Press Alt + R to read the document text or Alt + P to download or print.
This document contains no pages.
PARKS & RECREATION BOARD 2020/06/16 PacketSPECIAL JOINT WORKSHOP MEETING OF THE PARKS AND RECREATION BOARD TUESDAY, JUNE 16, 2020 6:30PM REMOTE ACCESS MEETING AGENDA
PUBLIC NOTICE IS HEREBY GIVEN that the Parks & Recreation Board will be holding
a special joint workshop meeting with the Friends of Park and Recreation
Foundation on Tuesday, June 16, 2020.
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/82258843142 . 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.*APPROVAL OF MINUTESi.Approval of minutes of the May 19, 2020 Parks and Recreation Board
Meeting
III.OPPORTUNITY FOR CITIZENS TO ADDRESS THE PARKS AND RECREATION BOARD ONNON-AGENDA ITEMS
IV.TOPIC OF DISCUSSION: Athletic Field Feasibility Study Workshop with Friends of Lake
Forest Parks and Recreation Foundation- Presented by Steve Konters, HitchcockDesign Group
V.ADJOURNMENT
*ACTION ITEMS
The City of Lake Forest
Parks and Recreation Board
Meeting Minutes
May 19, 2020
REMOTE ACCESS MEETING
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 via Zoom meeting:
Board Members: Mr. Paul Best
Ms. Nancy Duffy
Ms. Shannon Maguire
Mr. Jared Rhoads
Mr. Marc Silver
Ms. Kaci Spirito
Ms. Melanie Walsh
Staff: Ms. Sally Swarthout, Director of Parks and Recreation
Mr. Joe Mobile, Superintendent of Recreation
Mr. Chuck Myers, Superintendent of Parks, Forestry & Special Facilities
Ms. Dani Spann, Administrative Assistant
II. Welcome to New Board Members
Chairman Best introduced new Board members Kaci Spirito and Marc Silver and asked each of them
to share a little bit about themselves.
III. Approval of Minutes
Meeting minutes of the February 20, 2020 Park & Recreation Board Meeting were presented and
approved.
Board member Duffy motioned for approval of the minutes and Board member Rhoads seconded.
The minutes were then unanimously approved by roll call with 5 ayes and 0 nays.
IV. Opportunities for the Public to Address the Board on Items not listed on the Agenda
No comments
V. Athletic Fields Feasibility Study Update
Superintendent Joe Mobile gave a brief background and update on the study. The Parks and
Recreation Board partnered with the Friends of Lake Forest Parks and Recreation Foundation. A
comprehensive plan was conducted by Hitchcock Design Group with athletic fields being one of the
top needs. Hitchcock Design Group is using base map expansion needs to put a report together from
focus group sessions with stakeholders. A walk through of the parks with athletic fields is scheduled
with City Staff and Hitchcock Design Group. Hitchcock Design Group will put together a final report
with a site plan exhibit and ranking of each site’s conditions. A meeting will be held with City staff
and the Friends Foundation to go over the needs from the report. Once completed a joint meeting
will be held in June with the Park Board and Friends Foundation and a presentation from Hitchcock
Design Group. The goal of this study is to develop a maintenance plan to aid staff to recognize
resources needed to improve quality of play on the athletic fields.
Board member Maguire inquired about the timeline being adjusted due to the pandemic. Mr.
Mobile answered with spring sports being cancelled this has given staff time to focus on field
maintenance in the spring with the goal of the fields being ready for play in the fall.
The subject of the field drainage issue was mentioned and turf fields as an option. Superintendent
Chuck Myers mentioned Staff has been using this time to aerate at Townline Park and will be using
the Sandmaster soon. Short discussion followed on keeping the public aware of the maintenance
being done on the fields by using the website, constant contact and other marketing resources to
make sure people are staying off the fields.
VI. Waveland Park Tennis/Basketball Court Resurfacing Contract Approval
Superintendent Chuck Myers is requesting approval for the Waveland Park Tennis/Basketball Court
resurfacing contract to U.S. Tennis Court. He gave a background on the current courts and their
condition. They are 9 years old and in poor condition, resurfacing should be done on a five to six
year cycle. Mr. Myers briefly went over the resurfacing process. Once approved, the project will
start late June and be completed by August 30th.
Board member Duffy asked about painting for Pickle ball on the courts. Mr. Myers said he will look
into adding this.
The contract went out to bid on April 22, 2020 and received the following two bids.
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.
A motion was made by Board member Rhoads to approve to enter into a contract with U.S. Tennis
Court Construction Co. for the resurfacing of four tennis/basketball courts at Waveland Park, for a
total of $33,100 with an additional $1900 (6%) contingency, for a grand total of $35,000. Board
member Walsh seconded. A roll call was made with 7 ayes and 0 nays. The motion was passed.
VII. Comments by Director
Director Swarthout gave updates on upcoming items. Recreation Staff is working on options for
summer programs. Summer camps will hopefully be available once we start moving into Phase 4 of
the reopening. A survey was sent out asking residents for their input in offering summer camps.
There were over 400 responses. A decision on the direction of camps will be made next week. A
decision is still being discussed as to whether or not the 4th of July Festival and Fireworks will be
cancelled. The Friends Foundation is currently looking at alternative options. Ms. Swarthout gave an
update on the Deerpath Golf Course. Overall, they are doing great. Tee times are being booked, still
receiving memberships and there is an increase in Jr. Clinic programming. Currently, the course is
walking only with twosomes allowed. The kitchen is open for curbside pickup of food and beverages.
Superintendent Joe Mobile gave an update on the beach opening on May 23rd and the updated
Policies and Procedures. He gave a big thank you to Chuck Myers and City staff for all their hard
work to get it ready for opening day. He went over the goals of staff for a safe summer. Some
updates include the following.
• Change to non-resident daily fee to $25.00 per person. Credit Card payment only.
• New credit card payment system set up with the iPad’s
• Payments for boat permits and south beach access can now be made online at RecTrac
• Sanitizers will be provided and masks will be used
Mr. Mobile talked about the North beach and the expectations and precautions for staff and guests
to ensure safety and social distancing. City marketing staff are making sure to keep everyone
updated on the beach operations with a full marketing push of information.
Currently, there is no swimming allowed at this time in addition to playgrounds being closed. Paddle
boards will be allowed and can be stored with permit or launch sticker. Some concerns about
nonresidents were discussed. Nonresidents will enter via the stairs. Alcohol purchase will be
available starting June 6th.
Superintendent Chuck Myers presented pictures of the weather damage done at the beach and the
hard work that was done to have it completed and ready for the opening day.
Director Swarthout talked about some of the ongoing virtual classes being offered through the
Recreation Center. The Concerts in the Square will be cancelled in June and Beach Concerts will be
cancelled for the summer.
VIII. Comments by Board Members
Board member Maguire mentioned opening the tennis courts.
IX. Other Comments
X. Adjournment
Board member Duffy motioned for adjournment and Board member Walsh seconded. There was a
roll call of 7 ayes and 0 nays. The meeting was adjourned at 8:28p.m.
Respectfully Submitted
Dani Spann
Administrative Assistant
SUBJECT: Athletic Field Feasibility Study Joint Meeting
PRESENTED BY: Steve Konters, Hitchcock Design Group
STAFF CONTACT: Joe Mobile, Superintendent of Recreation (847-810-3941)
PURPOSE AND ACTION REQUESTED: Host a joint workshop between the Parks and
Recreation Board and the Friends of Lake Forest Parks and Recreation Foundation to
present the preliminary findings and receive any additional feedback on the Athletic
Field Feasibility Study.
BACKGROUND/DISCUSSION: 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.
Over the past eight weeks, the project team has provided data and all the necessary
information to Hitchcock Design Group in regards to process, demands, layout and
conditions of the athletic fields. Stakeholder groups were identified and asked to
provide their feedback in regards to the current conditions of the athletic fields. Visits
of all of the Lake Forest parks that house athletic fields were conducted to provide
actual visual feedback of our fields as well. All of this information has been evaluated and processed by Hitchcock Design Group to get us to the first draft of the final study
being presented at this workshop. The outcomes of the study will aide staff for better maintenance of our athletic fields as well as evaluate the possibility of synthetic turf
fields in the future for our community.
BUDGET/FISCAL IMPACT: N/A
PARKS & RECREATION BOARD ACTION: Athletic Field Feasibility Study Joint Meeting