Minutes - 06/24/2013 - Sports Core Long Range Planning CommitteeMINUTES OF THE JUNE 24, 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 Co -chair John Baar at 4:00 p.m.
PRESENT: Sharon Knitter,Kath y Manofsky, Frank Trombetta, Jim Carson, Trustee John Baar
and Trustee Don Adler
ABSENT: Angie Lopez, Kathy Marek and Deepak Uppal
IN ATTENDANCE: David Niemeyer, Village Manager, Village President Gopal Lalmalani, and
Trey VanDyke, Sports Core Director
MASTER PLAN UPDATE:
Trey VanDyke sent out to the Committee a couple of sample master plans from a couple of firms
that specialize in doing master plans. Pros Consulting, Helen Heller (has done some local work);
some additional information was sent out from Kemper Sports Management. Discussion ensued
regarding the various firms. Sasaki & Associates should also be sent an RFQ when the Board
decides to go out for bid; they provided the Village with one back in 1994. The Village did do
some of their options which were to upgrade what the Sports Core already has in place. They had
several other options that the Village chose not to do. At that time, polo was occupying 3 polo
fields, there were stables and the library was not in its current location.Now a lot of the elements
have changed.
By the time the Village goes through the information gathering process to prepare for an RFP it
will be sometime in 2014. This is would be the time to do an RFQ for a master plan. This gives
the Committee and the Village time to budget and gather information and come up with a
strategic plan for options presented. The Village would be done a little differently as we would
need to develop staffing, cost evaluations etc. If you do not have the proper support staff in place
you can have all the plans in the world, but without the staff, you cannot pull it off.
Discussion on whether there will be support from the residents and the Board ensued. Residents
liked the old days, informal use of the clubhouse, lunches; small gatherings etc. times and
budgets are different now so decisions will have to be made on the current times.
Several ideas and options were discussed to have included in the master plan.
Discussion on how to support the pool /Bath & Tennis Club, various options to make it
successful, country club feel vs. public pool, local businesses use,etc.
UPDATE ON CAPITAL PROJECTS:
Manager Niemeyer discussed the grant we are still awaiting receipt of. He does not know when
the Governor will give the approval.Th e Village did send questions to the state agency whether
we can start the projects and their recommendation was no. Village staff may determine to go
ahead and budget some of the items to be completed. Trey VanDyke has chosen to have the
locker rooms be a priority for the budget year. He is awaiting quotes.
Bottom line — looking for the Board's commitment to the pool and the Bath & Tennis Club.
MARKETING IDEAS FROM LAST MEETING:
Trey discussed a brochure that was considered at a cost of $2500 to be sent to all residents. At
the time, the newsletter had not been sent out, so a card was added to the newsletter, customized
for residents. A postcard was also sent to about 30,000 households and from that marketing
effort the Bath & Tennis Club now has more non - members and tennis participants than there are
resident members /participants. Coupons were also offered for golf.
Other avenues for offering discounts were discussed.
It was suggested that perhaps the Village obtain more data on what other municipal pools are
doing.
BATH & TENNIS CLUB MAINTENANCE UPDATE IDEAS FOR IMPROVEMENT:
Trey VanDyke listed a number of items that have been or is in the process of being fixed.
Discussion ensued with several recommendations of additional repairs to enhance the Sports Core
grounds. Discussion also ensued regarding field use and maintenance.
DISCUSSION —NEXT STEPS
The Butler National Agreement is in place until next year, 2014. If the Committee recommends
ceasing banquet operations, current bookings go through the end of 2014.
Manager Niemeyer heard 2 options for next steps: One; a lot of suggestions to put into proposed
master plan RFP, and two; have a Sports Core Committee meeting to discuss priorities the
Committee would like to see completed this year, and for the 2014 budget year, not only just the
master plan but the smaller items /issues addressed.
OTHER ITEMS
Discussion on the results of the survey done by U of I.
Manager Niemeyer stated that at the next Village Board meeting the Board will be discussing the
of the Sports Core debt.
NEXT MEETNG
Prior to the next meeting we will need time to put together the RFP. It was determined that
Manager Niemeyer would send out date options for a future meeting date.
ADJOURNMENT
The meeting was adjourned at 6:18 PM
ATTEST:
David J. Niemeyer
Village Manager
November 7, 2013
Date