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PARKS & RECREATION BOARD 2020/05/19 Packet PARKS AND RECREATION BOARD TUESDAY, MAY 19, 2020 6:30PM REMOTE ACCESS MEETING Please be advised that all of the Park and Recreation Board members will be remotely attending this Park and Recreation Board meeting by electronic means, in compliance with Governor’s Executive Order 2020-07, issued on March 16, 2020, that suspended certain Open Meetings Act provisions relating to in-person attendance by members of a public body. Specifically, the Governor’s Order: (1) suspends the requirement in Section 2.01 that “members of a public body must be physically present;” and (2) suspends the limitations in Section 7 on when remote participation is allowed. This Executive Order is effective the duration of the Gubernatorial Disaster proclamation. The City will be providing members of the public with the opportunity to participate in this meeting. Members of the public can participate remotely in the meeting by following the following link https://us02web.zoom.us/j/88526378825 . The City of Lake Forest will update the website after the meeting with information about the meeting. I. CALL TO ORDER & ROLL CALL _____ Paul Best, Chairman _____ Marc Silver _____ Nancy Duffy _____ Kaci Spirito _____ Shannon Maguire _____Melanie Walsh _____ Jared Rhoads II. WELCOME TO NEW BOARD MEMBERS III. *APPROVAL OF MINUTES i. Approval of minutes of the February 20, 2020 Parks and Recreation Board Meeting IV. OPPORTUNITY FOR CITIZENS TO ADDRESS THE PARKS AND RECREATION BOARD ON NON-AGENDA ITEMS V. ATHLETIC FIELDS FEASABILITY STUDY UPDATE- Presented by Joe Mobile, Superintendent of Recreation VI. *WAVELAND PARK TENNIS/BASKETBALL COURT RESURFACING CONTRACT APPROVAL- Presented by Chuck Myers, Superintendent of Parks, Forestry and Special Facilities VII. COMMENTS BY DIRECTOR  Presentation by Joe Mobile, Superintendent of Recreation VIII. COMMENTS BY BOARD MEMBERS IX. ADJOURNMENT *ACTION ITEMS The City of Lake Forest Parks and Recreation Board Meeting Minutes February 20, 2020 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 Ms. Shannon Maguire 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. Anthony Anaszewicz, Program Manager Ms. Dani Spann, Administrative Assistant II. Approval of Minutes Meeting minutes of the November 19, 2019 Park & Recreation Board Meeting were presented and approved. Board member Walsh motioned for approval of the minutes and Board member Rhoads 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. Park Rental Policies Approval Program Manager Anthony Anaszewicz went over the background of the Master Park Policy. The most recent update was done in spring of 2017. He gave a brief summary of the proposed updates and edits to the policy. He touched on the new state law regarding cannabis. Board member Maguire wanted a reminder to participants in athletic field rentals should not engage in alcohol consumption. A motion was made by Board member Rhoads to approve the updates and edits to the Master Park Policy. Board member Walsh seconded. The motion was passed. V. Annual Tree Purchasing Contract Superintendent Chuck Myers presented to the board the Annual tree purchasing joint bid with Highland Park. 17 bids were received with over 66 species to work with. City staff will go to 17 various vendors and hand pick the needed trees. Forestry section anticipates the planting of 300 trees and have $80,000 budgeted for FY2021. The primary planting is for street trees. The City is currently in a good place with Emerald Ash Borer. A motion was made by Board member Maguire to approve the Annual Tree Purchasing Contract for FY2021. Board member Walsh seconded. The motion was passed. VI. Forest Park Maintenance Contract Superintendent Myers talked about the Forest Park. The last few years the maintenance services have been done under contract with Mariani Landscape. Galen Gates and City Staff have also been doing work. Bed maintenance and mowing is maintained with the contracts. The City would like to renew the current contract with Mariani Landscape for another year. Mariani Landscape will continue using the electric equipment. A video was shown of the auto mower and how it works. Very little maintenance will be required with the auto mower. Some advantages to using the auto mower are, healthier for grass due to small amounts of grass being cut each time, weeds aren’t allowed to flower due to constant cutting, extremely quiet and more efficient. It takes about 2-3 weeks to see effects. City staff are seeing approval to enter into a one year contract with Mariani Landscape to provide mowing and grounds maintenance to Forest Park. A motion was made by Board member Rhoads to approve to enter into a one year contract with Mariani Landscape to provide mowing and grounds maintenance services at Forest Park, in the total of $41,911.00 for FY2021. Board member Duffy seconded. The motion was passed. VII. Sand Master Equipment Purchase Superintendent Chuck Myers presented to the Park Board the request to purchase a SandMaster to improve the drainage for the athletic fields. Traditional drainage is very costly. The City used several methods to help with the drainage problem. The SandMaster is a machine that cuts deep slits that inserts sand into the ground. It creates very little disturbance to the field surface. Townline Park and Northcroft Parks are especially in need of this, with all parks eventually. The cost to contract this out was going to cost $70,000 for Townline Park only. Discussion followed on the first year’s progress on hitting all the parks. A video was presented showing the equipment and how it works. Mr. Myers went over the bids received from Redexim Turf Products and Tropicars Golf & Utility Vehicles and the lowest bid was from Redexim at $60,468.33. The funding source for this purchase would come from the Restricted Sports Field Improvement Fund. Company Name Dollar Amount Bid Redexim Turf Products $60,468.33 Tropicars Golf & Utility Vehicles $61, 868.33 A motion was made by Board member Maguire to approve the purchase of a Redexim SandMaster 1600 for the Parks Section from Redexim Turf Products in the amount of $60,468.33. Board member Rhoads seconded. The motion was passed. VIII. Comments by Director Superintendent Chuck Myers gave an update on some of the current damage by the storms at the lakefront and the restoring done by Staff. Director Swarthout talked about the history of the sand and the difference over the last 32 years. Staff is working on the removal of the steel pieces. Board member Best asked for continuous updates on the beach. Superintendent Joe Mobile gave an update on the 10 year strategic plan. Next fiscal year it is budgeted for an athletic field feasibility study to be done. Talking with the Lake Forest Parks and Recreation Foundation brought about sharing the costs on this study. A study will be made of each park and the condition they’re in. The purpose is to better understand the needs of our field layout, define issues to be addressed, possibility of converting some fields to turf. A kickoff discussion will tentatively be held in March with the Lake Forest Parks and Recreation Foundation and City Staff. A base map will be created to be used in the study. Mr. Mobile went over the process of the study. A joint Park Board and Foundation meeting will be held to discuss the study. Timing on the study is an 8 week project with an anticipated start date for funding around July. Director Swarthout talked about the following events coming up in March and April. Ms. Swarthout extended an invitation to the Board for the NSSRA Shining Stars event on April 24th.  House League Baseball Registration- Monday, March 30th  Flannels & Flapjacks- March 7th at Recreation Center Gymnasium  Reptile Rampage- March 8th from 10am – 4pm at Recreation Center Gymnasium  Lake Forest Dance Academy Passion to Dance- March 14th at 5pm at Lake Forest Academy  Girls Softball- April 9th at West Park or Waveland Park IX. Comments by Board Members Board member Rhoads mentioned communicating to the public updates via video from Parks and Recreation. Student member Will Elliott offered to help with videos. X. Other Comments XI. Adjournment Board member Duffy motioned for adjournment and Board member Rhoads seconded. The meeting was adjourned at 8:37p.m. Respectfully Submitted Dani Spann Administrative Assistant SUBJECT: Athletic Field Feasibility Study Update PRESENTED BY: Joe Mobile, Superintendent of Recreation (847-810-3941) PURPOSE AND ACTION REQUESTED: Provide update on the Athletic Field Feasibility Study. BACKGROUND/DISCUSSION: The comprehensive master plan document identified several initiatives that were important to the community; an athletic field complex, synthetic turf fields and improvements to the Recreation Center. Staff have been in discussions with the Friends of Lake Forest Parks and Recreation Foundation over the past several months as to what priorities have been identified through the master plan. The record rainfall this past year and the request from the community athletic associations has put the athletic fields and synthetic turf at the forefront of those discussions. The Parks and Recreation Department and the Friends of Lake Forest Parks and Recreation Foundation have partnered once again to hire Hitchcock Design Group to conduct an athletic field assessment to better understand the needs for City owned field improvements, locations, and layout. The process should take approximately eight weeks to complete so Staff will have the data necessary to improve our athletic fields. The project team is comprised of members of staff, the Foundation and Hitchcock Design Group. The kickoff meeting was held in late march where the timeline and deliverables were discussed. Staff have spent the month of April providing data and all the necessary information to Hitchcock Design Group in regards to process, demands, layout and conditions of the athletic fields. In early May, stakeholder groups were identified and were able to provide their feedback in regards to the current conditions of the athletic fields. During this time, the project team also took a tour of the Lake Forest parks that house athletic fields to provide actual visual feedback of our fields. During the rest of the month of May Hitchcock Design Group will be analyzing the data and putting together their final report. The final report will be delivered to the Board and foundation in Early June. This field assessment will aide Staff in assigning appropriate resources where they are most needed to improve the quality of play for our resident sports groups. The evaluation of bringing synthetic turf fields to Lake Forest will also give the Foundation direction for another public/private partnership opportunity. BUDGET/FISCAL IMPACT: $13,650, our half of the study split with the Friends of Lake Forest Parks and Recreation. PARKS & RECREATION BOARD ACTION: Information Purposes Only SUBJECT: Approval of a Recommendation to Enter Into a Contract with U.S. Tennis Court Construction Co. for the Resurfacing of Four Tennis/Basketball Courts at Waveland Park. STAFF CONTACT: Chuck Myers, Superintendent of Parks & Forestry, 810-3565 PURPOSE AND ACTION REQUESTED: Staff requests approval to enter into a contract with U.S. Tennis Court Construction Co. for resurfacing tennis and basketball courts at Waveland Park. BACKGROUND/DISCUSSION: On April 22, 2020, City staff performed a bid opening for the resurfacing of the three tennis courts and one basketball court at Waveland Park. These courts were constructed in 2011 are now showing signs of normal aging due to weather effects, water pooling and frequent use. The repair and resurfacing process will include power washing all courts, filling smaller cracks with crack filler or larger cracks (greater than 0.5 inches) with Armor Crack patching material, grinding of surface to level, filling all low spots that hold water, and multiple applications of acrylic court surfacing filler and color coating surfacing compound. BUDGET/FISCAL IMPACT: Funding for the Waveland Park tennis/basketball court resurfacing project is budgeted in the FY2021 CIP (Parks & Public Land Fund). Staff received two bids for the tennis/basketball court repairs as detailed below. If this contract is awarded, the work will be completed by September 30, 2020. Has competitive pricing been obtained for proposed goods/services? Yes Recommended Bidder/Proposer is BOLDED Company Name Dollar Amount Bid U.S. Tennis Court Construction Co. $33,100 American Seal Coating of Indiana $35,300 City staff is recommending that the project be awarded to U.S. Tennis Court Construction Co., based on qualifications and excellent reference checks. The cost for the resurfacing is $33,100 and we are also requesting an additional $1,900 for contingency (6%), for a total request of $35,000. Below is an estimated summary of Project budget: FY2021 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Park & Public Land Fund $30,000 $35,000* Y *The additional $5,000 that was not budgeted will come from savings in another FY2021 Park & Public Land Fund project. PARK BOARD ACTION: Approval of a Recommendation to Enter Into a Contract with U.S. Tennis Court Construction Co. for the Resurfacing of Four Tennis/Basketball Courts at Waveland Park.