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Minutes - 10/19/2021 - Sports Core Advisory Committee Sports Core Advisory Committee Meeting October 19, 2021 4:00pm Upper Level Conference Room & Zoom Call to Order The October 19, 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 4:00pm PRESENT: In Person - John Anos, Jim DePhillips, Melissa Martin and Christy Dolan, Mike Stevens, Kathy Miller, Frank Scarpiniti and Trustee Reddy via Zoom –Lara Barber ABSENT: Mike Jerich IN ATTENDANCE: In Person –Executive Assistant, Connie Reid, Golf Course Superintendent Sean Creed, Finance Director Jason Paprocki, Trustee Michael Manzo, via Zoom – Trustee Larry Herman, Village President Gopal Lalmalani and Director of Public Works Rick Valent Approval of Minutes September 27, 2021 Motion to approve the September 27, 2021 meeting minutes made by John Anos seconded by Melissa Martin. All in favor, no one opposes. Minutes approved. Public Comments There are no public comments. Active Business Bath & Tennis Club Discussion Trustee Herman begins the discussion by saying that Jim Fox has received the data dump of membership information from the Park District. He goes on to say that he was able to take that data and manipulate it into a revenue model, assuming that the membership prices stay the same, he was able to get a revenue projection over $400,000. He would like to keep the prices the same, eliminate the early bird discount, and recapture the members from last year. Trustee Herman goes on to say that he has met with Jim Lezatte, the current Tennis Pro at the Bath & Tennis Club, regarding the tennis operation. Mr. Lezatte is going to provide a list of maintenance and improvements that are needed. They discussed a revenue model and plan for the upcoming year. Mike Stevens shares his insight into the current tennis program and that Jim Lezatte is a good fit for the B&T. Conversation shifts to making sure there is a clear distinction between what the Village is willing to maintain and what Mr. Lezatte would be responsible for. Trustee Herman shares that they would like to convert one tennis court into three pickleball courts, and that Jim Lezatte would like to have a scheduling program in place. There is some question as to whether the Tennis Pro Shop has the ability to take payments for memberships and guest fees. Trustee Herman shares that he and Jim Fox have been working on getting Tyler Technologies Parks and Rec software. He believes that this may solve some of the issues and give the B&T members the ability to do things via a smartphone or computer, the cost for the module would be around MINUTES OF THE OCTOBER 19, 2021 MEETING OF THE SPORTS CORE ADVISORY COMMITTEE OF THE VILLAGE OF OAK BROOK HELD VIA ZOOM AND IN PERSON APPROVED AS WRITTEN ON JULY 6, 2022 $12,500 with a $3,000 annual fee. The approval for the software will be on the BOT agenda at the next meeting. Melissa Martin asks if golf can use the new software also, it is believed that it will not work at the golf course. Ms. Martin goes on to ask why the B&T is getting a new system if the golf course can’t use it. Frank Scarpiniti asks why they wouldn’t look at upgrading the existing system, which works, instead of spending the money on a new system. Conversation ensues regarding the pros and cons of getting a new system vs. using the technology that is already in use. Conversation shifts to pool operations, Trustee Herman shares that Rick Valent will be preparing an RFP for lifeguard operations and for pool maintenance. He then goes on to say that he pulled membership data for the seven Clubs that are in the swim conference with the B&T, and compared membership prices noting that the B&T is by far the least expensive. Trustee Herman would also like to get create a formal job description for a new position that would serve in addition to the lifeguard company at the B&T in an oversite capacity. Larry Herman gives an update on the diving boards, a proposal to rebuild the high dive would be around $20,000, and he is working on getting an estimate as to what the useful life would be on the rebuilt high dive. Melissa Martin shares that the only option is to repair the structure because it is grandfathered in under less a stringent code and a similar structure would not be able to be built under current codes. The starting blocks were part of the Mid America Pool Project and it is unclear if those have been received or what the status is. Trustee Herman goes on to marketing, he would like to see a dedicated B&T website, and he touches upon the brochure and the new Oak Brook magazine. Larry Herman shares that there is a letter in the works that will go out to all B&T members from last season, it will be signed by Chief Kruger and the content will be informational regarding the progress of the B&T. Melissa Martin brings up the food service, and the need for the availability of alcohol and having good service. Soccer Field Management Company Proposal Trustee Manzo starts by saying the management company will operate and not charge any fees to the Village, they will manage the soccer fields, and have an anchor tenant; the company will be responsible for everything including rentals and tournaments. They are guaranteeing the Village over $100,000 per year in profit. They will also pay for field maintenance. It is agreed that the deal should be made without the new soccer fields, because they will not be ready. They would also have use of the soccer building that is currently being leased to the Eclipse. Conversation ensues regarding what the Village has historically made on soccer fields and expenses. Trustee Herman then states that there are also benchmarks which would allow the Village to make more money. Larry Herman gives a small update regarding the Clubhouse Events saying that with the new rental rates and increased commission percentage from Tasty the Clubhouse should be in good shape. Trustee Manzo comments that the Village should not be in the restaurant business, he was very clear about wanting to outsource the food and beverage operation. Golf Course Parking Lot Lights Rick Valent starts by saying that there is no update on the Golf Course parking lot lights except that the Board gave approval at the last Board meeting. He goes on to say that he would like to see this project on the fast track. He then confirms that Burke has done a design, though no one from the Golf Course has seen the design. The committee recommends that Rick Valent share the progress of the project with Sean Creed and Jeff Kawucha. Frank Scarpiniti asks why the bathrooms at the golf course have been removed from the budget. The conversation continues regarding the escalated costs of the remodel of the bathroom due to labor and material rates going up. Rick Valent states that he no longer has employees with the skills needed to do a project like that in house. Larry Herman asks for a consensus from the committee that the Village should move forward with opening and managing the Bath & Tennis Club next season. There is a consensus. He asks about the software also and the committee agrees. Mike Stevens asks Jason Paprocki if the B&T Clubhouse is cash positive. Jason Paprocki confirms that the Clubhouse could be cash positive next year. Adjournment Motion to adjourn the October 19, 2021 meeting of the Sports Core Advisory Committee made by John Anos seconded by Melissa Martin. Meeting adjourned by 5:30pm. ATTEST: ________________________ _____________________ Connie Reid Date Executive Assistant Village of Oak Brook