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Minutes - 06/10/2013 - Sports Core Long Range Planning Committee MINUTES OF THE JUNE 10, 2013 MEETING OF THE OAK BROOK SPORTS CORE LONG-RANGE PLANNING COMMITTEE OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON NOVEMBER 6, 2013. CALL TO ORDER: The Meeting of the Sports Core Long Range Planning Committee of the Village of Oak Brook was held in the Upper Level Conference Room of the Butler Government Center and officially called to order by President Lalmalani at 4:05 p.m. PRESENT: Sharon Knitter, Gopal Lalmalani, Kathy Manofsky, Kathy Marek, Angie Lopez, Deepak Uppal, Frank Trombetta, John Baar and Don Adler ABSENT: Jim Carson IN ATTENDANCE: David Niemeyer, Village Manager, Village President Gopal Lalmalani, Trustees John Baar, Don Adler and Trey VanDyke, Sports Core Director COMMENTS: President Lalmalani welcomed everyone and thanked them for their willingness to serve on this Committee for the betterment of the Sports Core and the residents. He stated that it is his intention to make this an official Committee within the upcoming months. A couple of points, as indicated in the last election, the Sports Core is extremely important to the residents that live here and to our community. The Golf Course is the only revenue generated facility that is also precious to the Village. Bad weather and the economy has affected the revenues of golf operations, and drainage is also an issue. The Pool is a major issue, and we will have to do a study on pool operations. The Bath & Tennis Club food operations has been a drain and we need to figure out how best to bring this back into a revenue generator. The Village's attempt at outsourcing the food operations was unsuccessful. Polo again is back this year and the Village was hoping to gain some revenues this year, but it does not appear to be the case. After reviewing the Sports Core study, it appears most residents are satisfied with the staffing and the operations of the Sports Core, but we need to evaluate more closely what are the long term needs of the Community for the Sports Core. President Lalmalani discussed many avenues of items that will need to be addressed by this Committee and the Board as a whole. SELECTION OF COMMITTEE CHAIR OR CHAIR(S) – motion to have John Baar and Don Adler Co-chair the Sports Core Long Range Committee. Seconded by Sharon Knitter. Voice Vote. Motion carried. President Lalmalani turned the meeting over to the newly elected Co- chairs. Co-Chairs Don Adler and John Baar both addressed the Committee pertaining to future assessments and direction of the Committee. Discussion ensued at length on topics including Sports Core memberships, status of past operations, pool memberships/operations vs. other municipalities pool, swim team and open space availability. Co-Chair Baar requested Manager Niemeyer ask the Residential Enhancement Committee how they view the pool and Bath & Tennis Club. Manager Niemeyer mentioned that he is happy to hear that there seems to be a focus between a shared vision, which has been an obstacle in the past. There has been several directions but never a set vision. Once there is a vision, you can work collaboratively toward that vision. STATUS OF CAPITAL IMPROVEMENTS, GOLF COURSE DRAINAGE ISSUE Trey VanDyke distributed a handout. He reported that the status of the grant is that it is still sitting on the governor’s desk. Certain projects were tied directly to the grant in the amount of $187,000. Those projects have not been started. Trey discussed other projects which had been completed or is waiting to be complete, weather permitting. Some projects that are safety related or ADA accessible, if not being remedied now will be completed before year end. Golf Club drainage issue. Trey explained that half of our drainage system is on the Butler National Golf Club. Discussion was held on the small drainage pond on Village property. He mentioned that at some point the front 9 holes will have to be revised. That would give us the opportunity to change the direction of play which would be beneficial. He stated that there are 5 opportunities for improvements on this list. DISCUSSION – NEXT STEPS OF MASTER PLAN (Research Phase of Master Plan) Manager Niemeyer stated that a good master plan brings in public opinion and draws out the pool of ideas and allows all sides of public view. It was recommended that we keep offering what is current, but make more residents aware of the benefits to see if they can become a part of the pool. Discussions ensued on marketing ideas to get residents to come to the pool. The Village never had a strong Manager of the Pool. The Village has always hired an Oak Brook resident who is 18 years of age. What is needed is an Adult who does not live in Oak Brook, run the pool and its facilities. We currently have Ellis and they don’t take the time to manage the facilities, only the pool/guards. Manager Niemeyer explained that Trey was made in charge of the Sports Core as a cost savings factor. It is not fair to ask him to do all the things that we mention and still expect him to continue manage the golf course. Sports Core Management discussion was held. Trey VanDyke pointed out that at the end of the U of I study, it was recommended to create an organizational structure for the Sports Core as a whole. Discussion ensued regarding the Sports Core as an enterprise fund, accounting of the sports core operations, and amenities of the sports core that does not make money, (restaurant operations, pool operations, etc) thereby requiring a loan from the general fund. Going forward, if the Sports Core makes money then there will be decisions that need to be made to pay back the general fund. Reality is, not all amenities in the Sports Core makes money. The Board will need to determine how they want to support those amenities. What needs to be done is to change the thinking of the residents, continue to remind them of the availability of use for the amenities. It was recommended that you change how you say “loan to the Sports Core”, instead say it is a contribution to the Sports Core. It is an auditing change and would have to be done via a resolution. Manager Niemeyer stated that the Village will have to review the current staffing needs, capital needs and utilize these grant funds to help improve these amenities. Master Plan next steps – it would help if Manager Niemeyer and Trey VanDyke would put together some possible components of what the Village could do. It was suggested that they obtain a copy of the Park District Master Plan. This will help think on terms of year to year. UPCOMING SPORTS CORE COW MEETING Date has not been set as yet. Was looking for coordination with Committee. Goals were to update where the Sports Core is at and look at next steps and some long term plans. Maybe there needs to be two Committee of the Whole meetings, one to spend some time, give staff a clear direction and then a second one to discuss/review a master plan. Trey VanDyke recommended that perhaps the consultants who did the master plan, brings the Board together to explain all aspects of the master plan, including funding resources. Discussion ensued. OTHER ITEMS Discussion on projects that can be done now to enhance the character of the Sports Core. What kind of marketing can be done, what kind of maintenance can Village staff do? NEXT MEETNG Next meeting will be June 24, 2013 at 4:00 PM. ADJOURNMENT The meeting was adjourned at 6:18 PM ATTEST: _David Niemeyer______ David J. Niemeyer Village Manager _November 7, 2013____ Date