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Minutes - 09/27/2021 - Sports Core Advisory Committee Sports Core Advisory Committee Meeting September 27, 2021 6:00pm Upper Level Conference Room Call to Order The September 27, 2021 Sports Core Advisory Committee Meeting held via Zoom and live, in the Upper Level Conference Room of Village Hall, was called to order by John Anos at 6:00 PRESENT: In Person - John Anos, Jim DePhillips, Lara Barber and Christy Dolan, via Zoom – Melissa Martin, Mike Stevens ABSENT: Mike Jerich, Kathy Miller and Frank Scarpiniti IN ATTENDANCE: In Person –Executive Assistant, Connie Reid, Public Works Director Rick Valent, Golf Course Superintendent Sean Creed, Finance Director Jason Paprocki, Trustee Larry Herman, Trustee Michael Manzo, Trustee Asif Yusuf and Mr. & Mrs. Frank Trombetta; via Zoom – Interim Village Manager James Kruger Approval of Minutes a. May 19 , 2021 Motion to approve the May 19, 2021 minutes made by Mike Manzo, Seconded by Lara Barber. Voice Vote. Motion Carries. Public Comments There are no public comments Active Business b. Golf Course Parking Lot Lights – Rick Valent Rick Valent begins by saying that the goal is to bid the project so that if the budget is approved they can bring it to the Board at the first meeting in January. And it can be completed before the golf season starts, probably around May. Mr. Valent shares that material delivery has been extremely delayed, but he believes that it could be a 12 to 16 week lead time. He shares that the plan is for 7 lights but none on Golf Drive. Rick Valent confirms that Golf Drive is a Village road. Sean Creed is going to contact Butler National to see if they would have an interest in sharing in the cost of the lights on Golf Dr. He also suggests up lighting on the trees. MINUTES OF THE SEPTEMBER 27, 2021 MEETING OF THE SPORTS CORE ADVISORY COMMITTEE OF THE VILLAGE OF OAK BROOK HELD VIA ZOOM AND IN PERSON APPROVED AS WRITTEN ON OCTOBER 19, 2021 c. Park District Agreement and Alternatives for the Bath & Tennis Club Trustee Herman begins the discussion by confirming that the plan is to end the agreement with the Park District for managing the pool, tennis and soccer fields. He goes on to say that this is a mutual decision. And that there have been discussions with committees, staff and trustees regarding the path to move forward with keeping the Bath & Tennis Club operating. It is no secret that the B&T has not been a money maker partly due to capital improvements. It is his belief that since the bulk of the capital projects are completed, except for the fallout from the failed pool renovation, there is the possibility that the B&T can make money. He would like to put together a plan or at least some options for a plan to continue operating the pool and prepare a budget. He would like to see a model that would include membership price and operation adjustments to make the club viable. Mr. Herman realizes that it will have to be a Board decision as to what viable actually means. He brings up the Sports Core ordinance which states that the Sports Core cannot operate at a loss and whether that means every component makes money or if the Sports Core as a whole makes money. He continues by saying that the Village will be taking over the field rentals, which usually makes money, so the profits from open fields and the golf course should make up for any losses or the Board will have to decide if they are willing to subsidize the B&T for the small number of Oak Brook residents that use the Club. He touches on the need for better marketing and the different components of the running the Club that will need to be addressed. Trustee Manzo addresses the committee by reiterating what Trustee Herman has shared. He continues by saying that the question is whether the Sports Core can be budget neutral, he believes that it can. Talk turns to membership numbers, challenges that the B&T faced this year and whether there should be a cap on memberships. Lara Barber reminds the committee that the Park District shut down memberships, so the number could have been higher. Trustee Herman asks what capacity is. Ms. Barber answers by saying that this year was not a good year to compare anything, there were lots of issues, including the café not being open and the periodic shut downs. Lara goes on to explain the swim conference rules stating that any participants need to have a family membership. Chief Kruger shares that the Park District is claiming a $275,000 loss on the pool operations for the season. Trustee Herman asks for some information regarding the Tennis operation. Mike Stevens explains that the tennis program doesn’t get any credit for memberships even though the pool members use the courts. Larry Herman asks about the condition of the courts. Conversation continues regarding the maintenance of clay courts, the compensation for the tennis pro, annual expenses and improvements that would need to be made in the tennis area. Discussion shifts to tennis court utilization, tennis camps, tennis lessons and the possibility of scanning in for play so that player counts could be accurate. Lara Barber voices her skepticism regarding the Village’s commitment level. She is of the opinion that dedicated staff is needed to run the B&T, not existing Village staff members who are already spread very thin. She shares her experience with lifeguard contractors and the lack of quality. Conversation ensues regarding different management models, programs, the need for full time staff, and possible large increases in prices. Lifeguard safety is the main concern and finding the right management company or manager is paramount. The credibility of the Village is brought up, due to the issues this past season, the need for damage control, and marketing. Trustee Herman would like to set up a marketing committee. Talk shifts back to budget and expenses, Melissa Martin reminds the committee that there are some expenses that won’t go away if the Club closes, they will just be allocated to another department within the Village. Trustee Herman ends the meeting by saying that he now has an outline and the committee needs to move forward and start putting a plan together, and steps to begin a marketing strategy. Adjournment Motion to adjourn made by Mike Manzo, Seconded by Lara Barber. September 27, 2021 meeting of the Sports Core Advisory Committee adjourned at 6:58pm ATTEST: ________________________ _____________________ Connie Reid Date Executive Assistant Village of Oak Brook