Lakefront Committee Meeting Minutes
Monday, February 6, 2017
6:30 p.m. – Mallinckrodt Community Center

Attendees Present

Commissioners/Committee: Chair, Ryrie Pellaton, Shelley Shelly*, Bryan Abbott
Staff:  Kathy Bingham, Bill Lambrecht

Commissioner Anderson
Staff:   Ken Eppelheimer, Jerry Ulrich
Attendees Absent

I. Meeting Called to Order

Meeting called to order at 6:33 p.m.

II. Approval of Minutes

A. Commissioner Abbott moved and Commissioner Pellaton seconded a motion to approve the minutes from January 4, 2017; both voted yes, the motion carried.

III. Recognition of Visitors

The Attendance Sheet will become part of the permanent record.

IV. Communications and Correspondence

Commissioner Pellaton commented on the letter received from Mrs. Hayhurst regarding the non-resident parking fees.

V. Unfinished Business

A. Beach House

i. Project Timeline
Superintendent Lambrecht presented a preliminary timeline which has been developed based on discussions with Woodhouse Tinucci and staff. Once hired, the construction manager will fill in the timeline with more details.  In response to a question from Commissioner Anderson, Superintendent Lambrecht added that we should have cost figures by August so they can be included in next year’s budget.

Commissioner Abbott commented that the Lakefront Committee should be part of a discussion on the design approval process to better understand the process and how the design will be approved.  He feels it is important to have the Lakefront Committee involved.

Commissioner Abbott also added that the full Board had discussed that the Lakefront Committee would bring back a full plan for the entire lakefront. He inquired if this current plan is the full plan, and asked if roads and sewers would be considered.  He is interested in when that discussion will take place, and how the other lakefront projects will be included in this particular project.

Commissioner Pellaton responded that there is additional work to be done at the lakefront, but it is not part of this project.  The current focus is just the beach house and parking lot, and subsequently the roads and sewers. He added that it was not his understanding that the full Board agreed on anything other than the beach house and parking lot at this time.

Commissioner Abbott  recollected that the full Board discussed that there would be a full comprehensive plan about what would happen at the lakefront before  moving forward with this project.

Sara Lyke – 915 Greenleaf – Ms. Lyke asked if traffic patterns at the lakefront will be considered as part of this project?

Commissioner Pellaton responded that traffic patterns probably would not be considered.  Superintendent Lambrecht added that the traffic flow in and out of parking lot will be addressed as part of this project.

Ms. Lyke also inquired if the flat area east of the fence was being considered and Superintendent Lambrecht added that the bluff is part of the landscape portion of the project.

ii. Lakefront Design Team Contract
Commissioners Pellaton and Abbott reviewed the contract and provided staff with a number of changes they would like to see included in a revised contract.  Many of their specific concerns were related to the design review and approval process.

In response to a question from Ms. Lyke, Commissioner Pellaton stated that the public input meetings would be open to the public and not specific to the lakefront neighbors.

*Commissioner Shelly arrived at 6:55 p.m.

Staff responded to questions regarding the building furnishings, opportunities for LEED certified design, and project drawings.  Commissioner Abbott requested that staff secure all final architectural drawings upon completion of the project.
The Commissioners were encouraged to send any additional comments to Director Wilson.

Commissioner Anderson asked if the architects made any changes to the contract.  Superintendent Lambrecht responded that our attorney produced the contract and the architects did not make any changes and have signed   the contract.

iii. Project Construction Manager RFP
Superintendent Lambrecht reported that RFP’s were issued to the firms that were interviewed in 2014.  A few of those firms were not interested in resubmitting for various reasons. We currently have   submittals from Prairie Forge, W.B. Olson, Riley Construction and Wight Construction.

Commissioner Pellaton stated that there is tremendous advantage to choosing W.B. Olson since we have worked with them in the past and they know the park district and the staff.  He added that the disadvantage is that the next time we go through a similar process some firms might say they aren’t going to waste their time; the Park District is just going to give it to W.B. Olson.

Commissioner Shelly stated that she is most inclined to select W.B. Olson for the following reasons; the price is right, they have worked on similar projects, and have work experience with Woodhouse-Tinucci.  Her second and third choices were Riley Construction and Prairie Forge.

Commissioner Abbott would like to interview all four or narrow down to three firms.  He noted that during the last process the interviews were critical in terms of making a decision.  He has high regard for W.B. Olson and would like to talk with them.  
Superintendent Lambrecht noted that W.B. Olson will negotiate their fee.
Commissioner Pellaton commented that his top two candidates are W.B. Olson and Riley Construction.

Ms. Lyke commented that she doesn’t understand the purpose of a Construction Manager and wants a basic understanding of the design process and how   the Construction Manager fits in to that process.

Commissioner Pellaton commented that we will not be presenting the architects with a list of items that we want included.  The architects will be gathering input from the residents. Staff will add what their basic needs are for the facility.

It was suggested that all four firms be interviewed at a date to be determined. Superintendent Lambrecht will contact the firms to arrange the interviews.

VI. New Business

A. New Accessible Picnic Tables
Superintendent Bingham informed the Committee that an accessible picnic table will be added to picnic area 1.  Superintendent Lambrecht added that it will be located within the shortest route, from the closest road to minimize the amount of concrete.  This will require additional sidewalks and a concrete pad.  Commissioner Shelly asked to see drawings next month to get a better understanding of the location of the sidewalks.

B. Park Permit Requests  
Superintendent Bingham explained that both of the requests are annual requests.

The Committee approved the St. Francis request for use of Gillson Park.  All voted yes; motion carried.

The Committee approved the New Trier request for use of Gillson Park.  All voted yes; motion carried.

VII. Manager’s Report

Superintendent Bingham reported on the following topics:

  • Lakeview had 7 rentals in January.
  • Holly Specht and Katy Bradford are both attending an aquatics conference.
  • Sailing contracts were mailed in January. February 20 is the deadline for sailing contracts to be returned.
  • Katy Bradford will be introducing a new survival skills program this summer based on great ideas from the conference.
  • Camp registration, currently have 100 participants more than last year at this time.
  • The elementary school districts have changed their calendars.  There will now be four instead of two additional weeks after the last day of camp.  Staff is working on program ideas.  A promotional piece is being developed to let everyone know.  New Trier is starting school later as well which will help us with staffing.

VIII. Adjournment

There being no further business to conduct, the meeting was adjourned at 8:10 p.m.