music and DJ’s are allowed with additional approval from the Superintendent of Recreation and must provide a certificate of insurance naming The City of Lake Forest as an additional insured. Dogs are allowed in the parks but must be leashed and all waste cleaned up after. DOGS ARE NOT ALLOWED AT FOREST PARK BEACH. Park Rules and Regulations 2 Pavilion Reservations Schedule The Pavilion rental season is from February 1st through October 31st, except for Northcroft Park which is available for rental year round. Permit applications are accepted beginning February 1st of that calendar year. Reservations must be made in person at the Recreation Center, 400 Hastings Road, Lake Forest at least ten (10) business days in advance of the desired rental date. A park pavilion may be reserved for a maximum of six (6) hours while pavilions at Forest Park Beach may be reserved for a maximum of four (4) hours. Additional hours may be reserved for any Park pavilion (excludes Forest Park Beach) rental for a $25 per hour charge. Forest Park Beach pavilions are not rentable on Holidays. When making the reservation, you will be required to fill out a reservation form and a liability waiver. A litter deposit and rental fee must be paid at the time the reservation is made. Functions conducted on the site must be in accordance with the established rules and regulations, which the patron will receive and sign. Failure to comply with any of the rules or failure to cleanup will result in forfeiture of the litter deposit. Rentals are held rain or shine. No refunds will be given due to inclement weather. Patrons that cancel their reservation a minimum of 48 hours prior to the date of their reservation will receive all of their litter deposit back, plus 50% of their rental fee. Patrons who do not cancel more than 48 hours in advance will receive all of their litter deposit back, but none of their rental fee. Patrons that change their reservation date a minimum of 48 hours prior to the date of their original reservation date may do so free of charge however, those patrons that do not change their reservation a minimum of 48 hours prior to the date must re-submit a permit application, and including a new reservation fee (the litter deposit may be transferred). While using the city parks, patrons agree to adhere to the requirements of the American with Disabilities Act (ADA). Further, patrons are responsible for compliance with ADA and indemnify The City of Lake Forest for the liability arising out of any patron’s failure to comply with the ADA. Any special request not outlined in the individual park policies shall be submitted in writing at least sixty (60) days prior to the desired reservation date for review by the Director of Parks and Recreation and/or the Park & Recreation Board. The Director and/or the Board shall make the final decision on whether to grant the special request. Any fundraisers or large scale events which take city resources away from their daily operations, as well as events that have a direct impact upon public property, traffic flow in the city or public health and safety are classified as a special event. Special Event Permit Applications are available at City Hall, 255 Deerpath Road and need additional approval. For additional information contact City Hall at 847-810-3675. The City or its employees will not in any way be liable for any clothing, personal belongings, etc. lost or stolen on any Park or Forest Park property. Park Rules and Regulations 3 Pavilion Permit Availability – Process - Fees Office Hours All permit applications are available at the Recreation Center for Lake Forest residents and Lake Forest Businesses only. Completed requests may be returned to the Recreation Center during the hours of operation listed below. Patrons may be asked for proof of residency at the time of the request. School Year (September – May): Summer (June – August): Monday – Friday 8:30 a.m. – 5:00 p.m. Monday – Thursday 8:30 a.m. – 5:00 p.m. Saturday 8:00 a.m. – 5:00 p.m. Friday 8:30 a.m. – 5:00 p.m. Sunday 9:00 a.m. – 5:00 p.m. Saturday 8:00 a.m. – 5:00 p.m. Hours of Operation Pavilions are available seven (7) days a week when not in conflict with public activities.  Park Pavilions - 8 a.m. until dusk  Forest Park Beach Pavilions - 6 a.m. until 11:00 p.m. (except Holidays) Permit Submittal Written requests must be submitted at least ten (10) business days prior to the date requested. Phone reservations are not accepted. All written requests are accepted on a first-come, first-serve basis and are considered tentative until approved by the program Manager. Rental Fees The permit fees listed below include a 6 hour rental for a park pavilion and a 4 hour rental for Forest Park Beach pavilions. Additional hours may be added to a park pavilion rental for an additional fee but not to a beach pavilion rental. Thirty (30) minutes must be left between reservations in order to allow for light maintenance. PARK Regular Permit Cost Not-For-Profit Permit Cost Townline Park $150 $125 Northcroft Park $150 $125 Everett Park $100 $75 South Park $100 $75 West Park $100 $75 Elawa Park $100 $75 Forest Park Beach - Boat $100 $75 Forest Park Beach - South $100 $75 Forest Park Beach – Fire Circle $100 $75 Park Rules and Regulations 4 The following is a list of additional fees that may be required: ADDITIONS COST (per) Park Pavilion Additional Rental Hour $25 Alcohol Fee (only at specific parks) $150 Litter Deposit (refundable) $150 Key Deposit (Northcroft only) $50 Forest Park Beach Parking All pavilion rentals at Forest Park Beach include 10 parking passes that will allow either a resident or non-resident car to park in the lower South parking lot. If a patron needs additional parking passes for their event they can purchase a maximum of 5 additional passes for the upper South parking lot for use during the day and time of their rental. The fee for each additional parking pass is $5.00 apiece. Vehicles with a capacity of twelve (12) passengers or less and a proper permit may park on the beach level. Vehicles with a capacity greater than 12 passengers may drop passengers on the upper level of Forest Park but may not park there or on the beach level. Not Allowed at Any Park Smoking, weddings, golf, off-road motorized vehicle riding or use of metal detectors is prohibited at all of the parks and at Forest Park Beach. Metal detectors are allowed on the sand at Forest Park Beach. Dogs are prohibited at the lower level of the Forest Park Beach facility. Allowed with Additional Approval Amplified music, live music, and DJs are allowed only with additional approval by the Superintendent of Recreation. Fires are allowed only in the fireplaces. Please see the Individual Park information pages for other restrictions pertaining to the specific park. Athletic Field usage by local athletic associations is allowed with additional approval. All organizations must complete and submit the Athletic League User Fee permit to be considered for athletic field use. Park Rules and Regulations 5 Athletic League User Fee Policy The athletic league user fee policy was established by the Parks and Recreation Department and the Parks and Recreation Board to permit the use of our fields by non- Recreation Department organizations and to offset the increasing maintenance costs with user fees. These user fees were established to cover all direct variable costs associated with the special use of the parks by the various athletic associations. The athletic associations fall into one of two rental tiers based on specific qualifications. All athletic associations must meet the established residency requirements stated in the Athletic League User Fee Policy. By submitting the completed permit application, the athletic association will assume any and all risks associated with their special use in the City parks. For more information please obtain a copy of the full Athletic League User Fee Policy. Contact Information Circumstances may arise where you need to reach city staff. Listed below are the main contact numbers. Lake Forest Recreation Center 847-234-6700 Athletics Program Manager 847-810-3945 Beach Manager 847-810-3930 Parks Supervisor 847-810-3567 Superintendent of Parks & Forestry 847-810-3565 Superintendent of Recreation 847-810-3941 Police Non-Emergency 847-234-2601 Recreation/Beach Hotline 847-234-6702 Emergency 911 On behalf of Lake Forest Parks and Recreation Department, we appreciate your patronage and hope you enjoy the use of our beautiful parks and all of the amenities they offer. Please come visit us again soon! Park Rules and Regulations 6 Thor Guard Lightning Prediction System The City of Lake Forest has installed the “Thor Guard Lightning Prediction System” at most of our parks. Refer to specific park guidelines for actual locations. The system predicts strikes by measuring electrostatic charges on the ground and in the air. This system is also in place at Deerpath Golf course in Lake Forest. When the system predicts lightning in the area, a 15-second warning horn will sound. Depending upon weather conditions the warning horn may be heard within a two-block radius. Anyone who hears the horn must seek shelter immediately in a building or a hard-top vehicle. All activities at the parks must stop when the horn sounds. After the danger is reduced, an all- clear signal of three short horn blasts will sound. A strobe light will also flash until the danger has passed. The system will be active daily April 1st through October 31st, 7:00 am to 10:00 pm. Nevertheless, we ask all patrons to use common sense when they hear thunder and/or observe lightning in the area and proceed to a safe location. According to the National Weather Service, each year about 400 people in the United States are struck by lightning while involved in outdoor activities. Because lightning travels in the atmosphere it can strike even on a sunny day. The Parks and Recreation Department believes installing the Thor Guard Lightning Prediction System will benefit the whole community. For more information about the Thor Guard Lightning Prediction System, visit www.thorguard.com or call Superintendent of Parks & Forestry, Chuck Myers at (847) 810-3565. The Thor Guard Lightning Prediction System are installed at the following parks: >Deerpath Community Park >Everett Park >Northcroft Park >Townline Community Park >Waveland Park >South Park >West Park >Forest Park Beach Elawa Park does not have the Thor Guard Lightning Prediction System at this time. In all cases, patrons must be aware of weather and weather changes and follow the rules outlined in this manual, which patrons are required to read. Failure to follow these rules will result in losing the ability to use the parks and facilities in the future and forfeiture of the litter deposit. Park Rules and Regulations 7 What to do in an Emergency?? Weather changes can occur with little to no warning and therefore it is critical you are aware of the surroundings at all times. Please read carefully the information below. If you have any questions or concerns, contact Chuck Myers at (847) 810-3565 Thunderstorms and lightning When there is heavy rain and lightning you must leave the field, playground, sand and lake immediately. If this is during a practice, cancel the practice. Tornadoes – outside practice or game When the tornado sirens sound, please take your team to the closest secure location. Make sure that no one is left behind. Tornadoes and fires – inside practice or game Before your first practice or game, make sure you locate and read the building’s procedures for fires and tornadoes. They are located on the interior walls of the facility. Nearest phone, exit, and entrance When practicing and playing indoors, please locate the nearest phone, exit, and entrance in the facility. IINNDDIIVVIIDDUUAALL PPAARRKK PPOOLLIICCIIEESS Park Rules and Regulations 9 Park Amenities Parks Location Acre SizePavilionsParking SpacesGrillsPlay EquipmentTables Rest RoomsPondBall FieldsBasketball StandardsTennis Courts Soccer FieldsBleacher SetsIce SkatingGolf Driving RangesWalk & TrailsBuena Park Old Elm at Buena 8.20 Deerpath Community Park 400 Hastings Rd.25.60 *138 **4 6 *** Deerpath Park Golf Course 500 West Deerpath 145.00 **** Elawa Park Middlefork at Jensen 16.01 *38 1 *10 1 *** Everett Park 1191 Everett School Rd.16.99 *118 1 *10 **1 *5 *** Forest Park Beach 801 N. Lake Road 29.72 ******* Meadowood Park Lexington Dr. & Concord Dr.7.74 Nature Preserve Sheridan Rd. North of Army Base 61.61 * Northcroft Park 1365 South Ridge Rd.30.11 *58 1 *10 *1 2 *** South Park 150 South Maywood Rd.12.05 *4 1 *10 *2 *2 ** Townline Community Park 1555 W Kennedy Road 35.00 *200 1 *10 **2 *** Triangle Park Corners of Walnut, Washington & Deerpath 4.07 * Waveland Park 600 South Waveland Rd.23.40 70 1 *10 **2 *3 *** West Park 850 Summit Ave.8.24 *46 1 *10 *1 *4 ** * Amenity included Deerpath Community Park Operational Policy 10 Deerpath Community Park, located just west of the Recreation Center, was the first community park in Lake Forest. The Deerpath Park property was purchased by the City of Lake Forest from the school in 1962. This park was designed for large events. Deerpath ball fields are the only lighted fields in the City’s park system. In the event of inclement weather conditions, you must follow the rules outlined in the Thor Guard Lightning Detection System regulations. Failure to follow these rules will result in you losing the ability to use the park in the future and forfeiture of your litter deposit. Activities prohibited in the park include, but are not limited to the following:  Alcohol, without permit  Smoking/vaping  Weddings  Camping  Usage of Metal Detectors  Tents, unless approval by the City of Lake Forest  Peddlers of merchandise or food, unless approved by the City of Lake Forest  Open fires Please contact the Recreation Department @ 847-234-6700 if you have questions. Activities allowed: Tennis The tennis courts are designed for tennis use only. No in line skating, skateboards, dark sole shoes, unattended children or animals are allowed on the courts. Next play will be determined by the hanging racquet method. If all the courts are full the next in line hangs his/her racquet on the hook closet to the entrance to signify they are next to play. Patrons are required to clean up after themselves or they will forfeit future use of the courts. Baseball The baseball fields located in our parks are open for general public use when not in conflict with Lake Forest Recreation Department programs or scheduled by local renting organizations. Lake Forest Recreation Department programs and the schedules of the renting organizations take precedence to public use. Teams playing organized sports on these fields must obtain a permit through the ‘Athletic Field Rental Policy’. At no time are the fields to be maintained or mowed by anyone other than Lake Forest Parks and Recreation Department staff. Teams are responsible for picking up after themselves or they will forfeit future use of the fields. Football/Soccer/Lacrosse (grid fields) Periodically, lined fields are placed in our parks for various local athletic organization’s needs. These fields are for the primary use of these organizations. However, they are open for the general public use when not scheduled by the renting organizations. Lake Forest Recreation Department programs and the schedules of the renting organizations take precedence to public use. Teams playing organized sports on these fields must obtain a permit through the ‘Athletic Field Rental Policy’. No goal posts shall be erected on the property without prior approval from the Parks and Recreation Department staff. Teams are responsible for picking up after themselves or they will forfeit future use of the fields. Cause for voiding a permit: Any disorderly conduct or violation of any ordinance or regulation of the City shall be just cause for immediately voiding permit and may cause the future denial of a permit and arrest by a police officer. Townline Community Park Operational Policy 11 Townline Park, located at Academy Drive and Old Bridge Lane along Route 60, is one of two community parks in Lake Forest. It was purchased by the City of Lake Forest in 1995 and officially opened in 2009. It is designed to handle multiple and large events. Community parks are places that serve the general community and not just individual neighborhoods. Sporting events and community activities are allowed at this park. There is room for the individual who wants to fly a kite or throw a Frisbee or just walk the trail. In the event of inclement weather conditions, you must follow the rules outlined in the Thor Guard Lightning Detection System regulations. Failure to follow these rules will result in the loss of the ability to use the park in the future and you will forfeit your litter deposit Activities prohibited in the park include, but are not limited to the following: Alcohol, without permit Smoking/vaping Weddings Usage of Metal Detectors Swimming or Ice Skating Camping Tents, unless approval by the City of Lake Forest Peddlers of merchandise or food, unless approved by the City of Lake Forest Open fires Please contact the Recreation Department @ 847-234-6700 if you have questions. Activities allowed: Baseball The baseball fields located in our parks are open for general public use when not in conflict with Lake Forest Recreation Department programs or scheduled by local renting organizations. Lake Forest Recreation Department programs and the schedules of the renting organizations take precedence to public use. Teams playing organized sports on these fields must obtain a permit through the ‘Athletic Field Rental Policy’. At no time are the fields to be maintained or mowed by anyone other than Lake Forest Parks and Recreation Department staff. Teams are responsible for picking up after themselves or they will forfeit future use of the fields. Football/Soccer/Lacrosse (grid fields) Periodically, lined fields are placed in our parks for various local athletic organization’s needs. These fields are for the primary use of these organizations. However, they are open for the general public use when not scheduled by the renting organizations. Lake Forest Recreation Department programs and the schedules of the renting organizations take precedence to public use. Teams playing organized sports on these fields must obtain a permit through the ‘Athletic Field Rental Policy’. No goal posts shall be erected on the property without prior approval from the Parks and Recreation Department staff. Teams are responsible for picking up after themselves or they will forfeit future use of the fields. Cause for voiding a permit: Any disorderly conduct or violation of any ordinance or regulation of the City shall be just cause for immediately voiding permit and may cause the future denial of a permit and arrest by a police officer. Elawa Park Operational Policy 12 Elawa Park, located at 1401 Middle Fork Drive, was designed to be a neighborhood park. It was purchased by the City of Lake Forest in 1998 and is to be used by the general public for events such as; small sporting events, picnics, social gatherings, kite flying, Frisbee and playground for school age children 12 years of age and under. There is no lightning detection system. Coaches and patrons need to use their judgment in storm or situations where there is lightning. Activities prohibited in the park include, but are not limited to the following:  Alcohol, without permit  Smoking/vaping  Weddings  Swimming  Camping  Tents, unless approval by the City of Lake Forest  Peddlers of merchandise or food, unless approved by the City of Lake Forest  Small solid fuel rockets – i.e., Estes rockets  Loud speaker, public address system or amplifiers  Usage of Metal Detectors Please contact the Recreation Department @ 847-234-6700 if you have questions. Activities allowed: Baseball Elawa Park does not have a baseball field but does have a small backstop, which is open for general public use when not in conflict with Lake Forest Recreation Department programs or scheduled by local renting organizations. Lake Forest Recreation Department programs and the schedules of the renting organizations take precedence to public use. Teams playing organized sports on these fields must obtain a permit through the ‘Athletic Field Rental Policy’. At no time are the fields to be maintained or mowed by anyone other than Lake Forest Parks and Recreation Department staff. Teams are responsible for picking up after themselves or they will forfeit future use of the fields. Football/Soccer/Lacrosse (grid fields) Periodically, lined fields are placed in our parks for various local athletic organization’s needs. These fields are for the primary use of these organizations. However, they are open for the general public use when not scheduled by the renting organizations. Lake Forest Recreation Department programs and the schedules of the renting organizations take precedence to public use. Teams playing organized sports on these fields must obtain a permit through the ‘Athletic Field Rental Policy’. No goal posts shall be erected on the property without prior approval from the Parks and Recreation Department staff. Teams are responsible for picking up after themselves or they will forfeit future use of the fields. Cause for voiding a permit: Any disorderly conduct or violation of any ordinance or regulation of the City shall be just cause for immediately voiding permit and may cause the future denial of a permit and arrest by a police officer. Everett Park Operational Policy 13 Everett Park is located at 1191 Everett Road and was designed as a neighborhood park attached to a school site. This park was originally purchased by the City of Lake Forest in 1953 and then more land was purchased in 1979 to add to the size of the park. It was designed to be used by the general public for events such as small sporting events, picnics, social gatherings, kite flying, Frisbee and playground for children 12 years of age and under. The Everett Park location allows for bounce houses and petting zoos. In the event of inclement weather conditions, you must follow the rules outlined in the Thor Guard Lightning Detection System regulations. Failure to follow these rules will result in losing the ability to use the park in the future and you will forfeit your litter deposit. Activities prohibited in the park include, but are not limited to the following:  Alcohol, without permit  Smoking/vaping  Weddings  Camping  Tents, unless approval by the City of Lake Forest  Peddlers of merchandise or food, unless approved by the City of Lake Forest  Small solid fuel rockets – i.e. Estes rockets  Open fires  Usage of Metal Detectors Please contact the Recreation Department @ 847-234-6700 if you have questions. Activities allowed: Tennis The tennis courts are designed for tennis use only. No in line skating, skateboards, dark sole shoes, unattended children or animals are allowed on the courts. Next play will be determined by the hanging racquet method. If all the courts are taken the next in line hangs his/her racquet on the hook closet to the entrance to signify they are next in line for the next available court. Patrons are required to clean up after themselves or they will forfeit future use of the courts. Baseball The baseball fields located in our parks are open for general public use when not in conflict with Lake Forest Recreation Department programs or scheduled by local renting organizations. Lake Forest Recreation Department programs and the schedules of the renting organizations take precedence to public use. Teams playing organized sports on these fields must obtain a permit through the ‘Athletic Field Rental Policy’. At no time are the fields to be maintained or mowed by anyone other than Lake Forest Parks and Recreation Department staff. Teams are responsible for picking up after themselves or they will forfeit future use of the fields. Football/Soccer/Lacrosse (grid fields) Periodically, lined fields are placed in our parks for various local athletic organization’s needs. These fields are for the primary use of these organizations. However, they are open for the general public use when not scheduled by the renting organizations. Lake Forest Recreation Department programs and the schedules of the renting organizations take precedence to public use. Teams playing organized sports on these fields must obtain a permit through the ‘Athletic Field Rental Policy’. No goal posts shall be erected on the property without prior approval from the Parks and Recreation Department staff. Teams are responsible for picking up after themselves or they will forfeit future use of the fields. Cause for voiding a permit: Any disorderly conduct or violation of any ordinance or regulation of the City shall be just cause for immediately voiding permit and may cause the future denial of a permit and arrest by a police officer. Northcroft Park Operational Policy 14 Northcroft Park, located at 1365 S. Ridge Road, was designed as a neighborhood park and was purchased by the City of Lake Forest in 1966. It was designed to be used by the general public for events such as; small sporting events, picnics, social gatherings, kite flying and Frisbee. The location of Northcroft Park allows for bounce houses, petting zoos and small solid fuel rockets. Campfires are not allowed, however there is a wood burning fire place in the pavilion. Camping is also permitted with approval by the Recreation Department Staff. In the event of inclement weather conditions, you must follow the rules outlined in the Thor Guard Lightning Detection System regulations. Failure to follow these rules will result in losing the ability to use the park in the future and you will forfeit your litter deposit. Activities prohibited in the park include, but are not limited to the following: Alcohol, without permit Smoking/vaping Weddings Tents, unless approval by the City of Lake Forest Peddlers of merchandise or food, unless approved by the City of Lake Forest Open fires Usage of Metal Detectors Small solid fuel rockets – i.e., Estes rockets Please contact the Recreation Department @ 847-234-6700 if you have questions. Activities allowed: Tennis The tennis courts are designed for tennis use. No in line skating, skateboards, dark soled shoes, unattended children or animals are allowed on the courts. Next play will be determined by the hanging racquet method. The next in line for a court hangs their racquet on the hook closet to the entrance. As the next court becomes available, the next racquet in line signifies who plays next. Patrons are required to clean up after themselves or they will forfeit future use of the courts. Football/Soccer/Lacrosse (grid fields) Periodically, lined fields are placed in our parks for various local athletic organizations’ needs. These fields are for the primary use of these organizations. However, they are open for the general public use when not scheduled by the renting organizations. Lake Forest Recreation Department programs and the schedules of the renting organizations take precedence to public use. Teams playing organized sports on these fields must obtain a permit through the ‘Athletic Field Rental Policy’. No goal posts shall be erected on the property without prior approval from the Parks and Recreation Department staff. Teams are responsible for picking up after themselves or they will forfeit future use of the fields. Cause for voiding a permit Any disorderly conduct or violation of any ordinance or regulation of the City shall be just cause for immediately voiding permit and may cause the future denial of a permit and arrest by a police officer. South Park Operational Policy 15 South Park is located at 150 S. Maywood and was designed to be a neighborhood park. It was purchased by the City of Lake Forest in 1929. It is open to the general public for events such as small sporting events, picnics, social gatherings, kite flying, Frisbee and a playground for children 12 years of age and under. There are very few parking spaces at South Park, only 4 paved spaces in the lot by the playground. The main road that leads to the back of the park is available for parking, on either side of the gravel drive. In the event of inclement weather conditions, you must follow the rules outlined in the Thor Guard Lightning Detection System regulations. Failure to follow these rules will result in losing the ability to use the park in the future and you will forfeit your litter deposit. Activities prohibited in the park include, but are not limited to the following:  Alcohol, without permit  Smoking/vaping  Weddings  Usage of Metal Detectors  Tents, unless approval by the City of Lake Forest  Small solid fuel rockets – i.e., Estes rockets  Peddlers of merchandise or food, unless approved by the City of Lake Forest  Petting zoos or bounce houses  Open Fires  Camping Please contact the Recreation Department @ 847-234-6700 if you have questions. Activities allowed: Tennis The tennis courts are designed for tennis use only. No in- line skating, skateboards, dark soled shoes, unattended children or animals are allowed on the courts. Next play will be determined by the hanging racquet method. The next in line for a court hangs his or her racquet on the hooks closest to the entrance. As the court becomes available, the next racquet in line signifies who plays next. Patrons are required to clean up after themselves or they will forfeit future use of the courts. Baseball The baseball fields located in our parks are open for general public use when not in conflict with Lake Forest Recreation Department programs or scheduled by local renting organizations. Lake Forest Recreation Department programs and the schedules of the renting organizations take precedence to public use. Teams playing organized sports on these fields must obtain a permit through the ‘Athletic Field Rental Policy’. At no time are the fields to be maintained or mowed by anyone other than Lake Forest Parks and Recreation Department staff. Teams are responsible for picking up after themselves or they will forfeit future use of the fields. Football/Soccer/Lacrosse (grid fields) Periodically, lined fields are placed in our parks for various local athletic organization’s needs. These fields are for the primary use of these organizations. However, they are open for the general public use when not scheduled by the renting organizations. Lake Forest Recreation Department programs and the schedules of the renting organizations take precedence to public use. Teams playing organized sports on these fields must obtain a permit through the ‘Athletic Field Rental Policy’. No goal posts shall be erected on the property without prior approval from the Parks and Recreation Department staff. Teams are responsible for picking up after themselves or they will forfeit future use of the fields. Cause for voiding a permit: Any disorderly conduct or violation of any ordinance or regulation of the City shall be just cause for immediately voiding permit and may cause the future denial of a permit and arrest by a police officer. Waveland Park Operational Policy 16 Waveland Park, located at 600 S. Waveland Road, is a neighborhood park, purchased by the City of Lake Forest in 1967. The park was designed to be used by the general public for events such as; small sporting events, picnics, social gatherings, kite flying, Frisbee and playground for children 12 years of age and under. The Park also offers 3 tennis courts and a basketball court. Waveland is a location that allows for the use of bounce houses and petting zoos. Public washrooms are available; however the building is not available for use by the public. In the event of inclement weather conditions, you must follow the rules outlined in the Thor Guard Lightning Detection System regulations. Failure to follow these rules will result in you losing the ability to use the park in the future and you will forfeit your litter deposit. Activities prohibited in the park include, but are not limited to the following:  Alcohol, without permit  Smoking/vaping  Weddings  Swimming  Ice Skating  Usage of Metal Detectors  Small solid fuel rockets – i.e., Estes rockets  Peddlers of merchandise or food, unless approved by the City of Lake Forest  Tents, unless approval by the City of Lake Forest  Loud speaker, public address system or amplifiers  Camping or Open fires Please contact the Recreation Department @ 847-234-6700 if you have questions. Activities allowed: Basketball One full-sized court is available for basketball use. Court use is on a first-come, first serve basis. Hanging on the rims is not allowed. Tennis The tennis courts are designed for tennis use only. No in- line skating skateboards, dark soled shoes, unattended children or animals are allowed on the courts. Next play will be determined by the hanging racquet method. The next in line for a court hangs his or her racquet on the hooks closest to the entrance. As the court becomes available, the next racquet in line signifies who plays next. Patrons are required to clean up after themselves or they will forfeit future use of the courts. Baseball The baseball fields located in our parks are open for general public use when not in conflict with Lake Forest Recreation Department programs or scheduled by local renting organizations. Lake Forest Recreation Department programs and the schedules of the renting organizations take precedence to public use. Teams playing organized sports on these fields must obtain a permit through the ‘Athletic Field Rental Policy’. At no time are the fields to be maintained or mowed by anyone other than Lake Forest Parks and Recreation Department staff. Teams are responsible for picking up after themselves or they will forfeit future use of the fields. Football/Soccer/Lacrosse (grid fields) Periodically, lined fields are placed in our parks for various local athletic organization’s needs. These fields are for the primary use of these organizations. However, they are open for the general public use when not scheduled by the renting organizations. Lake Forest Recreation Department programs and the schedules of the renting organizations take precedence to public use. Teams playing organized sports on these fields must obtain a permit through the ‘Athletic Field Rental Policy’. No goal posts shall be erected on the property without prior approval from the Parks and Recreation Department staff. Teams are responsible for picking up after themselves or they will forfeit future use of the fields. Cause for voiding a permit: Any disorderly conduct or violation of any ordinance or regulation of the City shall be just cause for immediately voiding permit and may cause the future denial of a permit and arrest by a police officer. West Park Operational Policy 17 West Park is located at 850 N. Summit. It was designed to be a neighborhood park. The park was constructed in 1923 and is designed to be used by the general public for small sporting events such as, picnics, social gatherings, kite flying, Frisbee and in the winter ice skating and hockey. West Park is one of our oldest parks and it also hosts Lake Forest Days every August. Total parking for the site is 46 spaces and 2 handicap parking spaces. Parking in the triangle, north of the park is not allowed without special permission from the Parks and Recreation Department. In the event of inclement weather conditions, you must follow the rules outlined in the Thor Guard Lightning Detection System regulations. Failure to follow these rules will result in you losing the ability to use the park in the future and you will forfeit your litter deposit Activities prohibited in the park include, but are not limited to the following: Alcohol, without permit Smoking/vaping Weddings Usage of Metal Detectors Tents, unless approval by the City of Lake Forest Peddlers of merchandise or food, unless approved by the City of Lake Forest Petting zoos and bounce houses Small solid fuel rockets – i.e., Estes rockets Camping or Open fires Please contact the Recreation Department @ 847-234-6700 if you have questions. Activities allowed: Tennis The tennis courts are designed for tennis use only. No in-line skating, skateboards, dark soled shoes, unattended children or animals are allowed on the courts. Next play will be determined by the hanging racquet method. The next in line for a court hangs his or her racquet on the hooks closest to the entrance. As the court becomes available, the next racquet in line signifies who plays next. Patrons are required to clean up after themselves or they will forfeit future use of the courts. Baseball The baseball fields located in our parks are open for general public use when not in conflict with Lake Forest Recreation Department programs or scheduled by local renting organizations. Lake Forest Recreation Department programs and the schedules of the renting organizations take precedence to public use. Teams playing organized sports on these fields must obtain a permit through the ‘Athletic Field Rental Policy’. At no time are the fields to be maintained or mowed by anyone other than Lake Forest Parks and Recreation Department staff. Teams are responsible for picking up after themselves or they will forfeit future use of the fields. Football/Soccer/Lacrosse (grid fields) Periodically, lined fields are placed in our parks for various local athletic organizations’ needs. These fields are for the primary use of these organizations. However, they are open for the general public use when not scheduled by the renting organizations. Lake Forest Recreation Department programs and the schedules of the renting organizations take precedence to public use. Teams playing organized sports on these fields must obtain a permit through the ‘Athletic Field Rental Policy’. No goal posts shall be erected on the property without prior approval from the Parks and Recreation Department staff. Teams are responsible for picking up after themselves or they will forfeit future use of the fields. Skating/Hockey Skating is provided when the temperature is low enough to build ice. Any act that damages the ice by an individual can result in that individual losing the ability to use the facility. Hockey is only allowed in the hockey rink or in the area just south of the hockey rink. The “open ice” is for general skating; pucks can not be used on the open ice. Skating is at your own risk. The City of Lake Forest and Lake Forest Parks and Recreation Department assumes no liability for accidents while skating or playing hockey. Cause for voiding a permit: Any disorderly conduct or violation of any ordinance or regulation of the City shall be just cause for immediately voiding permit and may cause the future denial of a permit and arrest by a police officer. Forest Park Beach Operational Policy 18 Forest Park, located at the intersection of Lake and Deerpath Roads, is known to many as the crown jewel of the Lake Forest Parks system. It is undeniably one of the most beautiful beaches on the North Shore. Visitors to this 29+ acre park can enjoy the large beach and grass areas, swimming and other water activities. Forest Park Beach is open year round, with park amenities including sheltered pavilions, a fire circle, playground, a fishing pier, boat launching ramp and storage areas, walking paths and a concession stand open during the summer months. Sailing classes and camps, a Boating Center, volleyball nets, and grills are just some of the amenities available. The boat pavilion and south pavilion are available for Lake Forest residents to rent. The north pavilion is available to use on a first come, first serve basis. The water quality is currently monitored by the Swimcast model and Lake County Health Department. Real time readings are taken daily at 9:00AM and 1:00 PM. On weekends and holidays, there is a $15 daily usage fee for non-residents entering the facility. In the event of inclement weather conditions, you must follow the rules outlined in the Thorguard Lightning Detection System regulations. Failure to follow these rules will result in you losing the ability to use the park in the future and forfeiture of your litter deposit. Activities prohibited in the park include, but are not limited to the following: Alcohol not in accordance with City Ordinance Smoking/vaping Weddings Camping unless it is a Lake Forest Recreation Department sponsored event Tents Open fires Climbing on the rock abetments Walking or running on access roads Bicycles, scooters, rollerblades, skateboards, long boards on the lower level of the facility. •Pets on the lower level of the facility •Personal grills •Organized team practices unless they are Lake Forest Recreation sponsored activities •Peddlers of merchandise or food without City approval •Umbrellas •Hammocks (attached to Trees) •Glass Containers •Drones- unless approved by Director of Parks, Recreation and Forestry Please contact the Recreation Department @ 847-234-6700 if you have questions. Activities Allowed: Swimming and other water activities Volleyball Fishing in designated areas Boating Picnicking Cause for voiding a permit: Any disorderly conduct or violation of any ordinance or regulation of the City shall be just cause for immediately voiding permit and may cause the future denial of a permit and arrest by a police officer. Adopted by the Parks and Recreation Board [January 10, 2012] Approved by City Council [January 17, 2012] SUBJECT: Approval of Annual Tree Purchasing in the Forestry FY2021 Budget STAFF CONTACT: COREY WIEREMA, CITY FORESTER/FORESTRY SUPERVISOR, 847-810-3564 PURPOSE AND ACTION REQUESTED: City staff requests approval to purchase trees/plant material from multiple vendors, based on joint tree purchasing bid. BACKGROUND/DISCUSSION: The City’s Forestry section conducted the 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 seventeen (17) bids for the purchase of over 66 varieties of balled and burlaped trees, with an average price of $250 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 300 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 may exceed $20,000 with a single vendor. Has competitive pricing been obtained for proposed goods/services? Yes Recommended Bidder/Proposer is BOLDED Company Name Dollar Amount Bid Arthur Weiler Nursery (Based on species/availability) Chestnut Ridge Nursery (Based on species/availability) Charles J. Fiore Nursery (Based on species/availability) Goodmark Nurseries (Based on species/availability) Gro Horticultural Enterprises (Based on species/availability) Ivanhoe Nursery (Based on species/availability) Johnson’s Nursery (Based on species/availability) Kankakee Nursery (Based on species/availability) Landcare & Lawn Maintenance (Based on species/availability) Majestic Oaks Nursery (Based on species/availability) Mill Creek Nursery (Based on species/availability) R & S Bristol Farms (Based on species/availability) Schichtel’s Nursery (Based on species/availability) Spring Grove Nursery (Based on species/availability) SiteOne Landscape (Based on species/availability) St. Aubin’s Nursery (Based on species/availability) Wilson Nursery (Based on species/availability) 2 Staff will purchase trees from the list above based on low price, quality and availability of various tree species needed for the annual tree replacement program. Below is an estimated summary of Project budget: FY2021 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Capital Fund 311 $80,000 $80,000 Y PARKS & RECREATION BOARD ACTION: Approval of Annual Tree Purchasing in the Forestry FY2021 Budget SUBJECT: Approval of a recommendation to authorize the City Manager to enter into a contract with Mariani Landscape for Grounds Maintenance Services at Forest Park in the Parks FY2021 Budget STAFF CONTACT: CHUCK MYERS, SUPERINTENDENT OF PARKS AND FORESTRY, 810-3565 PURPOSE AND ACTION REQUESTED: City staff requests approval to award a one year contract with Mariani Landscape to provide mowing and grounds maintenance services at Forest Park for FY2021. 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. In 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 in the bid process that provided the City with the right to extend the contract after the first season or rebid the contract for FY2021 and FY2022. Last year, Mariani Landscape began a new program that encompassed a number of sustainable practices. They deployed fully electric mowers, blowers and line trimmers in all service operations at Forest Park. This equipment delivers low noise, zero emissions and zero use of fossil fuels in the operation of this machinery. The reduction in noise pollution with electric mowers is significant and an important aspect of this program. This year, Mariani will be introducing a new environmentally sustainable innovation to their lawn care services at Forest Park – Auto Mowers. They are clean, ecofriendly electric powered mowers with no operators that run quietly and provide a healthy and well-maintained appearance. Seasonally, there still may be times when conventional electric equipment is used but after the auto mowers learn the site, weekly mowing would be done by five auto mowers. There are also areas of the park where auto mowers will not work and they will need to use conventional mowers weekly. 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. BUDGET/FISCAL IMPACT: On March 4, 2019 City Council approved the request from the Park & Recreation Board and City staff to enter into a one year contract with Mariani Landscape to provide mowing and grounds maintenance services at Forest Park. City staff is satisfied with the services performed by Mariani Landscape in FY2020 and are recommending the continuation of their services for FY2021. The amount requested 2 below reflects an increase of $1979.00 (5%) from the FY2020 contract. Funding for the Forest Park grounds maintenance contract is budgeted in the Parks Fund 220 operating budget. Has competitive pricing been obtained for proposed goods/services? Yes Below is an estimated summary of Project budget: FY2021Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Parks Operating Fund 220 $41,911.00 $41,911.00 Y PARKS & RECREATION BOARD ACTION: Approval of a recommendation to authorize the City Manager to enter into a contract with Mariani Landscape for Grounds Maintenance Services at Forest Park in the Parks FY2021 Budget. SUBJECT: Approval to Purchase a Redexim SandMaster 1600 for the Parks Section from Redexim Turf Products in the Amount of $60,468.33. STAFF CONTACT: CHUCK MYERS, SUPERINTENDENT OF PARKS AND FORESTRY, 810-3565 PURPOSE AND ACTION REQUESTED: City staff is recommending Parks & Recreation Board approval to purchase a Redexim SandMaster 1600 for the Parks Section in the amount of $60,468.33. BACKGROUND/DISCUSSION: The City’s Parks Section manages numerous athletic fields for baseball, soccer, lacrosse, and football. Our goal is to provide the best possible playing surface for these sports programs and reduce the number of cancellations for games and practices due to poor field conditions. The increased number of rain events and associated flooding over the past few years has proven to be extremely challenging to meet our goals and the expectations of our users. The increase in participation in youth sports has required additional dedication of land for practice and games, as well as a greater level of maintenance in order to keep the fields in playable condition. The additional challenge is that many of the athletic sport fields have been placed in neighborhood parks that were not originally designed to support high impact, on-going turf usage. Many of the fields have insufficient surface and sub-surface drainage systems to handle the high levels of precipitation over the past few years. City staff has explored options for improving drainage and overall field conditions; however, these have been shown to be very costly and require a long period of down- time before the fields are ready to resume play. Some improvements have been made in recent years but many of the drainage issues have not been resolved. Staff has identified a new approach that is less expensive and does not require long periods of time for fields to be restored to playability. The SandMaster is a one-pass aerator and slit drainage machine that allows the use of wet or dry sand, gravel or other soil amendments to be incorporated into the soil profile. The SandMaster is pulled behind a tractor to create deep slits using vibrating knives that leave playing fields ready for play with v ery little surface disturbance. Staff has done reference checks with other communities that are using this devise and the feedback has been very positive. BUDGET/FISCAL IMPACT: In 2010, City staff implemented a new funding mechanism called the Sports Field Improvement Fund (SFIF), which is a sub fund of the Parks and Recreation Fund (220). The fund is intended to assist the City and participating youth sport organizations in maintaining quality sports fields in the community. It is a “fair share” sport field improvement fee collected from all sport organizations or Recreation Department youth sport field programs that use City fields. It is assessed as a per-player, per-season fee to help make sport field improvements. There are currently sufficient funds in this Parks & Recreation restricted fund for the purchase of this piece of equipment. On January 29, 2020 City staff released an invitation to bid for a new Redexim SandMaster 1600. The bid opening was on February 12, 2020 and two (2) sealed bids were received, as detailed below. 2 Utilizing the low bid for the Sandmaster, the total price for this unit is $60,468.33. Included in the price is additional wear parts, a 1-year full warranty, delivery and training. Has competitive pricing been obtained for proposed goods/services? Yes Recommended Bidder/Proposer is BOLDED Company Name Dollar Amount Bid Redexim Turf Products $60,468.33 Tropicars Golf & Utility Vehicles $61, 868.33 Below is an estimated summary of Project budget: FY2020 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N 220-8024-475-.75-02 Restricted SFIF Reserves Parks and Recreation Fund 0 $60,468.33 N PARKS & RECREATION BOARD ACTION: Approval to Purchase a Redexim SandMaster 1600 for the Parks Section from Redexim Turf Products in the Amount of $60,468.33.