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Village of Lincolnwood Parks and Recreation
Board Meeting Tuesday, November 10
7:00pm
In accordance with the recently adopted amendments to the Illinois Open Meetings Act permitting the Parks and Recreation Board to conduct a virtual Board meeting, members of the public are allowed to be physically present in Council Chambers in Village Hall at 6900 North Lincoln Avenue, subject to room capacity and social distancing requirements. Accordingly, the opportunity to view the virtual meeting at Village Hall is available on a “first come, first-served” basis. Those members of the public present at Village Hall will be able to provide real-time comments in person on the computer available in the Council Chambers. Anyone who does not desire, or who is not able, to be physically present at Village Hall can watch the Village Board meeting live by visiting the Village website or by clicking www.lincolnwoodil.org/live-cable-channel/
Those wishing to submit public comments in writing may do so by emailing comments to [email protected] prior to the commencement of the meeting. Emails received will be read aloud during the Audience Participation and Letters/Notes/Emails from the Public section of the agenda. Emails should be kept to under 200 words to allow time for others to be heard and for the Board to progress through the public meeting agenda. Thank you for your understanding of these guidelines.
Those unwilling or unable to appear in person but wishing to provide real-time comments to the Park and Recreation may do so by participating from a remote location through GoTo Meeting. Login information for participating in this manner is as follows: • WEB-BASED VIDEO PARTICIPATION: https://global.gotomeeting.com/join/838061581• AUDIO-ONLY DIAL-IN: (408) 650-3123, ACCESS CODE: 838-061-581
Agenda
I. Call to Order
II. Approval of the Minutes from the September 8, 2020 Parks and Recreation BoardMeeting
III. Audience Participation and Letters/Notes/Emails from the Public
IV. Old Business
V. New Business A. Discussion Regarding the 2021 Parks and Recreation Board Meeting Dates B. Presentation of the Summer 2020 Program and Facility Summary Report C. Discussion Regarding Lincolnwood Fest 2022 and Beyond D. Discussion Regarding Operation of the Aquatic Center in 2021
VI. Chairperson’s Report
VII. Commissioners’ Reports
VIII. Director’s Report
IX. Staff Reports
X. Adjournment
Posted: November 6, 2020
Village of Lincolnwood
Parks and Recreation
Board Meeting Tuesday, November 8, 2020
7:00pm
Council Chambers
Lincolnwood Village Hall – 6900 North Lincoln Avenue
DRAFT MINUTES
CALL TO ORDER
Oraha-The meeting was called to order at 7:03PM. Oral declaration read regarding virtual
meetings.
PRESENT AT THE MEETING
Park Board Chair Person: Carol Georges Oraha
Park Board Commissioners: Christina Audisho, Sokol Delisi, Grace Diaz Herrera,Victor
Shaw, Laura Tomacic
Village Board Liaison: Atour Sargon
Parks and Recreation Department Staff: Melissa Rimdzius, Anna Koperski-Walsh, Katie
Lazzara
Village Staff: Anne Marie Gaura, Nadim Badran
APPROVAL OF MINUTES OF THE FEBRUARY 11TH, 2020 BOARD MEETING AND
MAY 4TH, 2020 SPECIAL BOARD MEETING
Delisi- Amended minutes February 11th meeting. Request for roll call vote was Oraha.
On motion Sokol/Tomacic approve the amended meeting minutes of the February 11th Parks and Recreation Board Meeting. On motion Sokol/Tomacic approve the meeting minutes of
the May 4th Parks and Recreation Board Meeting with the amendment. 6-0, motion passed.
AYES: Commissioners Audisho, Delisi, Diaz Herrera, Shaw, Tomacic, Chair Person Oraha
NAYS: None
AUDIENCE PARTICIPATION AND LETTERS/NOTES/EMAILS FROM THE PUBLIC
No audience participation.
OLD BUSINESS
Rimdzius- No old business to address.
NEW BUSINESS
A. Union Pacific Path Updates
Rimdzius- Presented information from memo included in the packet with the assistance of
Nadim Badran.
Overview: The village currently has $30,000 budgeted for path updates in the NEID TIF.
The area of the path is between Pratt Ave. and Touhy Ave. The amenities being considered
include four benches, four garbage cans, a bike repair station with air pump, and a water
fountain that includes a bottle filler and dog fountain. The colors would match other park
amenities. The remaining budget would go towards planting 30 trees of a variety of species.
Names would be displayed in front of the trees. All of the work required would be completed
in cooperation with the Parks and Recreation Department and Public Works department.
Overall, the items would enhance this area and would be installed prior to the end of the year.
Questions:
Delisi-what is the possibility for some form of lighting to allow for lighting at all times of
day?
Rimdzius- Yes, an option, it would be a more extensive project and may require more funds
than available. Referred to Badran.
Badran- Lighting would require more extensive work due to the underground work required.
A Lighting project would likely require more than $30,000. This could be something that
could be done in the future but would be difficult for this project.
Rimdzius- A lighting project is something to consider and balance with the other priorities of
the Department’s overall capital improvement plan, if it is a Parks and Recreation Board
priority. If no other questions, you will see more updates in the future. This is a great way to
give back to the community based on the feedback from the residents about what is desired
along the Village’s recreational paths.
B. Discussion Regarding an Amendment to the Apparel Agreement
Rimdzius- Presented information from memo included in the packet.
Overview: On February 18, 2020 the Village entered into a contract with Ad-Wear. Due to
the pandemic the agreement changed. The Turkey Trot rates have changed due to the need
for reduced quantity of race shirts (predict 25-30% of previous year’s sales). Additional costs
may include a need to mail the race packet if not able to meet in person and an option for an
add-on pullover shirt. The full cost of the pullover would be included in the price. The
proposed changes to the apparel bid represent no additional costs to the Village as the apparel
expenses will be covered in full by the race fees and sponsor donations. Even if the
participation is lower than predicted, a complex budget has been created to ensure that we do
not over order or exceed collected revenues.
On Motion Herrera/Delisi recommend the Village Board approve a Resolution approving a
first amendment to the agreement with AD-Wear & Specialty of Texas, Inc for the purchase
of apparel. 6-0, motion passed.
AYES: Commissioners Audisho, Delisi, Diaz Herrera, Shaw, Tomacic, Chair Person Oraha
NAYS: None
C. Discussion Regarding the Aquatic Center Water Slide RFP
Lazzara/Rimdzius- Presented information from memo included in the packet.
Overview: The Lincolnwood Aquatic Center has three slides that were installed when the
pools were built. The Activity Pool was in 2004 and the Kiddie Pool was replaced in 2014.
Assessments by Counselman Hunsaker and FGM Architects were completed in January of
2016. Several recommendations including resurface and gel coating on the water slides. A
request for proposal on August 13th and was sent to nine companies. The RFP included
overall expectations and desired results including methodology, materials, certifications and
pricing. Five companies provided result. After an evaluation and proposals and references
with the 2 lowest. Through the analysis it could be completed for $90K.
Since the development of the Board Memo new info came to light about the Employment of
Illinois Workers on Public Works Act, which requires a percentage of workers on public
works projects to reside in Illinois during periods of high unemployment in the State. Due to
the content of this statute and the information provided by the two lowest bidders, the second
lowest bidder, is IPS Water Slides of Sandwich, IL, appears to be lowest and most responsive
bidder for the project. The difference from the lowest bidder for the base bid is $2,530 and in
total is $10,880. The total project cost with IPS Water Slides would be $64,560. This is still
within the $90,000 budget.
The current slide color is a light tan that coordinates with the surrounding buildings and
amenities. A lighter color will hide some wear and tear and have little to no chalking. If a
color change is desired, the recommended new color choice is Ivory for the interior color and
Kinetic Teal for the exterior color. The colors were based on existing colors throughout the
Aquatic Center. A two-tone option will stand out and appear fresh and new. If the interior
color were to be a darker, it will fade and chalk faster than a light color.
Questions: None.
Rimdzius- Is there any interest in changing the colors to a two-tone?
Audisho- It would be nice to see a two-tone to look fresh and new to the residents.
Delisi- Agree.
Tomacic- Agree.
Delisi- What is life expectancy on the paint?
Rimdzius- Contractors have not been able to give us a clear answer. We would look at an
ongoing maintenance plan, as we have noticed that the slides have needed annual
maintenance since 2014 and doing so is a great way to ensure the slides and paint are
properly maintained. The slide contractor stated that we could get up to 30 years out of the
slides as long as we do regular maintenance on them. Ultimately, that is not certain as there
are many factors that impact the lifespan of the paint and slides, including weather. We are
choosing this color in an effort to get as much life out of it as possible.
Delisi- Is there a plan to change up any of the other colors in the next 5-7years? I don’t want
it to be all changed and the slides would then no longer match.
Rimdzius- The Funbrellas and shade structures will need to be changed within 5-7 years,
however we will work towards maintaining them in the current color. The original colors
were picked because they are visible, classic tones. If items needed to be replaced, we would
have a similar conversation around the color schemes if there is a desire for change.
Oraha- I like the idea of a nice updated look. It gives a brightness to the pool and the
residents will feel we are doing new and exciting things to the pool.
Lazzara- Thanks for feedback. Conclusion to presentation. Are there any other questions?
Delisi- Will the railings have the same pattern?
Lazzara- Yes, it will have the same pattern. The railings will require it will just be
resurfacing and removal of rust. The only structural change might include the hinges to
replace broken or rusted ones.
Gaura- Suggested that as part of the motion or recognition the Parks and Recreation Board
recognize that they are the most responsive and responsible bidder
On motion Audisho/Tomacic recommend the Village Board approve a Resolution to enter
into an agreement to resurface the Aquatic Center Water Slides including the base bid work
with a change in color, Alternate 1, and Alternate 2 with IPS Water Slides of Sandwich, IL as
the most responsible and responsive bidder in the amount of $64,650. 6-0, motion passed.
AYES: Commissioners Audisho, Delisi, Diaz Herrera, Shaw, Tomacic, Chair Person Oraha
NAYS: None
CHAIRPERSON’S REPORT
Oraha-Nothing to report other than hoping everyone is doing well and staying healthy.
COMMISSIONERS’ REPORTS
Delisi- In agreement with Oraha. For those using the parks to continue to use masks over the
mouth and nose. Stay home if sick. I have looked forward to being here and appreciates
seeing the new park signs up. I am looking forward to all of the new fall and winter
programs and hopefully seeing everyone in person again soon.
Tomacic- Thank you all Parks and Recreation staff. Thanks for a beautiful brochure and I
enjoy seeing all that you have available. I hope everyone stays healthy and well.
DIRECTOR’S REPORT
Rimdzius- I’m incredibly grateful to the staff, Parks and Recreation Board, Village Managers
Office, and Village Board who have been supportive of the Parks and Recreation Department.
The Parks and Recreation world has essentially been redeveloped completely. There are many
new guidelines out there that can be interpreted in many ways. I hope it is very clear that your
team here takes these guidelines very seriously when planning programming. There are many
challenges to everything but we are working hard and trying to still provide fun opportunities,
and appreciate your continued support and feedback. Noted that the Department has been
operating in a reduced capacity; thanked Koperski-Walsh for the development of the fall
program guide and Lazzara for leading the way in developing the many programs being offered.
There is a lot to celebrate despite the many challenges and hardships that are faced during the
pandemic. Grateful for the technology, too, that allows us to continue to meet in order to move
forward with business and prepare for next summer.
STAFF REPORTS-
Koperski-Walsh- Thank you for being here tonight and allowing me to be here. We have
worked very hard this summer and are excited for the fall. This summer we brought on
several new classes including a crafty kid class that I will have Lazzara share more about. We
also ran a modified summer care program that netted over $6,000. This fall we are offering
over 90 programs of youth. Of that 90, 10 are currently running in the fall 1 session. To put
that in perspective, last fall we only had 15 classes in fall 1 of that 15 only 7 ran. We have
several classes that are only a few participants away from running. This fall we also separated
the programs out into 3 sessions to allow for the first 2 sessions to hopefully run outside. The
last session will have fewer programs and be held indoors.
Lazzara- Thank you for the opportunity to be here tonight and present. The kids have been
doing a great job wearing masks and distancing in programs. As Koperski-Walsh mentioned,
a new class Crafty Kids learned about butterflies and painted a butterfly that is on displace in
Proesel Park. We are very excited for all of the new programs we have to offer this fall
Rimdzius- If you notice in the new brochure there is a message about missing items. There is
a lot of work being done behind the scenes so if you don’t see some of our special events,
know that we are still working on them. This weekend we have the Trucks on Tour event.
Our fall enrollment is doing great and this is without mailing the brochures out to residents.
The brochures were created in house and printed copies are available in our office.
ADJOURNMENT
Meeting adjourned at 7:58pm.
Motion to adjourn: Delisi/Audisho
AYES: Commissioners Audisho, Delisi, Diaz Herrera, Shaw, Tomacic, Chair Person Oraha
NAYS: None
Park Board Minutes prepared by Anna Koperski-Walsh, Superintendent of Parks and Recreation
Park and Recreation Board President: _____________________________________
Signature Date
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MEMORANDUM TO: Parks and Recreation Board FROM: Melissa Rimdzius, Director of Parks and Recreation DATE: November 10, 2020 SUBJECT: Parks and Recreation Board Meeting Dates Parks and Recreation Board meetings are regularly scheduled for the second Tuesday of each month. If the second Tuesday of the month falls on a major holiday, that month’s meeting is typically not included in the annual meeting schedule. The Parks and Recreation Board reviews and affirms the exact meeting dates annually. Documents Attached
1. Draft List of 2021 Park and Recreation Board Meeting Dates Recommended Action Move to approve the 2021 Parks and Recreation Board meeting dates.
Village of Lincolnwood Parks and Recreation Board
2021 Meeting Schedule
Meetings are always held on the second Tuesday of each month at 7:00 pm in the Council Chambers.
January 12
February 9
March 9
April 13
May 11
June 8
July 13
August 10
September 14
October 12
November 9
December 14
MEMORANDUM TO: Parks and Recreation Board FROM: Anna Koperski-Walsh, Superintendent of Parks and Recreation DATE: November 10, 2020 SUBJECT: Summer 2020 Program and Facility Summary Report This report outlines the number of participants, revenues and expenses related to recreation activities offered from June – August of 2020. It is important to mention that during this time the COVID-19 pandemic was impacting all areas of the Parks & Recreation Department and nearly all programs and activities were canceled through May. On May 24th, the Illinois Department of Commerce and Economic Opportunity (IDCEO) announced detailed guidelines for the transition to Phase 3 of the Restore Illinois Reopening Plan on May 29th, 2020. The Department gathered the information from IDCEO as well as Center for Disease Control (CDC), Illinois Department of Public Heath (IDPH), legal counsel from Elrod Friedman LLC and the Village’s insurance company IRMA. Based on all of the research and guidance, the Department gradually opened facilities, determined new best practices as it relates to COVID-19 and redeveloped the summer program offerings. On June 2nd, the Village Board voted to keep the Proesel Park Aquatic Center closed for the season and only offer a modified child care program in lieu of the traditional summer camp that was renamed FUNdamental Care. Several weeks later on June 29th, Lincolnwood met the criteria to move into Phase 4. Phase 4 allowed for several of the remaining facilities to be open with restrictions still in place. For a multitude of reasons the community center and shelter remained closed. Reasons include the safety of staff and guests, challenges associated with managing groups and the adherence to the frequently changing guidelines, the need for dedicated and uniquely set-up space for programs, and the potential for our region to go backwards in the Restore Illinois Plan. The activities and programs offered during the summer of 2020 include the following areas:
• Youth Programs • Adult Programs • Adult Leagues
• Racquet Sports • FUNdamental Care • Field Rentals
• Park In A Bag All of the activities and programs offered required new safety guidelines and policies. Field renters were required to complete additional COVID-19 waivers and adhere to any new policies put into place as a result of the pandemic. All other Parks and Recreation programs and activities required participants and staff to have their temperatures checked, complete a health questionnaire, distance themselves six feet apart and wear a mask when not socially distant. These policies and processes helped ensure the safety of participants and staff. YOUTH PROGRAMS The original plan for summer youth program offerings was limited. This is due in part to the need for dedicated space for Lincolnwood Summer Day Camp. In a typical summer, Lincolnwood Summer Day Camp brings in up to 250 children per day, limiting space for any other programs. The FUNdamental Care program only allowed for up to 24 participants, providing more space for other programming. With the open space, the Department was able to offer a total of 23 youth programs. Out of those 23 classes, 10 ran this summer (excluding racquet sports). Many of the programs offered in June, did not run. It wasn’t until Lincolnwood transitioned into Phase 4 at the end of June, that enrollment started increasing. Future Considerations: Continue to offer classes into the fall with many of the new contractors. The Department will research the possibility of working with additional contractors in the areas of: dance, toddler and preschoolers and safe options when programs will have to go indoors or are no longer able to meet in person.
Program New? Lead By # Enrolled Age # of
Classes Revenue
Crafty Kids New In House 15 5-12 Yrs 2 $1,910.00 Hands-On Engineering New Contract 16 5-11 Yrs 3 $2,225.00
We Got Game Tri-Sports Contract 12 5-11 Yrs 3 $1,665.00
Hot Shots Sports Basketball (VIRTUAL)
New Contract 1 9-12 Yrs 1 $60.00
Taekwondo New Contract 4 6-12Yrs 1 $500.00 Total Revenue $6,360.00 Total Expenses $4,156.50 Total Net $2,262.50
ADULT PROGRAMS Similar to youth programs, adult programs became more successful as Lincolnwood moved into Phase 4 and the Department was able to offer programming outdoors. Forever Fitness and Zumba were held outdoors in the Proesel Park Shelter. The days and times offered were consistent with what was budgeted and previously available. This budget has a negative net, as Forever Fitness is partially subsidized by the overall department budget when the fee paid by participants does not cover the expense of the instructor. Future Considerations: Continue to offer classes into the fall. The Department will adjust maximums and minimums of programs as they move indoors. In the fall, personal training and small group training will be added to the program portfolio.
Program Lead By June Enrollment July Enrollment August
Enrollment Revenue
Forever Fitness In House 0 70 60 $266.00
Zumba Contractor 6 10 8 $288.00
Total Revenue $554.00 Total Expenses $721.60
Total Net -$167.60 ADULT LEAGUES This summer, the Men’s Softball League was delayed due to COVID-19. The season was scheduled to begin in May, but due to the Restore Illinois restrictions it did not begin until August. Though the season was delayed, it was still very successful. The captains and teams were all eager to have the opportunity to play and complied with the COVID-19 guidelines for softball. A CO-ED Sand Volleyball League was offered for the first time this summer but did not have enough participation to run. Future Considerations: In the spring of 2021, consider offering the program during its typical season of May through August. The Department will use the existing guidelines and policies from the 2020 season and plan as if the village remains in Phase 4 of the Restore Illinois Plan.
Program Lead By # of Teams Revenue Men's 12" Summer Softball In House 9 $4,275.00
Total Revenue $4,275.00 Total Expenses $2,147.70
Total Net $2,127.30 RAQUET SPORTS The tennis program ran through E-Town Tennis was very successful this year, exceeding the originally budgeted revenue by nearly $2,000. Tennis was one of the first activities considered low-risk in terms of COVID-19 pandemic guidelines. The original schedule for tennis was to offer morning lessons for day camp participants and afternoon lessons for the community. Due to the traditional day camp being cancelled, the morning lessons for day camp were opened to the community members and the afternoon lessons were cancelled to encourage participation in other programming and provide more space for open tennis play to the community during the afternoon. Future Considerations: The Department will continue to offer tennis programs into the fall and indoors in the winter. Typically the program in the summer only runs in conjunction with the Lincolnwood Day Camp. Next summer, the Department plans to offer tennis to campers and as a community class.
Program Lead By Enrollment Revenue E-Town Tennis Ages 4-6 Contract 12 $2,060.00 E-Town Tennis Ages 7-11 Contract 25 $4,120.00
Private Lessons Participants Contract 10 $1,340.00
Tennis Club Fees In House 3 $180.00
Total Revenue $8,000.00
Total Expenses $5,600.00
Total Net $2,400.00
FUNDAMENTAL CARE The FUNdamental Care program was a new program offered this summer as a result of the COVID-19 pandemic. In May, the Village Board voted to not run a traditional summer day camp this year. As a result, the Department offered a modified version of camp to provide a childcare service to community members while adhering to the recommended safety guidelines from IDPH, DCEO and the American Camp Association. The program was scheduled to run for six weeks total, but did not meet the minimum enrollment the first two weeks. Overall, the small program served a community need and ran for four successful weeks. Future Considerations: The Department has adopted many of the guidelines from FUNdamental Care to be used for the LEAP and school day off programming. At this time, we are planning as if Lincolnwood will be in Phase 4 of the Restore Illinois Plan. Due to the limited indoor space available (the Community Center) the program would remain small unless we are able to obtain access to additional indoor space.
Program Enrolled Age Revenue Week 4: July 6- July 10, 2020 10 5-12 Yrs $2,532.00
Week 5: July 13-July 17, 2020 17 5-12 Yrs $4,378.00
Week 6: July 20- July 24, 2020 16 5-12 Yrs $4,096.00
Week 7: July 27- July 31, 2020 9 5-12 Yrs $2,314.00
Week 8: August 3- August 7, 2020 9 5-12 Yrs $2,314.00
Week 9: August 10- August 14, 2020 7 5-12 Yrs $1,401.20
Total Revenue $17,035.20
Total Expenses $13,264.04
Total Net $3,771.16
FIELD RENTALS Similar to other park facilities, field rentals were delayed until Lincolnwood transitioned to Phases 3 and 4 of the Restore Illinois Plan. The guidelines from DCEO during Phase 3 only permitted practice and didn’t allow games. Once Lincolnwood transitioned into Phase 4 at the end of June, games and scrimmages were permitted. This season, the Department rented the fields to two new renters and lost one due to the pandemic. The Department maintained its affiliate relationship with Lincolnwood Baseball & Softball Association (LBBA). LBBA’s spring season was cancelled and didn’t start to
practice until the last week of June. From June through August, LBBA used the fields for a total of 400 hours at no charge. The revenues reflected below are from private and non-affiliate rental groups. Future Considerations: The Department will continue to rent the fields into the fall and as long as the weather cooperates. The fields will be closed once winter arrives and won’t be rented again until spring. The Department plans to rent the fields in the spring of 2021 under the guidance of the Restore Illinois Plans.
Facility Rental Number Renters Revenue Soccer Field Rentals 5 $2,514.00
Baseball Field Rentals 6 $2,565.00
Total Revenue $5,079.00
PARK IN A BAG In June, the Department created arts and craft bags to be purchased and brought home to make. The bags were packaged and delivered curbside outside of Village Hall every Wednesday. The feedback from those purchased was positive and many families bought several different bags. The bag sales were most successful in June when there were still tighter restrictions in place. Future Considerations: The Department plans to offer more Park in a Bag projects in the fall and winter that are themed around seasons and holidays. The bags have proven to be most successful when there are fewer in-person programs available and COVID-19 restrictions are tighter.
Description # Enrolled Revenue
Dreaming of Tie Dye! 21 $335.00
Stepping Stone Creation 4 $65.00
Wonder of Water Color 8 $130.00
Total Revenue $530.00
Total Expenses $264.00
Total Net $266.00
CONCLUSION The COVID-19 pandemic led to a different summer experience than prior years. As safety guidelines were released, modified, and clarified this summer’s experiences helped to develop a strong foundation for fall program, event, and rental opportunities for the community. The Parks and Recreation Department is honored to have had the opportunity to provide programming throughout the summer months, and the team looks forward to planning for next summer with the safety of our community at the heart of all planning efforts.
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MEMORANDUM TO: Parks and Recreation Board FROM: Melissa Rimdzius, Director of Parks and Recreation DATE: November 10, 2020 SUBJECT: Lincolnwood Fest 2022 and Beyond Background Lincolnwood Fest is a four-day festival that takes place in late-July each year. While much of the information regarding the history of this event is not formally documented, it is understood that the event began over 40 years ago as a carnival on the grounds of the School District. In the early years, community members planned the event; the involvement of any governing body overseeing the planning process at that time is unknown. As the event grew and needed more space, it was moved to Proesel Park. Lincolnwood Fest is a large, community event that features carnival rides and games, children’s activities, musical entertainment, bingo, food vendors, a beer garden, and more. The event content of the event has evolved over the years, with some aspects being added and removed at the discretion of the organization and committee of volunteers who are planning the event. Discussion Planning and implementation of Lincolnwood Fest is an enormous undertaking, which is managed by a committee of multiple residents and business owners. While it bears the name of the Village, Lincolnwood Fest is coordinated by The Friends of Lincolnwood 2015, Inc. The Friends of Lincolnwood 2015, Inc. is a 501c3 organization, separate from the Village. The organization’s main mission has been to raise money to contribute to the improvement and development of the Parks and Recreation Department’s facilities and to support the Parks and Recreation Department scholarship fund. All Fest Committee members help plan and implement the event and spend countless hours doing so, especially over the course of the weeks prior, during, and after the event. The Friends of Lincolnwood 2015, Inc. also works with an event planner at a discounted fee of $5,000 each year to assist in coordinating Lincolnwood Fest. Now having five years of experience planning this event, it is estimated that the event planner spends approximately ten hours per week
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planning the event, beginning in December of the year prior. This estimated amount of time does not include the coordination of sponsorships or the time spend in the weeks leading up to, during, and immediately following the event. The Village works cooperatively with the Friends of Lincolnwood 2015, Inc. to ensure necessary approvals, permits, insurance, and other requirements are met each year. During the weeks leading up to, during, and immediately following the event, multiple Village Departments are involved in a pre-event safety and planning meeting, on-site support of staff and volunteers, and ongoing communication with the Friends of Lincolnwood 2015, Inc. in the event of any challenges that may arise. The Village is not involved in the detailed planning of Lincolnwood Fest, but offers suggestions and shares community feedback about the event with the organizers. With the history of the charitable purpose of the event planning committee, Lincolnwood Fest has led to the contribution of funds to Parks and Recreation projects for several years. While operated by the Friends of the Community Center, $297,631 was donated between 1995 and 2009 and $100.000 was donated in 2014 when the group stopped coordinating the event. The Friends of Lincolnwood 2015, Inc. has donated $92,000 between 2015 and 2020. The typical donation is approximately $20,000 per year. Due to the financial success of the event, $30,000 was donated to support Parks and Recreation projects and the Parks and Recreation scholarship fund. Included below is a summary of the 2019 Lincolnwood Fest financials, followed by summary lists of the major sources of revenue and expense associated with the event.
Income Expenses Net Donation $126,838 $73,135 $53,705 $30,000
Major Sources of Revenue Major Sources of Expense Carnival $62,462 Structures/AV $20,508
Beer Tent $31,201 Entertainment $18,950 Sponsors $27,400 Services $14,477
Food Vendors $5,775 Beer Tent $11,775 Marketing/Signs $4,602
After five fantastic years, the Friends of Lincolnwood 2015, Inc. has indicated that the group will be ending their coordination of Lincolnwood Fest. A replacement group has not yet been determined. Doing so has been a challenge due, in part, to the immense amount of time and energy that must be put toward the coordination of the multi-day and multifaceted event. Looking toward the future, it would be ideal if a community member, business owner, or not for profit group would take the lead in planning the event, while maintaining the charitable goal of raising money to contribute to the improvement and development of the Parks and Recreation Department’s facilities and to support the Parks and Recreation Department scholarship fund. If a community member, business owner, or not for profit group does not step in to take the lead, it is unknown as to what the future holds for Lincolnwood Fest. In anticipation of a transition of management, the Village is seeking feedback as to what the community envisions for Lincolnwood Fest 2022 and beyond. The Village Board referred the topic of the future of Lincolnwood Fest to the Parks and Recreation Board and Human Relations Commission for feedback and dialogue. During the November 10, 2020 Parks and Recreation
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Board Meeting, a conversation regarding the community’s desire for the future structure including time of year, features, and management of Lincolnwood Fest will take place.
1
MEMORANDUM
TO: Parks and Recreation Board
FROM: Anna Koperski-Walsh, Superintendent of Parks and Recreation
DATE: November 10, 2020
SUBJECT: Discussion Regarding Operation of the Aquatic Center in 2021
Background
The COVID-19 pandemic has made a significant impact on the Parks and Recreation
Department. During the first three months of the pandemic, nearly all Parks and
Recreation facilities were closed and little guidance was provided from the Center for
Disease Control (CDC), Illinois Department of Public Heath (IDPH) and Illinois
Department of Commerce and Economic Opportunity (IDCEO).
On May 24th, 2020 IDCEO gave guidance on Illinois Phase 3 reopening plans. In those
plans, there wasn’t specific information regarding aquatic facilities. It was not until June
24th, when IDPH provided specific guidelines for Phase 4 and aquatic facilities. This
delayed information came after the Village Board voted on June 2nd to keep the pool
closed for the 2020 season. However, some of our neighboring communities opened their
pools for a portion of the season. Those agencies that opened limited the number of
bathers, limited the number of pools open and implemented COVID-19 safety measures.
Currently, Lincolnwood is experiencing a resurgence of cases that may result in moving
back in phases. In order for the pool to be able to operate like a typical season,
Lincolnwood would need to move into Phase 5 of the Restore Illinois Plan. Based on the
Phase 5 Restore Illinois guidelines, the following criteria would be required to be met; a
vaccine, highly effective treatment that is widely available or the elimination of any new
case over a sustained period of time. With the provided information, the Department is
cautiously planning with the current Phase 4 guidelines from IDPH and the CDC for the
2021 season.
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2020 Research
As previously stated, some of Lincolnwood’s neighboring communities opened their
pools for a portion of the 2020 season. The information provided in this report outlines
the research gathered from neighboring agencies with open outdoor pools in 2020.
The following agencies opened their outdoor aquatic facility(ies):
Skokie Park District
Park Ridge Park District
Wilmette Park District
Deerfield Park District
Glenview Park District
Des Plaines Park District
All of the agencies surveyed operated at a limited capacity. Each of them only opened
one or two of their pools as opposed to all facilities available. This was due in part to lack
of staffing, financial considerations, and delayed guidance from IDPH and IDCEO. All of
the agencies surveyed would have opened on Memorial Day weekend if it were not for
the COVID-19 pandemic. This year, their pools opened during the first two weeks of
July, shortening their seasons by at least four to five weeks.
Hiring, scheduling, and training staff were a significant challenge for many agencies.
This is, in part, due to the delay in guidance, social distancing measures, and overall
safety concerns. Several of the agencies approached the challenge by utilizing existing
(year round) staff that were already trained to maintain their facilities. All of the agencies
felt it was safe to staff their facilities at a lower rate of 50-75%. The agencies were able to
operate at lower staff ratio as a result of lower bather loads and not opening all of the
facility features. It was found to be a common practice among the researched agencies to
have kept the slides and kiddie pools closed this past summer.
There are some discrepancies in the guidance on how many patrons can utilize an outdoor
aquatic facility. As a result, several agencies interpreted the guidelines differently.
According to the IDPH guidelines, during Phase 4 of the Restore Illinois Plan, 50 patrons
are permitted in a pool. Multiple groups of 50 patrons are permitted if the groups of 50
have 30 feet or more between them. The Department’s research showed that the agencies
that opened pools this summer allowed between 50 and 250 bathers per timeslot. On
average, that is 8%-25% of each pool’s normal bather load.
Due to limited bather loads, many agencies went away from full day swim passes and
season long memberships. Instead, they switched to offering multiple timeslots on a daily
basis. The timeslots varied from 45 to 90 minutes for lap swim and 90 minutes to 3 hours
for recreational swim. This practice was common not only locally, but across the nation.
The Department only found a few facilities in other states that didn’t move to the timeslot
model. Of all the neighboring agencies previously listed, only one allowed for season
membership passes. That specific agency’s season passes are year round and can be
3
utilized for indoor and outdoor facilities. The agency honored the membership passes and
has since suspended membership pass sales for 2020 and 2021.
Prior to the pandemic, all surveyed agencies sold resident and non-resident daily passes.
Daily pass holders had access to the pool for the entire day. Due to the pandemic, many
agencies adopted their standard daily pass rate as their timeslot rate. Out of the six
agencies surveyed, two of them raised their rates to accommodate for additional expenses
due to COVID-19. The timeslot fees ranged between $4 and $28. Additionally, two of the
surveyed were resident only in 2020 due to limited timeslots and bather loads. In 2021,
all of the surveyed agencies plan to sell timeslot passes and allow for both residents and
non-residents to utilize the pool as they have done in years prior to 2020. By providing
timeslots, it allows for the pools to operate safely and maximize the daily number of
bathers. More bathers, combined with allowing residents and non-residents to purchase
timeslots, is anticipated to generate more revenue to enable the operation of their
facilities.
A significant concern the surveyed agencies faced was ensuring safety and the potential
spread of the COVID-19 virus amongst staff and patrons. Many agencies used similar
tactics and best practices. The best practices were in line with IDPH guidelines and the
Restore Illinois Plan. The best practices used:
Disinfecting frequently touched surfaces between usage
Minimizing the usage of or closing of locker rooms
Using signage and messages to do self-health screening
Mask required when entering, exiting, walking paths, in locker rooms and in
restrooms
Designated spaces to sit on the deck
It is important to note that all of the agencies that opened were impacted negatively
financially during the 2020 season. Whereas in a typical year, some of the pools may
have net positive. For 2021, the agencies plan to make changes to generate more revenue.
They all have learned how to safely operate their pools with COVID-19 restrictions and
plan to open more of their facilities in 2021. With the combination of opening more pools
and allowing for added revenue by not limiting the pool to residents only, the surveyed
agencies feel they can operate their pools in a fiscally responsible manner that may
require less of a tax or budgetary subsidy.
Typical Operation of Lincolnwood Aquatic Center
In previous years, the Lincolnwood Aquatic Center functioned similarly to the surveyed
agencies. An general, typical summer schedule is indicated in Table 1. The Parks and
Recreation Department would sell season passes to residents and non-residents and daily
passes to residents. Non-residents could purchase a daily pass only as a guest of a season
pass holder or someone purchasing a daily resident pass. In 2019, the pool sold 1,725
resident season passes and 1,648 non-resident season passes. The sale of the season
passes generated $85,397 from residents and $328,926 from non-residents. In 2019, the
daily passes generated $59,347 from residents and $40,469 from non-residents. On its
busiest day in 2018, 419 residents and 982 non-residents visited the pool. At this time, it
4
is unknown how long a swimmer stays at the pool given they could swim, on average up
to eight hours per day.
Table 1
Activity Weekday Weekend Holiday Post Season
Open Swim 12-8PM 10-7PM 11-7PM 4-8PM
Lap Swim 6-9AM NA NA 6-9AM
Swim Team 5-6PM NA NA NA
2021 Plan
At this point, it is anticipated that the 2021 Aquatic Center season would run Memorial
Day to Labor Day (Saturday May 29th through Monday September 6th). The season
would consist of ten regular season weeks, three post season weeks and four holiday
schedules. The sale of season passes would be eliminated and multiple timeslots would
be available throughout the day for lap, open, senior, kiddie and family swims. The
timeslots and rates currently being considered are shown in Tables 2.1-2.3. The rates
provided are based on the budgeted daily rates for 2020 and fluctuation in the length of
the timeslot. The timeslots were determined based on multiple factors. One, the research
from other agencies. Two, the need to be able to offer multiple timeslots throughout the
day due to potential demand for access to the pool.
Based on the projected schedule, there would be a total of 40,000-45,000 timeslots
available this summer. The maximum bather load per timeslot is indicated in Tables 2.1-
2.4. In Table 2.1, the first open swim timeslot would be reserved for Lincolnwood
Summer Day Camp if they are able to swim. The current daily pass sale process poses
some difficulties for the user and the facility as it relates to the advance sale and
management of timeslots. In order to make the registration process more efficient, the
Parks and Recreation Department is considering the purchase of an additional ticketing
module for our RecTrac registration system, which was also utilized by the agencies who
opened their outdoor pools in 2020.
5
Table 2.1: Regular Weekday Season Hours
Activity Weekday Bather
Load Location
Resident
Rate
Non-Resident
Rate
Swim Team
Rental 5:30-6:30AM 50
Main Pool
Lap
(6 Lanes) 7:15-8AM & 8:15-9AM
12
(2 per lane)
Main Pool
Deep End $4 $8
Senior Swim 7:15-9AM 35 Main Pool
Shallow End $7 $16
Kiddie Swim 7:15-9AM 25 Kiddie Pool $7 $16
Open Swim* 9:45-11:45AM, 12:30-
2:30PM, 3:15-5:15PM 125 All Pools $9 $18
Swim Team
& Lessons 6-7PM 100 All Pools
Lap/Family
(M-TH)** 7:45-9PM
125
All Pools $6 $12
*If Camp is able to swim, the first timeslot would be reserved for Lincolnwood Summer
Day Camp.
**On Fridays, the 7:45-9PM timeslot is available for rentals.
Table 2.2: Weekend Regular Season and Post Hours
Activity Weekday Bather
Load Location
Resident
Rate
Non-
Resident
Rate
Saturday
Inter Squad
Meet 8-9:30AM
Main Pool
Deep End
Senior Swim 9:30-10:45AM 35 Main Pool
Shallow End $6 $12
Open Swim 11:30-1:30PM, 2:15-4:15PM,
5-7PM 125 All Pools $9 $18
Rental 7:30-9PM 125 Main &
Activity $350 $450
Sunday
Swim
Lessons 8-10AM Activity Pool
Senior Swim 8-10AM 35 Main Pool $7 $16
Open Swim 11-1PM, 1:45-3:45PM, 4:30-
6:30PM 125 All Pools $9 $18
Rental 7-9PM 125 Main &
Activity $350 $450
Table 2.3: Post Season Weekday Hours 8/16-9/3
Activity Time Bather
Load
Location Resident Rate
Non-Resident
Rate
Lap Swim 6-6:45AM &
7-7:45AM 12 Main $4 $8
Open Swim 4-6PM & 7-9PM 125 All Pools $9 $18
6
Table 2.4: Holiday Hours
Activity Time Bather
Load Location Resident Rate
Non-Resident
Rate
Open Swim 11-1PM, 1:45-3:45PM,
4:30-6:30PM 125 All Pools $9 $18
A final decision would need to be made far in advance of the season start to adequately
prepare. This includes filling the pool, starting up the filter room, preparing the locker
rooms and pool decks, and onboarding and training staff. It is important to note that there
may be some challenges with training the lifeguards with social distancing restrictions in
place, however there are ways to train to ensure the staff are prepared while still
maintaining COVID-19 safety guidelines.
The Parks and Recreation Department has developed a plan that would allow for the
facility to operate with a reduced capacity. Based on the current guidelines from the
IDPH and CDC, the Department anticipates that we may be able to allow for up to 125
patrons (not including staff) in the aquatic facility at any given time. This is based on an
estimate of 50 people in the activity pool, 50 people in the main pool and 25 people in the
kiddie pool area. Understanding that people would have the ability to move throughout
the facility, but have sufficient space to separate. Though it is unknown if the IDPH and
CDC guidelines would change, we are planning as if they would remain the same. In
addition to the bather limits, the following policies would be put into place:
1. At this time, IRMA requires patrons and staff to have their temperature checked
and complete a COVID-19 Health Questionnaire. Patrons would have the option
to complete the form at home and provide to staff upon arrival. IRMA is currently
evaluating this requirement and may change the policy prior to the start of the
season.
2. Tickets would be available for sale to residents seven days in advance. Non-
residents would be able to purchase tickets three days in advance. Tickets would
be available to purchase online or in person at the gate, if not sold out in advance.
Advanced sales would be highly encouraged to ensure minimal contact between
staff and patrons, and minimal lines at the entry gate for each timeslot. The
ticketing system and timeslot sales would not allow for the Department to ensure
that every non-resident purchase accompanies a resident purchase.
3. Masks would be required when entering and exiting, in locker rooms, in
restrooms, while interacting with staff, and while in line at the concession stand.
4. A 45 minute cleaning break would take place between each timeslot. Staff would
disinfect high touch surfaces such as doors, handrails, faucets, chairs, etc.
5. Patrons would have access to locker rooms and showers. Every other shower
would be marked off and locker rooms would be cleaned during cleaning breaks.
6. Deck chairs would be grouped in twos or fours and spaced a minimum of six feet
apart.
7. All three pools would be open, including the slides and diving boards.
8. The extent of which concessions would be available has not yet been determined.
This is due to the potential loss of profitability for the concessionaire because of
7
capacity limits in the facility. If the concession stand were to be open, the
concession tables would be moved to the grassy area near the stand to allow
adequate space for guests purchasing and waiting for food.
9. Outside food and outside food delivery would prohibited. Snacks from home
would be permitted.
10. Lifeguard stations and chairs would be marked off to prohibit patrons from
coming too close to staff while on duty.
11. The pool would be available for evening rentals on Friday, Saturday and Sunday.
The current guidelines from IDPH and DCEO indicate that day camps are required to be
static, allow a maximum of 15 campers in a group, and shall not go on field trips. Given
that information, it doesn’t seem feasible for day campers to swim. However, the
Department has developed two schedules in case the guidelines are revised and allow for
swimming. It is noted in Table 2.1, day campers swim in the first open swim timeslot of
the day. In doing so, we will only be offering one open swim timeslot Monday-Friday
throughout much of the summer. Each camper likely wouldn’t swim daily due the bather
load and static group requirements.
In the event a staff member contracts the virus, the current Village protocols regarding
COVID-19 positive cases would apply. Depending on staff’s exposure and a potential for
an outbreak, the pool may or may not remain open for a few days to a few weeks after a
positive case is indicated. As a result it may impact the projected revenue due to loss of
sales and still paying staff.
Based on research from neighboring communities, it is predicted that ticket sales would
be sold at 80% to 90% of capacity. The breakdown of potential revenue is indicated in
Tables 3.1 to 3.4. In Tables 3.1 and 3.2 the budget shows a breakdown of sales for
residents and non-residents. The budget indicates an anticipation that there will be more
resident sales than non-resident sales. Based on previous year’s data we have seen that
non-residents have frequented the pool at a rate equal to and, at times, higher than
residents, as indicated in the 2018 data provided earlier. Many of these non-residents
return to the pool as members year after year, many are family and friends of residents,
and several have expressed that they consider Lincolnwood a “second home” when it
comes to recreational pursuits. The non-residents that visited the pool in prior years
primarily visited by using a season pass, which would not be available for sale in 2021.
They also had the opportunity to visit the pool as a guest of a resident or season pass
holder. The technology of the ticketing system and timeslot sales would not allow the
Parks and Recreation Department to limit every non-resident timeslot purchase to only
those that accompany a resident purchase. In 2021, residents would have the opportunity
to register four days in advance of non-residents, with the potential of purchasing all
available spots in a timeslot before non-residents are able to register. Residents would not
be able to purchase spots in a timeslot for anyone outside of their household. All guests
of residents would be able to purchase spots in a timeslot once the three day resident-only
registration period ended.
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The Parks and Recreation Department researched the ability to operate the Aquatic
Center in 2021 with only timeslot pass sales for residents as indicated in Tables 3.3 and
3.4, and found that the sale of non-resident daily passes would help support the operation
of the Aquatic Center for our community. The option of capping the non-resident passes
per time slot was also researched. The registration and ticketing system does not actively
balance the ratio of pass sales between residents and non-residents; in order to cap the
number of non-resident passes, there would also need to be a cap on resident passes
allotted for each timeslot. Due to the complexities involved with the set-up, maintenance,
and implementation of this type of process, it could result in customer frustrations and
unfulfilled time slots for both residents and non-residents. Given all of the information
reviewed in the past two paragraphs and technological limitations, the option to provide
residents the opportunity to purchase spots in a timeslot in advance of non-residents was
ultimately included in the potential plans for 2021. This option provides residents
exclusive, early access to the spots in each timeslot, while also permitting a degree of
access to non-residents including those who may be guests, friends or family of residents,
or long-standing non-resident pass holders.
Table 3.1: Resident and non-resident sales without day camp swim
Activity # of
Bathers
Res.
Rate
Non-Res.
Rate 100% 90% 80% 70%
Res./
Non-
Res.
Ratio
Lap 1,248 $4 $8 $6,489 $5,840 $5,191 $4,542 70/30
Senior 2,590 $8 $16 $22,792 $20,512 $18,233 $15,954 90/10
Kiddie 1,250 $4 $8 $7,000 $6,300 $5,600 $4,900 60/40
Open 33,750 $9 $18 $425,250 $382,725 $340,200 $297,675 60/40
Family 6,250 $6 $12 $48,750 $43,875 $39,000 $34,125 70/30
Total 45,088
$510,281 $459,253 $408,225 $357,197
Expenses $408,800 $408,800 $408,800 $408,800
Total Net $101,481 $50,453 $(575) $(51,603)
Table 3.2: Resident and non-resident sales with day camp swim
Activity # of
Bathers
Res.
Rate
Non-
Res.
Rate
100% 90% 80% 70%
Res./
Non-
Res.
Ratio
Lap 1,248 $4 $8 $6,490 $5,841 $5,192 $4,543 70/30
Senior 2,590 $8 $16 $22,792 $20,513 $18,234 $15,954 90/10
Kiddie 1,250 $4 $8 $7,000 $6,300 $5,600 $4,900 60/40
Open 28,750 $9 $18 $362,250 $326,025 $289,800 $253,575 60/40
Family 6,250 $6 $12 $48,750 $43,875 $39,000 $34,125 70/30
Total 40,088
$447,282 $402,553 $357,825 $313,097
Expenses $408,800 $408,800 $408,800 $408,800
Total Net $38,482 $(6,247) $(50,975) $(95,703)
9
Table 3.3: Resident only sales with day camp swim
Activity # of Times Resident Rate 100% 90% 80% 70%
Lap 1,248 $4 $4,992 $4,493 $3,994 $3,494
Senior 2,590 $8 $20,720 $18,648 $16,576 $14,504
Kiddie 1,250 $4 $5,000 $4,500 $4,000 $3,500
Open 28,750 $9 $258,750 $232,875 $207,000 $181,125
Family 6,250 $6 $37,500 $33,750 $30,000 $26,250
Total 40,088
$326,962 $294,266 $261,570 $228,873
Expenses $408,800 $408,800 $408,800 $408,800
Total Net $(84,838) $(114,534) $(147,230) $(179,927)
Table 3.4: Resident only sales without day camp swim
Activity # of Times Resident Rate 100% 90% 80% 70%
Lap 1,248 $4 $4,992 $4,493 $3,994 $3,494
Senior 2,590 $8 $20,720 $18,648 $16,576 $14,504
Kiddie 1,250 $4 $5,000 $4,500 $4,000 $3,500
Open 33,750 $9 $303,750 $273,375 $243,000 $212,625
Family 6,250 $6 $37,500 $33,750 $30,000 $26,250
Total 45,088
$371,962 $334,766 $297,570 $260,373
Expenses $408,800 $408,800 $408,800 $408,800
Total Net $(36,838) $(74,034) $(111,230) $(148,427)
*These tables do not include capitol or administrative expenses, only direct, day to day
operational costs.
Research indicated that most timeslots were sold out for neighboring communities who
opened in 2020, with the exception of the final slot of the day. The Department plans to
offer the final timeslot of the day as family swim. Family swim would require an adult to
be present with their children. By requiring adults to be present, it would minimize large
groups of teenagers from attending without supervision, which has been an expressed
concern during prior summers. In addition to the sales of timeslots, the Department
expects to have additional revenue and expenses from:
Morning swim team rentals
Evening facility rentals
Lincolnwood Lightning Swim Team
Lincolnwood Swim Academy Swim Lessons
The Parks and Recreation Department is seeking feedback from the Parks and Recreation
Board in regards to the Aquatic Center 2021 season. The Department values the feedback
from the Board and their vision of what the community desires for the safe operation of
the aquatic center during the pandemic. During the November 10th Parks and Recreation
Board Meeting, a conversation will take place regarding the needs and desires of the
community as they relate to the safe operation of the Aquatic Center during the COVID-
19 pandemic, with consideration for the potential user experience, entry polices and
financial processes shared earlier in this document.
