Loading...
PARKS & RECREATION BOARD 2021/04/20 PacketPARKS AND RECREATION BOARD TUESDAY, APRIL 20, 2021 6:30PM REMOTE ACCESS MEETING Please be advised that all of the Parks and Recreation Board members will be remotely attending this Parks and Recreation Board meeting by electronic means, in compliance with the recent amendments to the Open Meetings Act. The Chairman of the Parks and Recreation Board has determined that it is not prudent or practical to conduct an in-person meeting due to the COVID-19 pandemic, and that it is not feasible to have the Board members or members of the public physically present at the meeting due to the pandemic disaster. The Parks and Recreation Board will be providing members of the public the opportunity to watch and listen to the meeting remotely, as well as provide public comment at the meeting, by following the public audience link and dial-in number which will provide both video and audio means to attend the meeting. Public audience link: https://us02web.zoom.us/j/81662035707?pwd=L0FpVUdWWThlQ0NvelZrY1ZkVVA4QT09 Webinar ID: 816 6203 5707 Passcode: 1861 Public Comment: 847-810-3544 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 January 26, 2021 Parks and Recreation Board Meeting III. RESOLUTIONS FOR BOARD MEMBER SHANNON MAGUIRE AND BOARD MEMBER MELANIE WALSH IV. OPPORTUNITY FOR CITIZENS TO ADDRESS THE PARKS AND RECREATION BOARD ON NON- AGENDA ITEMS V. *APPROVAL TO PURCHASE AN INTELLIGENT ONE FIELD MARKING PAINT ROBOT- Presented by Chuck Myers, Superintendent of Parks, Forestry & Special Facilities VI. *APPROVAL OF SOUTH PARK PARKING LOT DESIGN SERVICES- Presented by Chuck Myers, Superintendent of Parks, Forestry & Special Facilities VII. FOREST PARK BEACH EVALUATION AND MONITORING & MAINTENANCE PLAN UPDATE- Presented by Chuck Myers, Superintendent of Parks, Forestry & Special Facilities VIII. SOCCER GOAL OWNERSHIP UPDATE- Presented by Anthony Anaszewicz, Program Manager Athletics IX. COMMENTS BY DIRECTOR X. COMMENTS BY BOARD MEMBER XI. ADJOURNMENT *ACTION ITEMS The City of Lake Forest Parks and Recreation Board Meeting Minutes January 26, 2021 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 Mr. Anthony Anaszewicz, Program Manager, Athletics Ms. Dani Spann, Administrative Assistant II. Approval of Minutes Meeting minutes of the December 15, 2020 Park & Recreation Board Meeting were presented and approved. Board member Duffy motioned for approval of the minutes and Board member Maguire seconded. The Board meeting minutes of December 15, 2020 were then unanimously approved by roll call with 7 ayes and 0 nays. III. Opportunities for the Public to Address the Board on Items not listed on the Agenda None IV. Approval of FY2022 Forest Park Maintenance Contract Superintendent Chuck Myers talked about the maintenance contract for Forest Park. The last two years the maintenance services have been done under contract with Mariani Landscape. The bed maintenance and mowing is maintained by Mariani Landscape. The Forest Park Preservation Board has a contract with Galen Gates who works with City Staff to coordinate some of the weed control. The City is very pleased with the work Mariani Landscape has done with the beds and would like to renew the current contract for one more year. Mariani Landscape will continue using the electric equipment and also introduced the use of auto mowers. They currently have four auto mowers in place at Forest Park. City staff are seeking approval to enter into a one year contract with Mariani Landscape to provide mowing and grounds maintenance to Forest Park. Requested Action: City Staff requests approval to authorize the City Manager to enter into a one year contract with Mariani Landscape in the amount of $41,911, to provide mowing and grounds maintenance services at Forest Park for FY2022. 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 FY2022. Board member Walsh seconded. The motion was passed with 7 ayes and 0 nays. V. Approval of FY2022 City-Wide Grounds Maintenance Contract Superintendent Chuck Myers gave a brief overview of the City-Wide Grounds Maintenance Contract. Tier 1 includes some of the City’s higher profile sites that require more extensive maintenance, Tier 2 includes City properties with lower maintenance requirements and includes the City’s 167 cul-de- sacs, and Tier 3 includes various City owned right-of-ways along roadways. The Invitation to Bid was published on November 16, 2020 and the bid opening occurred on December 4, 2020. Below are the five (5) bids that were received. Landscape Concepts Management was the lowest bidder on all three tiers. After careful review of the bids by City staff, we are recommending the selection of Landscape Concepts Management for Tier 1, 2 and 3, at a total cost of $174,359 for a one year contract. Landscape Concepts Management has had a very successful record of performing these services on other previous City projects. Requested Action: City Staff requests approval to authorize the City Manager to enter into a one year contract with Landscape Concepts Management, in the amount of $174,359 to provide mowing and grounds maintenance services city-wide. A motion was made by Board member Silver to approve to enter into a one year contract with Landscape Concepts Management to provide mowing and grounds maintenance services City- wide in the total of $174,359. Board member Duffy seconded. The motion was passed with 7 ayes and 0 nays. VI. Approval of FY2022 Annual Tree Replacement Program Purchase Superintendent Chuck Myers presented to the board the Annual Tree Purchasing Joint Bid with Highland Park. Staff received 12 bids with 62 varieties of trees and shrubs. City staff will go to multiple vendors and hand pick the needed trees. The Forestry section anticipates the planting of 300 trees this year with the $80,000 requested. Requested Action: City Staff requests approval to purchase trees/plant material from multiple vendors, based on joint tree purchasing bid. A motion was made by Board member Duffy to approve the purchase of trees/plant material from multiple vendors, based on joint tree purchasing bid. Board member Maguire seconded. The motion was passed with 7 ayes and 0 nays. VII. Approval of Lake Forest Ordinance Regarding Commercial Activities in Parks Program Manager Anthony Anaszewicz gave a brief update on the ordinance regarding commercial activities in parks. Per the discussion in the December meeting, City Staff came up with a set of Tennis Court Guidelines and a new ordinance amending Chapter 97 of the current guidelines that pertain to non-not for profit usage of all City Park amenities, properties and facilities. Discussion followed on the formal approval process to rent or use the park facilities along with fees and court time limits. There is no application fee, however, there is a cost of $10.00 per hour per court to rent the tennis courts. The fees include a discount for local schools to use the courts. Mr. Anaszewicz shared the amended ordinance below with the Board. (A) No person, group, or organization shall engage in the commercial sale, rental, exhibition, or distribution of goods or services, including providing instruction or lessons for a fee, in a City park unless the person, group, or organization has applied for and obtained a permit or license from the City or has entered into a contract with the City to engage in such commercial activities. (B) No person, group, or organization shall obstruct or impede pedestrians or vehicles, harass park visitors with physical contact, misrepresent the affiliations of those engage in such commercial activities, misrepresent the cost of goods or services, or interfere, interrupt, or engage in commercial activities that are incompatible with the purpose of any program, activity, function, and/or special event conducted, sponsored, licensed, or otherwise permitted by the City. Requested Action: City Staff requests approval of an ordinance amending Chapter 97 of The Lake Forest City Code to add provisions regarding commercial activities at City parks, properties and facilities. A motion was made by Board member Maguire to approve the ordinance amending Chapter 97 of The Lake Forest City Code to add provisions regarding commercial activities at City parks, properties and facilities. Board member Silver seconded. The motion was passed with 7 ayes and 0 nays. VIII. Approval of Recreation Facility Usage Guidelines Program Manager Anthony Anaszewicz presented the final usage guidelines for management of the amenities within the City of Lake Forest Parks and Recreation facilities. These guidelines included feedback from Staff, residents and Park Board members. The guidelines will be posted at all Lake Forest Parks and Recreation properties and facilities. Mr. Anaszewicz mentioned there will be contact information posted for anyone to report any concerns or issues. Requested Action: City Staff requests approval of the final usage guidelines for management of the amenities within the City of Lake Forest Parks and Recreation facilities. A motion was made by Board member Duffy to approve the final usage guidelines for management of the amenities within the City of Lake Forest Parks and Recreation facilities. Board member Spirito seconded. The motion was passed with 7 ayes and 0 nays. IX. Approval of Intergovernmental Agreement with Lake Bluff Park District Superintendent Joe Mobile presented the Intergovernmental Agreement with Lake Bluff Park District and requested approval to renew the agreement for the next two years. Mr. Mobile explained the purpose and importance of the intergovernmental agreement. The agreement allows both communities to offer recreational facilities and programs while being fiscally responsible. This agreement allows program partnering to increase enrollment and share expenses. This partnering offers residency stipulation so residents of Lake Bluff will be eligible for resident rates when registering for eligible programs, and vice versa. This also helps to reduce duplication of programming. Requested Action: City Staff requests approval of the current Intergovernmental Agreement between the City of Lake Forest and the Lake Bluff Park District and renew for the next two years. A motion was made by Board member Silver to approve the current Intergovernmental Agreement between the City of Lake Forest and the Lake Bluff Park District and renew for the next two years. Board member Walsh seconded. The motion was passed with 7 ayes and 0 nays. X. Comments by Director Director Swarthout asked Superintendent Joe Mobile to give an update on the turf fields. Superintendent Mobile explained after talking with City Manager Jason Wicha and Director Swarthout they are evaluating the costs of synthetic turf and doing research on other available options for the community. Concerns have come up regarding the environmental impact of turf fields. The athletic field study included looking at an expansion of the Recreation Center, therefore, Staff will be looking for opportunities there as well. Staff is continuing to do the research on usage, possible partnerships and locations. Director Swarthout talked about the events the Recreation Center held over the holiday season. Restrictions have been moved to Tier 1 which opens up more programming in the Recreation Center building and Fitness Center. Ms. Swarthout gave an update on some of the programs currently being offered. Kinderhaven enrollment has been adjusted for next fall and has added a new full day class option. Yesterday’s registration was extremely successful. After-school baseball clinics and dance classes are back. The hybrid fitness classes are very popular and will continue. Ms. Swarthout reported the West Park ice rink has been well used and extremely popular this year. Director Swarthout talked about Virtual Reptile Rampage, the next event on March 7th from 10am to 2pm via Zoom. This event will have 25 presenters doing 15-20 minute presentations to registered participants. Ms. Swarthout mentioned the printed version of the summer and camp brochure will be mailed out mid- February. XI. Board Member Comments Board member Maguire mentioned the success of the West Park ice rink this season and some safety concerns she has. Board member Silver mentioned there were some cracks on the Waveland Park tennis courts. Board member Walsh asked about the retention pond project. Superintendent Chuck Myers gave a brief update. Mr. Myers stated it is going well with the pipe going in to connect the ponds. The second pond will be started in the next two weeks with excavation done by April 1st. Mr. Myers talked about the upcoming work to be done along with the Golf Course restoration going out to bid soon. Overall the project is going very well. Adjournment Board member Duffy motioned for adjournment and Board member Silver seconded. The meeting was adjourned at 7:59p.m. Respectfully Submitted Dani Spann Administrative Assistant SUBJECT: Approval to Purchase an Intelligent One Field Marking Paint Robot for the Parks Section from Turf Tank in the Amount of $43,500. STAFF CONTACT: CHUCK MYERS, SUPERINTENDENT OF PARKS AND FORESTRY, 810-3565 PURPOSE AND ACTION REQUESTED: Staff is recommending Park Board recommendation to seek City Council approval to purchase an Intelligent One Field Marking Paint Robot for the Parks Section in the amount of $43,500. 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. With the increasing demands for maintenance on the athletic fields and for increased use by sports associations, this equipment will better equip Parks staff to maintain the fields more efficiently and at a very high level. The Intelligent One Field Marking Paint Robot can draw precise lines with a precise accuracy every time, due to its advanced GPS system. It memorizes all locations and route planes from the initial marking, making markings 100% accurate. It measures, maps the field and draws the lines seven times faster than traditional line marking. In addition, the smart, low-pressure paint pump/nozzle set-up reduces the paint consumption by 50%. The auto painter provides considerable time savings and it only requires one person during the day to paint all the athletic fields. Once the robot is set up for painting, it frees up Parks staff to do other required field maintenance tasks. 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 February 3, 2021, City staff released an invitation to bid for a new an Intelligent One Field Marking Paint Robot. The bid opening was on February 18, 2021 and three (3) sealed bids were received, as detailed below. Utilizing the low bid for the Intelligent One Field Marking Paint Robot, the total price for this unit is $43,500. Included in the price a 6-year full warranty, delivery and training. Has competitive pricing been obtained for proposed goods/services? Yes Recommended Bidder/Proposer is BOLDED 2 Company Name Dollar Amount Bid Turf Tank $43,500 Vans Enterprises $45,000 US Specialty Coatings $48,500 Below is an estimated summary of Project budget: FY2022 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N 220-8024-475.75-02 Restricted SFIF Reserves Parks and Recreation Fund 0 $43,500 N* * This non-budgeted expense will reduce Sport Field Improvement Fund dedicated reserves. PARK & RECREATION BOARD ACTION: Approval to Purchase an Intelligent One Field Marking Paint Robot for the Parks Section from Turf Tank in the Amount of $43,500. SUBJECT: Approval to Award South Park Parking Lot Design Services to Hitchcock Design Group in the Amount of $38,105, plus 10% Contingency in the Amount of $3,895, for a Total of $42,000. STAFF CONTACT: CHUCK MYERS, SUPERINTENDENT OF PARKS AND FORESTRY, 810-3565 PURPOSE AND ACTION REQUESTED: City staff requests award of South Park Parking Lot Design Services to Hitchcock Design Group in the amount of $38,105, plus 10% contingency in the amount of $3,895, for a total of $42,000. BACKGROUND/DISCUSSION: South Park is a 12.4 acre park and one of six neighborhood parks in the City of Lake Forest. It is located in the southeast portion of the City. The park contains a variety of recreation facilities including tennis courts, two ball fields, batting cage, turf field for soccer, rugby and lacrosse that overlays the outfields, playground, picnic pavilion with restrooms and a small storage area and gravel road with scattered undefined parking. The park is bordered by residential to the north and east, a woodlot along the south and the regional bike trail and railroad along the west edge. Accessible routes between amenities were also limited. In December 2016, City staff selected Hitchcock Design Group to develop a new master plan for South Park. The master plan was needed to develop a comprehensive vision for the park that will serve as a framework for future park use and improvements. The completed master plan was approved by the City Council in 2017 and work was begun to strategize possible funding sources for the much needed improvements. With the help of an Illinois Department of Natural Resources OSLAD Grant, the City was able to implement many of the improvements at South Park in 2020, but the park is in need of many more capital improvements to be at the high standard level expected in our Lake Forest parks. The next phase of improvements includes a new parking lot on the southern portion of the park, connection to the regional bike trail, and all associated improvements. In order to proceed with more improvements in the park, the City needs an engineering and landscape architecture firm to provide all the required construction documents to issue a bid request for the project. Design services include, but are not limited to the following: 1) surveying, data gathering 2) development of preliminary and final engineering plans 3) sustainable design and exploration of possible green infrastructure 4) development of an engineer’s opinion of probable cost 5) coordination with appropriate permitting agencies. It is also important to again note that this is not just a parking lot, it will include trails, ADA connection to the McClory Bike Path, a turn-around area, landscaping features, and possibly a rain garden or other green infrastructure for parking lot drainage. Funding for the design work includes funds designated for sustainability components of this project as well. If approved, the design work will begin early May, 2021 and be completed by October 2021. The completed design work will then be available for FY2023 Capital Improvement Program planning purposes. Staff will also work to identify any potential grant opportunities for the improvements recommended as part of the design work. 2 PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Public Works Committee 4/01/21 Reviewed & Recommend Approval Finance Committee 11/9/20 Included in 5-Year CIP BUDGET/FISCAL IMPACT: On March 9, 2021, City staff issued the RFP for professional design services and on March 23, 2021 received three (3) proposals, as detailed below. Has competitive pricing been obtained for proposed goods/services? Yes Recommended Bidder/Proposer is BOLDED Company Name Dollar Amount Bid Gewalt Hamilton $34,992 Hitchcock Design Group $38,105 Engineering Resource Associates $43,847 After careful review of the proposals by a City staff review committee, staff is recommending the selection of Hitchcock Design Group for the design services. Hitchcock’s response to the RFP aligned well with the stated objectives and provided a very competitive price. Hitchcock has extensive knowledge of the park as a whole and are very familiar with how all the improvements work together in the master plan. Below is an estimated summary of Project budget: FY2022 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N 311-5703-476.76-07 Capital Improvement Fund $45,000* $42,000 Y * Includes $10,000 designated for sustainability component PARKS & RECREATION BOARD ACTION: Approval to Award South Park Parking Lot Design Services to Hitchcock Design Group in the Amount of $38,105, plus 10% Contingency in the Amount of $3,895, for a Total of $42,000. SUBJECT: Forest Park Beach Evaluation and Monitoring & Maintenance Plan STAFF CONTACT: CHUCK MYERS, SUPERINTENDENT OF PARKS AND FORESTRY, 810-3565 PURPOSE AND ACTION REQUESTED: Chuck Myers will provide the Board with a report on the award of a contract for the Forest Park Beach Evaluation and Monitoring & Maintenance Plan Development to SmithGroup in the amount of $95,067, plus a 5% contingency in the amount of $4,933, for a total of $100,000. This agenda item is for informational purposes only and no action is being sought at this time. BACKGROUND/DISCUSSION: The recent period of historic high water levels on Lake Michigan has caused shoreline erosion problems all around the Great Lakes, including the beach at Forest Park. The current lake levels are similar to the record high levels that occurred in the mid-1980s during the construction of the Forest Park beach development. The beaches at Forest Park are dynamic in nature, and the beach profile varies in response to prevailing water levels and wave conditions. In particular, there is a tendency for the beach materials to move from north to south within the project, and for increased beach erosion during periods of high water levels. Large storms, combined with near record high lake levels have created significant erosion problems along the lakefront. The purpose of this study is to look at the current conditions of the beach, analyze the coastal processes and impacts of high-water levels on the beach system, develop a plan to restore the beach system and restore damage to the stone structures and any other deterioration affecting the coastal system, and develop a long-term monitoring and maintenance plan to ensure continued success of the City’s beach facility. On March 5, 2021, City staff issued a Request for Proposals (RFP) for the study. The goal of this RFP was to select a professional engineering firm with coastal engineering expertise to provide engineering services for the Forest Park Beach, which includes beach study, analysis of data collected, and development of a plan that includes recommendations for improvements and a monitoring and maintenance plan. The scope of work includes: 1. Site Inspection & Review Existing Data  Perform a site visit and visual conditions inspection.  Site visits, including meeting with City of Lake Forest to review project and discuss future needs/programing/goals of the site.  Perform a topographic/bathymetric survey of the project limits.  Provide comparison of elevation changes over available survey data.  Assessment of shoreline morphology over the life of the beach system as can be interpreted through available photos, surveys, and site information.  Review of existing and collected site data, previous monitoring programs, and original construction record documents to assess physical changes, current condition, and performance of the shoreline control structures. 2. Shoreline Morphology Analysis  Analysis of the coastal processes and impacts of high-water levels on the beach system. 2  An assessment of beach system performance as a function of water level and beach sand grain sizes.  Estimate of beach system performance under a range of conditions. 3. Conceptual Design  Development of a plan for the beach system to meet the expected future needs of the community.  Utilize site findings and City input to develop alternatives for the beach and the shoreline control structures to meet established goals.  Development of a conceptual plan and section drawings.  Provide associated opinion of probable construction costs for developed alternatives and for the repair of any identified deterioration affecting the beach system, including (at appropriate locations) options for green infrastructure/nature-based solutions.  Provide regulatory requirement review and recommendations. 4. Monitoring and Maintenance Plan  Development of a monitoring and maintenance plan utilizing the data gathered and the analysis of all aspects studied. City Council approved the award of contract on April 19, 2021 and the study will begin on May1, 2021 and be completed by October 2021. The completed study will then be available for FY2023 Capital Improvement Program planning purposes. Staff will also work to identify any potential grant opportunities for the improvements recommended as part of the study. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Public Works Committee 3/22/21 Reviewed & Recommend Approval Finance Committee 11/9/20 Included in 5-Year CIP BUDGET/FISCAL IMPACT: On March 5, 2021, City staff issued the RFP for the study and on March 19, 2021 received three (3) proposals, as detailed below. Has competitive pricing been obtained for proposed goods/services? Yes Recommended Bidder/Proposer is BOLDED Company Name Dollar Amount Bid SmithGroup $95,067 AECOM Technical Services $94,699 Baird & Associates $169,188 3 After careful review of the proposals by a City staff review committee, staff recommended the selection of SmithGroup for the study. SmithGroup’s response to the RFP aligned well with the stated objectives and provided a very competitive price. In addition, SmithGroup has put together a team of highly qualified professionals with expertise in coastal systems that have worked together extensively on similar projects. Below is an estimated summary of Project budget: FY2022 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N 311-5703-467.67-39 Capital Improvement Fund $125,000 $100,000 Y PARKS & RECREATION BOARD ACTION: No Action required. For informational purposes only. SUBJECT: Soccer Goal Ownership Update STAFF CONTACT: Anthony Anaszewicz, Athletics Program Manager (847) 810-3945 PURPOSE AND ACTION REQUESTED: Provide information on changes of organizational ownership of Soccer Goals in Lake Forest. BACKGROUND/DISCUSSION: Staff has been collaborating with the City’s risk management agency, IRMA (Intergovernmental Risk Management Agency) to assess the liability and risk of ownership of the goals that are used by our local sports organizations in city owned parks. In the past, the only document pertaining to soccer safety and usage was the soccer goal safety and education policy that was used as a set of guidelines for safety and maintenance but did not serve as a source of information referencing liability or declaration of ownership. Staff felt that a clear reference to ownership was necessary to limit the liability and the expense on the City moving forward. Staff has worked with IRMA to develop a series of documents associated with the application process that include transfer of risk and declared organizational ownership of Soccer Goals that are included in a Memorandum of Understanding (MOU) with the organizations. Currently Lake Forest Recreation Department has a MOU with both AYSO and LFSA describing the roles of each organization as well as stating that each organization is not only responsible for their own goals but, also general maintenance and upkeep throughout the life span of the goals. Also, as part of the agreement, the City will be storing each organization’s goals at the end of the year to take that burden off the user. The MOU’s with each organization limits the exposure to the City of placing privately owned goals in our parks. This new process was implemented with the start of the spring season and thus far, the new process has proven to be successful. In addition to each organization now owning the goals they use on the fields the City will be purchasing a few goals to place in various parks as a new amenity for our residents. Staff are still discussing which parks this amenity will be added to and will purchase these goals after May 1, 2021 with the start of our new fiscal year. BUDGET/FISCAL IMPACT: None. BOARD ACTION: Informational purposes only.