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PARKS & RECREATION BOARD 2020/12/15 PacketPARKS AND RECREATION BOARD TUESDAY, DECEMBER 15, 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 2.1 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 public audience link which will provide both video and audio means to attend the meeting. The City of Lake Forest will update the website after the meeting with information about the meeting. Public audience link: https://us02web.zoom.us/j/86361729006?pwd=TDUza2tweW5VS2M3bVVTSjRpcHZWdz09 Passcode: 1861 I. CALL TO ORDER & ROLL CALL Paul Best, Chairman Marc Silver Nancy Duffy Kaci Spirito Shannon Maguire Jared Rhoads Melanie Walsh II. *APPROVAL OF MINUTES i. Approval of minutes of the October 20, 2020 Parks and Recreation Board Meeting III. OPPORTUNITY FOR CITIZENS TO ADDRESS THE PARKS AND RECREATION BOARD ON NON- AGENDA ITEMS IV. *FITNESS CENTER EQUIPMENT PURCHASE APPROVAL- Presented by Jason Busdeker, Facilities Manager V. TENNIS COURT USAGE POLICY- Presented by Anthony Anaszewicz, Program Manager, Athletics VI. COMMENTS BY DIRECTOR VII. COMMENTS BY BOARD MEMBER VIII. ADJOURNMENT *ACTION ITEMS The City of Lake Forest Parks and Recreation Board Meeting Minutes October 20, 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 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. Vince Juarez, Vice President of Operations, Kemper Sports Management Mr. Jason Petree, General Manager, Kemper Sports Mr. Aaron Dalzot, Lakefront Manager Mr. Jason Busdeker, Facility Manager Ms. Dani Spann, Administrative Assistant II. Approval of Minutes Meeting minutes of the September 15, 2020 Park & Recreation Board Meeting were presented and approved. Board member Rhoads motioned for approval of the minutes and Board member Silver seconded. The Board meeting minutes of September 15, 2020 were then unanimously approved by roll call with 6 ayes and 0 nays. III. Opportunities for the Public to Address the Board on Items not listed on the Agenda Mr. David Najman, resident at 76 W. Old Elm Rd. voiced concerns regarding the availability of the tennis courts to residents and tennis coaches teaching lessons during the day. The Board members and Mr. Najman discussed the current issue and possible ideas to resolve the issue. Next steps will include Anthony Anaczewicz , Program Manager of Athletics working on verbiage to present to the Parks and Recreation Board and City Council to mediate this issue. IV. West Park Ice Hockey Rink Purchase Approval Chuck Myers, Superintendent, presented to the Park Board the request to approve the purchase of a ProWall Outdoor Ice Rink System at West Park. The current rink has been there for over 25 years and has been repaired many times. The new rink will be plastic, much lighter and more durable in the cold temperatures. It will also require less maintenance and set up time. The layout of the rink will remain the same. Board member Maguire inquired about a warranty and the doors for the rink. Mr. Myers said the warranty covers three years for defects and the doors will be replaced with new gates. The current goals will be replaced. An invitation to bid was posted on September 16, 2020 with the bid opening on September 30, 2020. Three sealed bids were received. All bids received were within the budget limits. The lowest bid received was from Sports Resource Group at $49, 810. Requested Action: Approval to purchase a ProWall Outdoor Ice Rink System for West Park, in the amount of $49,810. A motion was made by Board member Silver to approve the purchase of a ProWall Outdoor Ice Rink System for West Park. The motion was seconded by Board member Maguire. The motion passed with a roll call of 6 yays and 0 nays. V. FY22 Deerpath Golf Course Fees Approval Jason Petree, Kemper Sports General Manager, went over the FY22 proposed fees. The correction to the Junior Resident Seasonal Fees was made. KemperSports and City staff are recommending an increase in Membership Fees to include the Annual Pass of 1% per classification, an increase in Greens Fees to increase the ceiling rate for weekday and weekend fees. Other Fees receiving an increase will be the 9-hole cart fee, range bucket fee and includes an increase in locker rental prices by 4%. Board member Silver asked how the target increases were determined. Mr. Petree replied that expenses, payroll and the increase in current demands drives the fees for FY22. Requested Action: Approval of the proposed FY2022 Deerpath Golf Course Fee structure and asking to proceed to City Council for their approval. A motion was made by Board member Rhoads to approve the proposed FY2022 Deerpath Golf Course Fee structure and proceed to City Council for approval. The motion was seconded by Board member Duffy. The motion passed with a roll call of 6 yays and 0 nays. VI. Lakefront Spotlight Aaron Dalzot, Lakefront Manager gave a spotlight on this year’s beach season. Mr. Dalzot went over the overall operations, hours and safety precautions used due to COVID 19. The beach is open year round with scheduled staff working from Memorial Day to Labor Day. Some of the changes due to COVID 19 included the suspension of pavilion rentals, kayak and paddleboard rentals and non-resident daily boat launches. Additional staff with walkie talkie radios were used at the Belvedere stairs to help ensure safety and social distancing. Increased disinfecting was done in bathrooms, benches and tables. Lifeguards teamed up with Lake Forest Fire Department for additional real-time training. This year’s beach season traffic had very successful numbers with 137,316 total guests, 46 days of overflow parking and a total of 64,547 vehicles. The sale of resident beach nanny passes were lower than average and only 15 South beach parking passes were sold, however, there was a significant increase in resident guest beach passes. Despite the challenges, this was a very successful beach season. VII. FY22 Lakefront Fees Approval Aaron Dalzot, Lakefront Manager, presented the recommended staff FY22 Lakefront Fees. Staff is recommending no increase for FY22, with the following exceptions: 1. Increase daily launch pass fees from $40.00 to $65.00- this will create an incentive to purchase season pass 2. Increase Resident guest pass from $10.00 to $15.00 Staff is recommending to continue the suspension of sales for Non-resident boat launches. Requested Action: Approval of the proposed FY2022 Lakefront Permit Fees and asking to proceed to City Council for their approval. A motion was made by Board member Duffy to approve the proposed FY2022 Lakefront Permit Fees and proceed to City Council for approval. The motion was seconded by Board member Silver. The motion passed with a roll call of 6 yays and 0 nays. VIII. FY22 Fitness Fees Approval Jason Busdeker, Facility Manager gave a brief overview of the recommended FY22 Fitness Center Fees. Staff is asking for a 2% increase to all resident and non-resident membership fees. Requested Action: Approval of the proposed FY2022 Fitness Center Fees and asking to proceed to City Council for their approval. A motion was made by Board member Silver to approve the Proposed FY22 Fitness Fees and to proceed to City Council for approval. The motion was seconded by Board member Rhoads. The motion passed with a roll call of 6 yays and 0 nays. IX. FY22 Park/Beach Pavilion Permit Fees Approval Joe Mobile, Superintendent of Recreation, went over the Pavilion Permit Fees. Staff is recommending to keep the current fee structure for FY22. Staff recommended reviewing in another year or two to determine if fees should be increased. Conversation followed regarding the fee structure and reviewing again in the spring. Requested Action: Approval of the proposed FY2022 Park/Beach Pavilion Rental Fees and asking to proceed to City Council for their approval. A motion was made by Board member Duffy to approve the proposed FY22 Park/Beach Pavilion Rental Fees. The motion was seconded by Board member Rhoads. The motion passed with a roll call of 6 yays and 0 nays. X. Director Comments Director Swarthout informed the Board of the upcoming fall events. • Rise & Shine at Forest Park- Saturday, October 24th at 6:45am at Forest Park • South Park Ribbon Cutting- Saturday, October 24th at 10:30am at South Park • Family Drive In Movie Night “Hocus Pocus”- Saturday, October 24th • Drive Thru Halloween Tricks & Treats Parade- Saturday, October 31st at 4:30pm at 400 Hastings Rd. • GO Lake Forest Family Glow Walk- November 5th at 5:00pm at South Park XI. Board Member Comments Board member Silver complimented Superintendent Chuck Myers on how great South Park looks and asked about the completion of tennis courts at Waveland. Discussion followed on the lighting at Townline Park and the addition of synthetic turf to the athletic fields at the various parks. XII. Adjournment Board member Silver motioned for adjournment and Board member Duffy seconded. There was a roll call of 6 ayes and 0 nays. The meeting was adjourned at 8:26 p.m. Respectfully Submitted Dani Spann Administrative Assistant SUBJECT: Approve and recommend to City Council the purchase of 15 pieces of Fitness Equipment as budgeted in the FY21 Capital Improvement Plan. PRESENTED BY: JASON BUSDEKER, FACILITY MANAGER, 810-3934 PURPOSE AND ACTION REQUESTED: Staff is requesting Park Board approval to purchase 3 Precor Treadmills, 6 Precor Ellipticals, 2 Precor AMT, and 4 Precor recumbent bikes in the amount of $63,125.00. The purchase is being made via the national government joint purchase co-operative, Sourcewell (formerly NJPA). Per Section 3.5 of the City’s Purchasing Directive, purchases can be made via a variety of governmental joint purchasing programs. Specific items are bid nationally and conform to all requirements of the Illinois State bidding laws. BACKGROUND/DISCUSSION: The equipment in the fitness center is on an established replacement schedule based on the useful life of the equipment. This purchase will replace current cardiovascular equipment that has reached the end of their useful life. With continued use, the likelihood of increase maintenance costs and possible safety hazards become greater. In order to purchase more equipment with the allotted money Staff are recommending the purchase of equipment that is Certified Pre- Owned. This equipment comes with the same warranty as new equipment. BUDGET/FISCAL IMPACT: For many years, the City has purchased multiple pieces of equipment from national bids to include Sourcewell, Omnia Partners, State bid, and the Suburban Purchasing Cooperative. Sourcewell, formerly National Joint Powers Alliance, was created by State law as a service cooperative to provide programs and services to members in education and government. Sourcewell follows the competitive contracting law process to solicit, evaluate, and award cooperative purchasing contracts for goods and services. Sourcewell is a public agency governed by an eight- member board. Has competitive pricing been obtained for proposed goods/services? No If no, indicate the specific exception requested: Administrative Directive 3-5, Section 9.0F – Government Joint Purchases Below is an estimated summary of Project budget: FY2021 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Capital Fund $70,000.00 $63,125.00 Y PARK BOARD ACTION: Approve and recommend to City Council the purchase of 15 pieces of Fitness Equipment as budgeted in the FY21 Capital Improvement Plan. SUBJECT: Tennis Court Usage Management PRESENTED BY: ANTHONY ANASZEWICZ, ATHLETICS PROGRAM MANAGER, 810-3945 PURPOSE AND ACTION REQUESTED: Discussion and evaluation of Tennis Court Usage BACKGROUND/DISCUSSION: Residents over the past year have raised concerns with the daily usage of Lake Forest Tennis Courts. In 2020, Staff believe Lake Forest saw an extremely high volume of usage due to the Coivd-19 pandemic. People were looking to engage in outdoor activities like Tennis because regular programs (outdoor and indoor) could simply not run as normal. Tennis was and still is considered a Lower Risk Sport by the DCEO. Tennis and Racquet Clubs were shut down in the spring and even when they began to reopen, it seemed that pros and their clients were still not going back indoors. To begin better management of usage, Staff is proposing to post a set of General Court Usage Guidelines on every Tennis Court entrance in Lake Forest before the 2021 season opens. Staff is proposing that list consist of;  Lake Forest Parks & Recreation Department programming or sponsored programming takes precedence over open court time (seasonal schedule will be posted if necessary).  Open Court time is only open to Lake Forest Residents and their guests.  Private lessons are not allowed (unless approved by the Lake Forest Recreation Department’s Athletics Program Manager).  Demonstrate common courtesy to players waiting to use open court time and limit game play to 60 minutes when people are waiting to play. Staff has communicated with three neighboring agencies; Lake Bluff Park District, Vernon Hills Park District and the Park District of Highland Park to inquire about their processes. Summary of communication;  All three agencies post a set of General Court Usage Guidelines at their courts for residents to follow.  All three agencies rely on residents to ‘play nice’ and turnover the courts in a timely manner when people are waiting to play.  One agency uses a ‘rack-up’ system to help residents schedule play during open court time. This system uses an apparatus for the next up players to hang racquets on to show that they’re next in line for a specific court. * All three agencies rely on an Ordinance to help prevent unauthorized for profit usage and Staff would like to propose and present establishing a new Ordinance Amendment at the next Park & Recreation Board Meeting. BUDGET/FISCAL IMPACT: None BOARD ACTION: Discuss Staff findings, evaluate the list of proposed General Guidelines and potential use of a scheduling system.