GLENCOE PARK DISTRICTREGULAR BOARD MEETING

Tuesday, October 18, 2016 - 7:00pm Takiff Center - Community Hall

Consistent with the requirements of the Illinois Compiled Statutes 5 ILCS 120/1 through 120/6 (Open Meetings Act), notices of this meeting were posted.

Meeting Location: Takiff Center, 999 Green Bay Road, Glencoe, IL 60022

A G E N D A I. Call to Order

II. Roll CallIII. Consent Agenda Items

A. Minutes of September 20, 2016 Regular Board Meeting B. Approval of Surplus Property Disposal Ordinance No. 853 C. Approval of the Bills

IV. Matters from the Public V. Financial Report

VI. 2016 Glencoe Lakefront Report and PresentationVII. Staff Reports

A. BusinessB. Recreation and Facilities C. Parks and Maintenance D. Marketing and Communications E. Safety Committee

VIII. Executive Director Report IX. Action Items

A. Approval of December Regular Board Meeting Date Change B. Approval of the Truth In Taxation Resolution No. 852 C. Approval of the Recommended Health Insurance for Employees

X. Other Business XI. The Board Will Enter Closed Session to Discuss:

A. Purchase or Lease of Real Property 5ILCS 120/2 (c)(5) XII. Adjournment

The Glencoe Park District is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding the accessibility of the meeting or facilities, are asked to contact the Park District at 847-835-3030. Executive Director Email: lsheppard@glencoeparkdistrict.com

III. Consent Agenda Items

Glencoe Park DistrictOctober 2016 Board Meeting

DRAFT

MINUTES OF SEPTEMBER 20, 2016 REGULAR BOARD MEETING GLENCOE PARK DISTRICT

999 GREEN BAY ROAD, GLENCOE, ILLINOIS 60022

The meeting was called to order at 7:00 p.m. and roll was called.

Commissioners present: Staff present: Steve Gaines, President Lisa Sheppard, Executive Director/Secretary Dudley Onderdonk, Vice President Carol Mensinger, Director of Finance/HRLisa Brooks, Treasurer Chris Leiner, Director of Parks/Maintenance Andre Lerman, Commissioner Mike Lushniak, Director of Recreation/Facilities Seth Palatnik, Commissioner Erin Maassen, Manager of Marketing/Comm. Jenny Runkel, Administrative Assistant

Members of the public in attendance who signed in or spoke: Eleanor Black, Michael Covey, Dan Dorfman, Elsabe Drost, Ellie Forman, Kim Hirsch, Lia Imhoff, Jon Katz, Betsy Leibson, David Leibson, Jen Mallamud, Michelle Mulholland, Magda Rauscher, Barton Schneider, Jessica Stockl, Haley Stone, Ashlee Thompson

Consent Agenda: A motion was made by Commissioner Onderdonk to approve the consent agenda items as presented including Minutes of the July 19, 2016 Regular Board Meeting, August 16, 2016 Regular Board Meeting, and Approval of the Bills. Commissioner Lerman seconded the motion. No discussion ensued. Roll call vote taken: AYES: Brooks, Lerman, Onderdonk, Palatnik, Gaines NAYS: None ABSENT: None

Matters from the Public: Betsy Leibson from Friends of the Green Bay Trail spoke about her appreciation that the Park District is partnering with the Friends of the Green Bay Trail for restoration work on a piece of property along the Green Bay Trail and Shelton Park. She also invited the Board to the upcoming Buckthorn BBQ fundraiser on October 6.

Michelle Mulholland, Ellie Forman, Lia Imhoff, and Hailey Stone spoke about concerns regarding recent changes in the Children’s Circle program including, management, infant care, communication, lunch, and classroom divisions. President Gaines directed staff to set up a meeting with Children’s Circle parents.

Financial Report: Director of Finance/Human Resources Mensinger stated we are six months into the fiscal year. The Beach season has seen excellent revenue due to weather and staff. Fall registration without Kindergarten programs, showed a significant reduction in revenue at about $200,000.

2

Camp Report: Director Lushniak along with camp managers Stephani Briskman, Naomi Garvett, and Chris Pietrini gave a presentation on the 2016 Camp Report included in the Board Packet. Commissioner discussion ensued.

Staff Reports: Staff shared additional information not included in their Board Reports.

Director Mensinger stated the budget process for the next fiscal year is beginning. The 2016/17 Legal Calendar was included in the Board packet.

Director Lushniak shared that the Beach had a great season and the Boat House will remain open until October 16. Fall programming has begun. Delinquent boater fees are still being collected.

Director Leiner reported that the Melvin Berlin Park restroom shelter is almost complete and masonry work has been completed on the dugouts. Shade structures, netting, and posts are in place, most of the flat work is done, and the bleachers have been delivered to the site. Clauss is working on the irrigation. Once approved, staff will install sod. At Kalk Park, Liza’s Gazebo paver inlay is installed, the gazebo is partially constructed, the drinking fountain is ready for use, the swing bench is being prepped for installation, and brick pavers will be installed in the rest of the park in the coming weeks. Staff will be installing park signs at Kalk and Veterans this week. Shelton Park punch list items, such as touch up paint, are underway, but the project is otherwise complete. Fall field maintenance has commenced. Takiff facility maintenance shutdown in August included floor replacement, parking lot seal-coat, light bollards replaced with new energy efficient LED models, classrooms painted, and transition of the new infant room. Watts Ice Center is being prepped for the upcoming season. Takiff’s roof custom gutter inlays are in the approval process. The slate was demoed and some rotting wood needed replacement. The clock is being custom manufactured. The ELC roof was completed during the facility maintenance closure.

Manager Maassen had no further information to add to her report.

Executive Director Report: Executive Director Sheppard described the Doggie Dip with over 100 dogs attending along with over 400 humans. We are promoting Unplug N Play utilizing exciting events including a Step Challenge, Find the Logo Scavenger Hunt, trail maps of existing trails, and Unplug into Outdoor Fitness. At the Phil Thomas Playground Grand Opening today were family and community members who knew Phil and appreciated the opportunity to remember and honor him. Kalk Park & Liza’s Gazebo Grand Opening is Friday, November 25 at 3:00pm. We are taking advantage of the opportunity to have Liza’s classmates attend, who will be town for their 20th reunion. The rededication will include a band, petting zoo, and more followed by the Village’s Tree Lighting and the Watts opening. The Summer Staff Survey showed us ways to improve internal customer service and training. Following the start of District 35’s full-time kindergarten, we did see a revenue increase in our after-school program. The location for our before and after school program was changed to Watts Ice Center based on parent input.

3

Discussion occurred to change the December Board Meeting from the 20th to the 13th.Action for approval would occur at the October Board Meeting.

Action Items:

Approval of the FY2017/18 Master Plan Capital Projects: Special Projects & Facilities Committee Chair Lerman gave a summary of the discussion held at the last Committee meeting. A motion was made by Commissioner Lerman to approve the FY2017/18 Master Plan Capital Projects as presented. Commissioner Brooks seconded the motion. No discussion ensued. Roll call vote taken: AYES: Brooks, Lerman, Onderdonk, Palatnik, Gaines NAYS: None ABSENT: None

Other Business: There was no other business.

Adjourn: Commissioner Palatnik moved to adjourn the meeting at 8:13 p.m. Commissioner Lerman seconded the motion, which passed by unanimous voice vote.

Respectfully submitted,

Lisa M. Sheppard Secretary

GLENCOE PARK DISTRICT ORDINANCE No. 853

AN ORDINANCE DECLARING AS SURPLUS AND AUTHORIZING THE SALE OR OTHER CONVEYANCE OR DISPOSAL OF SURPLUS PERSONAL PROPERTY OF THE

GLENCOE PARK DISTRICT, COOK COUNTY, ILLINOIS.

WHEREAS, the Glencoe Park District, Cook County, Illinois (“Park District”) owns personal property used in connection with the operation of the Park District and described as follows:

Asset Tag Description Serial Number Ranger Products Tire Machine Model R745 #00773

A20040038 Vehicle Lift Model SM0123-10 #JCL04L0008 Center Lifting Module Model RJ6000 #JDZ06H0161 Center Lifting Module Model RJ7000z #KHW07K0522 Towable Arc Welder Auto Arc Model P216GI11077C #D913788541 Towable Roofing Air Compressor Maibo Model X04E #I18604

hereinafter known as the “Property”; and

WHEREAS, pursuant to Section 8-22 of the Park District Code (70 ILCS 1205/8-22)(“Code”), every park district is authorized to sell or convey any personal property that in the opinion of three-fifths of the members of the Board of Park Commissioners then holding office is no longer necessary, useful to, or for the best interests of the park district, in any manner that they may designate and with or without advertising; and

WHEREAS, the Board of Park Commissioners of the Park District (“Board”) has reviewed a staff report finding that the Property is no longer necessary, useful to or for the best interests of the Park District and recommending to sell or otherwise convey in the following manner: to trade, otherwise convey, or dispose.

NOW, THEREFORE, IT IS HEREBY ORDAINED by the Board of Park Commissioners of the Glencoe Park District, Cook County, Illinois, as follows:

Section 1. The Board finds that all of the recitals contained in the preamble to this Ordinance are true and correct and does hereby incorporate them in this Ordinance by this reference.

Section 2. The Board finds that the Property is no longer necessary, useful to or for the best interests of the Park District and declares it to be for the best interests of the Park District and its residents to dispose of in the following manner: by trade in subject to the execution by the purchaser of an appropriate instrument whereby the purchaser acknowledges that the purchaser is purchasing the Property used, as is, without any warranties of any kind whatsoever, assumes all liabilities in connection with the Purchaser’s use of the Property, and releases, indemnifies and holds harmless the Park District and its park commissioners, officers and employees against and from any and all such liabilities or by trade in, or disposal.

Section 3. The Board authorizes and directs the Executive Director of the Park District to take such action necessary to sell, or otherwise convey or dispose of the Property as herein authorized.

Section 4. This Ordinance shall be in full force and effect after its adoption as provided by law.

Adopted this 18th day of October 2016 by the affirmative roll call vote of three-fifths of the members of the Board of Park Commissioners as follows:

Ayes: Nays:Abstentions:Absent:

Seth Palatnik, President Board of Park Commissioners Glencoe Park District

ATTEST:

Lisa M. Sheppard, Secretary Board of Park Commissioners Glencoe Park District

STATE OF ILLINOIS ) ) SS

COUNTY OF COOK )

SECRETARY'S CERTIFICATE

I, Lisa M. Sheppard, do hereby certify that I am Secretary of the Board of Park Commissioners of the Glencoe Park District, Cook County, Illinois, and as such official, I am keeper of the records, ordinances, files and seal of said Park District; and,

I HEREBY CERTIFY that the foregoing instrument is a true and correct copy of Ordinance No. 853:

AN ORDINANCE DECLARING AS SURPLUS AND AUTHORIZING THE SALE, CONVEYANCE OR DISPOSAL

OF SURPLUS PERSONAL PROPERTY OF THE GLENCOE PARK DISTRICT, COOK COUNTY, ILLINOIS.

adopted at a duly called Regular Meeting of the Board of Park Commissioners of the Glencoe Park District, held at Glencoe, Illinois, in said District at 7:00 p.m. on the 18th

day of October 2016.

I DO FURTHER CERTIFY that the deliberations of the Board on the adoption of said ordinance were conducted openly, that the vote on the adoption of said ordinance was taken openly, that said meeting was called and held at a specified time and place convenient to the public, that notice of said meeting was duly given to all of the news media requesting such notice, that said meeting was called and held in strict compliance with the provisions of the Open Meetings Act of the State of Illinois, as amended, and with the provisions of the Park District Code of the State of Illinois, as amended, and that the Board has complied with all of the provisions of said Act and said Code and with all of the procedural rules of the Board.

IN WITNESS WHEREOF, I hereunto affix my official signature and the seal of the Glencoe Park District at Glencoe, Illinois this 18th day of October 2016.

Lisa M. Sheppard, Secretary Board of Park CommissionersGlencoe Park District

[SEAL]

V. Financial Report

Glencoe Park DistrictOctober 2016 Board Meeting

Glencoe Park DistrictMonthly Financial AnalysisSeptember 2016

As of As of As of9/30/2014 9/30/2015 9/30/2016

Recreation Department - ProgramsRevenues 2,476,691 2,627,436 2,469,033Wages (334,476) (368,439) (402,471)Contractual (1,039,557) (1,041,712) (919,325)Supplies (58,412) (60,690) (60,989) Net Surplus 1,044,246 1,156,595 1,086,248

Day Care DepartmentRevenue 460,613 429,541 511,149Expense (346,246) (356,297) (410,316) Net Surplus/(Deficit) 114,367 73,244 100,833

Beach DepartmentRevenue 313,455 258,971 323,837Expense (263,929) (182,709) (204,479) Net Surplus/(Deficit) 49,526 76,262 119,358

Boating DepartmentRevenue N/A 60,853 95,464Expense N/A (83,469) (80,382) Net Surplus/(Deficit) N/A (22,616) 15,082

Beach/Boating Department Total: 53,646 134,440

Watts DepartmentRevenue 4,551 5,057 1,037Expenses (79,422) (77,487) (72,973) Net Surplus/(Deficit) (74,871) (72,430) (71,936)

G & A (Administration)Revenue (excl G&A Tfr) 14,920 16,815 17,170Expense (536,822) (577,007) (619,583) Net Surplus/(Deficit) (521,902) (560,192) (602,413)

Parks DepartmentRevenue 7,217 8,623 19,863Expense (533,154) (597,823) (609,084) Net Surplus/(Deficit) (525,937) (589,200) (589,221)

Rec-Admin/Takiff DepartmentRevenues 1,041,829 1,050,356 1,086,324Expenses (1,170,101) (1,625,130) (1) (1,243,138) Net Surplus/(Deficit) (128,272) (574,774) (156,814)

(1) Due to $700,000 interfund transfer to Master Plan Capital Fund 69.

VI. Lakefront Report

Glencoe Park DistrictOctober 2016 Board Meeting

10/18/22016

2

AN

The foll2016 ope

01

NNU

lowing doceration of t

6 GLAUA

cument provhe Glencoe

GLAKEAL R

vides a sume Boating B

ENEFROREP

mmary andBeach and S

COON

POR

d analysis oSwimming

OE NT RT

of the Beach.

1

TABLE OF CONTENTS

Introduction ............................................................................................................................................................................ 2

Facility Improvements .......................................................................................................................................................... 2

Marketing .......................................................................................................................................................................... 3-4

Staffing and Training ...................................................................................................................................................... 4-6

Swimming Beach Operation ........................................................................................................................................ 7-11

Boating Beach Operation .......................................................................................................................................... 12-16

Special Events .............................................................................................................................................................. 16-17

Feedback and Survey Results ................................................................................................................................... 17-18

Financial Review and Future Planning ........................................................................................................................... 19

Appendices

Appendix A – Financial Data ................................................................................................................................... 19-22

Appendix B – Pricing Comparisons .......................................................................................................................... 23-24

Appendix C – Marketing Samples .......................................................................................................................... 25-26

2

INTRODUCTION Glencoe Beach is one of the premier lakefront facilities on the north shore region of Chicago on Lake Michigan. The beach sits below a towering bluff and spans almost a quarter mile of shoreline. The beach is accessible by two access roads leading down the bluff as well as a flight of stairs from the “halfway house” which acts as a check-in point for guests when a cashier is staffed. Glencoe Beach is comprised of the south side of the beach featuring a swimming area and beach house and the north end, which features boat storage as well as a boat house. The beach is divided by the Glencoe Public Works Water Plant.

In 2016, a revitalized focus was placed on a number of areas of beach operation including revenue collection, facility cleanliness, patron safety, and customer service. New Beach and Watts Facility Manager, Bobby Collins, as well as new Director of Recreation and Facilities, Mike Lushniak, took a fresh approach at beach operations and were able to work with agency leadership and Parks staff to implement a number of changes and improvements that significantly improved the operation as well as resulted in a better experience for beachgoers.

FACILITY IMPROVEMENTS Prior to the start of the season, a multitude of upgrades were made to the swimming beach, beach house, and boat house. At the swimming beach, all trash receptacles were replaced with a new side opening door can that aided staff in emptying the trash with less effort, therefore increasing the frequency that cans were emptied without needing additional staff time. Other upgrades of note include construction of a staff break and training area in the back room of the beach house, sand blasting and painting of the pier rails, newly constructed paddle board racks, and cashier carts. Other upgrades and repairs included:

Replacement of all existing outdoor light fixtures on the beach house, hallway house, and boat house with new LED fixtures Installation of cooler water fountains in the boat house and beach house eliminating bottled water for staff consumption Installation of new BBQ grills Replacement of faucets in women’s locker room Repairs to a broken water pipe in the men’s locker room Replacement of the beach house water heater Minor masonry repairs to the halfway house, stairs, and overlooks Tree trimming on the bluff and overlooks Painting the interior of the beach house Painting the exterior of the boat house

Painting the boat house floor Removal of eight dead ash trees on the boat house bluff Repairs to the fountain spray toy system Repairs to the portable toilet enclosure fence Installation of new signage Expanded plantings on the boating and bathing beaches Addition of a new park bench to act as a waiting station for the beach cart Both volleyball nets were replaced Structural repairs to the large beach trellis and replacement of rotted boards in the small trellises Installation of wallet lockers in the beach house for boating equipment daily renters

New improvements in operational-maintenance included hiring a dedicated beach custodian, additional use of the beach cleaner as conditions allowed, and the purchase of a vacuum optimized for cleaning sand in the locker rooms.

3

MARKETING

Traditional Marketing Staff included beach articles and information in the Spring/Summer Brochure, the summer Glencoe Quarterly issue, and the Summer Sampler, our 4-page mailer to residents. Information on pass sales, special events, and classes was also promoted on Park District TVs, flyers, posters, website, special events, and on signage at the beach.

Glencoe Beach was in the news a number of times. In addition to the Glencoe News and Glencoe Anchor, the beach was mentioned in Time Out Chicago, Crain’s Chicago Business, Daily North Shore, and Hula Frog. We also purchased ads in the Chicago North Shore Convention and Visitor Bureau Visitor’s Guide as well as a targeted ad in the Chicago Botanic Garden seasonal magazine.

Signage Staff focused on making the rentals and beach services more prominent at the beach this year. In addition to moving the paddle boards and kayaks to the bathing beach, staff added 12 new signs promoting Trellis rentals, sailing classes, kayak/sailboat/paddle board rentals, and sun shelter rentals. In addition, a significant number of informational signs were replaced. This was done to update pricing and date information, as well as to create a uniform identity in accordance with our branding standards.

Social Media On social media, we focused on the visual beauty of Glencoe Beach. Utilizing Facebook, Twitter, Instagram, and Pinterest, we worked to curate user content and share stunning images of Glencoe Beach. The content is curated throughout the year, with a greater focus on sharing in the months leading up to the official start of the season. On Pinterest, we re-pinned images from engagement/wedding/family photos at Glencoe Beach, as well as beautiful images of sunsets and trips to the lake, reaching an average of 1,181 viewers per month.

In addition to the Glencoe Park District’s general Facebook page, Glencoe Beach has its own business page. To date, the page has 1,168 likes (up from 823 in May). On a daily basis, the page is tagged with people’s beach photos and check-ins. The page has also become a customer service channel, with Facebook users opting to use the private message service to inquire about beach conditions and rental services.

On Instagram and Facebook, we shared user’s images on a weekly basis, generating more likes and fulfilling the very social nature of social media. On Twitter, we shared people’s comments about events and activities on the Beach, earning an average of 6,875 impressions per month during the summer (and 1,200% increase in mentions).

On Facebook and Instagram, we also invested in a lead generation advertisement designed to collect email addresses. The advertisement used a series of 4 images; when clicked on, users got to a form to stay in touch with Glencoe Park District. The paid ad reached 5,944 people, resulting in 212 clicks. We also used promoted posts to promote token sales, special events, job opportunities, rental deals, and general beach promotion.

As a direct result of our social media marketing efforts, traffic to our website directed from social media increased 151% compared to last summer.

4

Online Marketing Staff sent twelve targeted email blasts to promote early bird pass sales, general beach passes, sailing lessons, beach fitness classes, beach rentals, and special events. Our emails went to approximately 4,300 residents and typically received a 30% open rate.

During the season, the beach landing page on our website receives the highest amount of traffic. Unique page views increased 13.43% this summer, with over 32,994 visitors to the beach’s webpage from May-September. We used Google AdWords to drive paid search traffic, specifically targeting popular keywords like “best beaches”, “park district”, “Chicago public beaches”, “lake Michigan beach”, etc. The ad was viewed by 37,088 people, resulting in 656 website clicks and 38 phone calls to the beach.

Once again, a Groupon was offered for kayaking/paddle boarding at the beach. This is the third year we offered the deal, and we can start to see some trends. The deal generated $3,054.40, which is a significant increase from $1,524.58 we earned in 2015. The deal is intended to generate awareness outside the Glencoe community of our rental offerings, which it successfully did. The number of online impressions increased this year by over 100,000, which includes users seeing the deal on Groupon’s email blasts, mobile app, and website.

Groupons Sold Redeemed Revenue Impressions

2016 184 95 (52%) $3,054.40 356,000

2015 105 29 (28%) $1,524.58 253,055

2014 79 21 (26%) $1,188.73 158,134

STAFFING AND TRAINING

Staffing Seasonal summer beach staffing continues to be an industry-wide issue on the North Shore, with many facilities struggling to recruit staff with high-level qualifications. A total number of 44 employees were hired in 2016 compared to 55 in 2015. Of that group, 22 of those employees were returning while 20 were new to the Park District. With the difficultly of hiring, a focus was placed on increasing the flexibility of staff. As a result, 23 staff members were cross trained in multiple jobs and were capable of working two or more positions at either beach. Due to the cross training, major staff shortages were not experienced during the regular season. This was a positive resolution considering staffing levels were 20% lower than 2015. There was no tangible increase in labor costs due to the labor shortage.

050,000

100,000150,000200,000250,000300,000350,000400,000

2014 2015 2016

Online ImpressionsFrom Groupon's Email, Website, & Mobile App

Impressions

5

Staffing Levels by Position Total

Staff Operations Manager

Beach/Boat Manager Lifeguards

Beach Services

Boat Guards

Sailing Instructors

2016 44 1 9 26 15 25 7

2015 55 2 8 14 12 13 6

Net -11 -1 +1 +12 +3 +12 +1

Cross training and job rotation also improved staff morale by reducing fatigue and developing new skills. A notable improvement in lifeguard moral was noted when they worked additionally as boat guards. An improvement in communication between the boating and swimming beach was also observed by supervisors on both beaches.

Training Lifeguard Training

In addition to successfully completing the Red Cross class, the guards underwent 25 hours of preseason training. During the training, guards were required to pass a 550-yard open water swim, performed active and passive victim rescues, respond to various emergency situations including a “Code Adam” and performed deep water line searches.

During on-land training, emergency action plans, bloodborne pathogen training and operating protocols were discussed in detail. Training was led by Bobby Collins and Jack Dittrich, who are Red Cross Lifeguard Instructors.

Beach operations Assistant Manager Jack Dittrich also ran two internal Red Cross classes for new lifeguards, one in May and a second class in July. The July class produced 6 new guards, which was a great addition to the team at a time when the water is busiest and lifeguards are in high demand.

Boat House Training

Boat guards and sailing instructors completed 25 hours of preseason training. The focus of training was powerboat driving, rescue techniques, customer service expectations, policies and operating procedures. Additionally, 10 staff completed a 16 hour US Sailing “Safe Powerboat Handling” and “Safety and Rescue” course, which was run by Bobby Collins. This training course is recommend by PDRMA and is a Coastguard recognized qualification. Any staff member who operates a Park District motorized vessels must complete the course.

Five sailing staff obtained or renewed US Sailing instructor qualifications. The program is a 40 hour training course that focuses on running safe sailing classes, developing teaching skills and creating a fun learning environment for students. This qualification is required for our head sailing instructor and strongly encouraged for all sailing staff.

B

Bth

M

AMTsr

I

Wa

Beach Service

Beach serviceraining. A sighighest level o

Manager Tra

A new managMike LushniakThe focus of tstaffing conflireflect the dil

n-Service Tra

Weekly lifegaudited by b

Life

es Training

es staff engaggnificant focuof customer s

ining

ger training wk conducted lthe training wicts. Customeigent work o

aining

uard trainingeach manage

eguards

ged in 12 hous was placedservice to bea

was developeeadership an

was to develor service expf the staff to

gs were conders on a regu

Bea

Beach AssistanMaangers

CashiersAttendants

urs of presead on improvinachgoers.

ed this year tnd customer sop leadershippectations we improve cust

ucted to keepular basis wit

ach Orga

nt

Ca

ason procedung facility cle

to improve cuservice traininp skill in manaere a core eletomer experi

p guards shath simulated r

anization

Beach Manager (Bobby Collins)

Beach OperationAssistant Manage

(Jack Dittrich)

rt Drivers

ural, policy, seanliness, reve

ustomer serving for all beagers and heement and thiences at the

arp during therescue scenar

nal Char t

r

ns er

B

Harbor Guar

safety, and cuenue collectio

ce both interach and boaelp them troue end of seabeach.

e season. Gurios.

Boathouse AssistantMaangers

rds Sa

ustomer servion, and provi

nally and exat house manableshoot comson survey re

uards were a

t

ailing Staff

6

ice iding the

xternally. agers.

mmon esults

also

7

SWIMMING BEACH OPERATION

Swimming Beach Overview The swimming beach is staffed from Memorial Day to Labor Day. Outside of those dates the beach is still accessible to the public, but visitors are not charged and lifeguards are not staffed. The swimming beach uses the Paul and Ada Safran Beach House as its hub. This facility features men’s and women’s changing rooms, a customer service desk, manager’s office, staff break room, maintenance closet, and a concession stand which is contracted out to local vendor, Little Red Hen. The swimming beach also features a designated swimming area, a playground in the sand, a large trellis and five sun shelters available to rent, two volleyball nets, a pier, and a boardwalk.

Daily Operations and Usage Dates and Hours of Operation

Preseason: May 28-30, June 3-5 (10:00am-8:00pm)

Regular Season: June 6-July 31 (10:00am-8:00pm)

Post Season: August 1-21, August 27-28, September 3-5 (10:00am-7:00pm)

*Glencoe Beach is CLOSED July 4

During the preseason, all areas of beach operations were examined. Looking back at the 2015 season and survey results, improving customer service, increasing revenue collection, and cleanliness of the beach and beach house were identified as operational priorities for 2016.

Customer Service

Weekends and holidays are traditionally high traffic days for the swimming beach. To improve the quality of customer service, on weekends a front desk cashier was added to the beach house. This position increased the level of customer service by reducing the number of different staff interactions necessary to help the customer. In previous years, lifeguards would attend the front desk for 30 minutes and would then rotate to a different area of the beach. Customers would end up interacting with multiple guards and become frustrated with miscommunications and a lack of continuity.

After Labor Day, the beach house was opened almost daily to accommodate beach goers. The bathrooms were accessible, but no staff was on site. On weekends with nice weather, an attendant would maintain the beach house. Positive feedback was received by many patrons for having access to the restroom during this time of year when this facility is usually closed.

Facility Cleaning

During peak times, cleanliness of the bathrooms, trellis, and sun shelter were identified as areas needing improvement. Beach services and supervisors made a diligent effort to ensure that these areas were attended to on a more regular basis and noticeable improvements were noted by patrons.

8

After the beach closes at 8:00pm during the regular season, many patrons would remain on the beach until 10:00pm when they were required to leave. To increase beach cleanliness, the Parks Team initiated early morning beach grading and cleaning to ensure that the beach was ready for residents and patrons who utilize the facility early in the morning and that the beach was ready for daily opening.

New garbage cans were purchased and installed for the beach and sun shelter areas. These garbage cans not only improved the esthetic look of the beach, but also improved the ability of staff to remove garbage when full. Staff no longer lifts the bags over the top of the can, but rather removes the full bag from the side of the can.

Revenue Collection

The geographic positioning of the halfway house and public roadway has proven to be a challenge in maximizing the collection of daily admission to the beach. When big groups gather around the cashiers it potentially leads to patrons gaining entry to the beach without paying or causing patrons not to understand where to purchase admission. To utilize revenue collection, two new cashier carts were built by the parks team. The carts were built with an awning to offer sun protection to staff and the carts were housed in cedar paneling to increase their aesthetic appeal.

Cashier schedules were changed mid-season to increase coverage during busy periods such as weekend afternoons, while reducing staffing during quiet weekday mornings. This increased customer service standards and revenue collection while remaining budget neutral.

Although difficult to quantify, it is believed that due to these changes, there was a considerable increase in daily admissions. Staff immediately noticed an improvement in traffic flow and revenue collection. Additional revenue collection methods and collection of patron usage information using technology, while streamlining the payment process, are being investigated for the 2017 season.

Private Fitness Classes

Private fitness businesses utilizing Glencoe Beach facilities are now required to purchase a season permit at a cost of $75 and must produce a Certificate of Insurance. This was implemented to formalize relationships with local fitness businesses and reduce the potential liability to the Park District. Two permits were filed this summer and staff will continue to be vigilant with the enforcement of these permits.

Outside Camps and Swim Testing

Visiting camps love coming to Glencoe Beach and often comment on their positive experience. Statistically, camps visiting a beach facility increase the risk of potential rescues and other emergencies at that facility. To improve the level of safety, management staff worked with PDRMA to develop operating standards necessary to ensure camper, counselor, and staff safety. A revised camp check-in form was developed and implemented. All camps, both internal and external, were required to check in with the manager on duty for each visit to the beach. This ensures that campers, counselors, and staff are aware of facility rules, swim test procedures, and any potential safety concerns from weather, water, or high risk patrons.

9

Lifeguards and supervisors were trained in the new swim test wristband coloring system recommended by PDRMA. The yellow band (identifying weak swimmers) has been removed. Swimmers are identified as swimmer (green band) and non-swimmers (red band). Swim tests were only administered to Glencoe Park District camps. External camps were required to pre-swim test their campers and maintain accurate lists of swimmers and non-swimmers.

Swim Area

This year the width of the swim area was increased by roughly 50%. Three long white buoys define the swim area, which was 50 feet into the lake and spanned 175 feet of sand. This designated space has proven to be more than adequate in accommodating swimmers on even the busiest of days and still provides a 40 second response time to the farthest corner of the swim area by our lifeguards. The size of a swim area is tested each year to ensure Glencoe Park District lifeguards can meet PDRMA requirements.

Water Testing

The swimming beach was closed seven days in 2016. This was due to a combination of high bacteria closures, bad weather, and dangerous surf. This is an improvement over 2015’s nine closures due to high bacteria.

2016 Beach Closure Log

Closures 6/7 6/23 6/24 7/21 8/12 8/21 8/27

Reason High Surf High Surf High Bacteria Storms Storms High Bacteria Storms

A high bacteria count is difficult to predict and unfortunately the testing methods currently used to test for bacteria takes 24 hours to complete. This is the current testing method required by the Illinois Department of Health. Staff has continued to stay current with the Lake Michigan Federation, the Illinois Department of Public Health, the U.S. and Illinois Environmental Protection Agency, as well as the Metropolitan Water Reclamation District in order to share information on new methods for water testing and to prevent closures.

The water was closed twice in 2016 due to water quality issues. The table below reviews weather and water condition before and during the closure of the water due to high bacteria. It is more likely that high levels of bacteria are observed after heavy rain or beach hazards. The bacteria count threshold is 235, at which point the water is closed for the day. The beach may remain open, but patrons are not permitted in the water.

History of Beach Closures (bacteria) by Season 2016 2015 2014 2013 2012 2011 2010

High Bacteria Closures 2 9 11 7 8 22 7

Note: In accordance with the grant for water testing, the District is required to have water test results before the facility opens to the public.

10

Beach Risk Management and Lifeguard Audit The safety of swimmers and boaters at the Glencoe Beach is a top priority. Staff invests countless hours ensuring the safety of the facility, equipment, and water as well as dedicating numerous hours to development, training, and implementation of safety policies, processes, and procedures. The Park District Risk Management Agency (PDRMA) provides a set of operating standards and safety recommendations for both swimming beaches and boating beaches. Staff reviews those guidelines well in advance of the season then translates them into trainings, facility set-up, and operational manuals to ensure they are implemented throughout the season. Areas that were addressed before this beach season included the distance that rescue boats could safely assist boaters before the coast guard needed to be called and the size of the swim area, which was able to be expanded, but still meet safety standards of PDRMA and Red Cross.

PDRMA was on-site for a visit on July 28. The PDRMA representative for the Glencoe Park District met with staff to review the beach operation as well as to review processes and make recommendations to enhance safety practices even further. During the meeting, staff received praise for detailed and consistent documentation including facility checklists, training logs, and camp procedures. Beach staff had placed a focus on improving swim testing and rule overviews for camps visiting the beach as it had been an area of weakness in the past. It was also noted that boat house operations have been standardized aligning with PDRMA recommendations and equipment was well maintained.

Because the Red Cross does not visit sites and provide lifeguard audits, PDRMA offers a program where another lifeguard certification company, Jeff Ellis and Associates, will provide an audit of the lifeguards to ensure they are well trained to proactively prevent emergencies before they occur or respond appropriately in the event of emergency. This summer, the beach was audited on July 16. Staff was secretly videotaped while scanning the water so that a realistic representation of that skill could be captured. Staff was also asked to perform skills like first aid and a simulated CPR scenario. Staff performed admirably during this audit and received an overall score of “satisfies industry standards”. Areas of improvement that were noted included ensuring proper sun protection for staff.

Rentals

Trellis Rentals

The trellis is a covered outdoor structure located on the south side of the Safran Beach House. The trellis is available for rent daily during the beach season from 5:00-10:00pm to both residents and non-residents. It typically can hold 75-100 people. Peak rental times are Saturday and Sunday evenings in July and August. The Park District uses the area for special events including the Beach Campout and At the Beach with Dory.

Typical parties that rent the trellis are birthdays, weddings, family reunions, church groups, and corporate functions. The rental price for the trellis includes admission to the beach for up to 75 guests. The beach house and trellis are staffed with two attendants for the duration of the rental, who keep the facility and restrooms clean during the party. For an additional fee, patrons can pay for a staff member to operate the golf cart for the evening to transport their guests after the beach closes. Parties are eligible to purchase an alcohol liability insurance policy for $175. Approximately 50% of parties purchase the alcohol permit.

In 2016, the trellis was rented 26 times generating $9,986 compared to 19 times for $6,924 in 2015.

11

Sun Shelter Rentals

Five sun shelters are located on the north side of the beach house between the stairs and ramp. There are four 12 person shelters and one 24 person shelter. They are available to rent in three hour increments. Reservations can be taken in advance and walk-ins are subject to availability. Staff is investigating the ability to reserve shelters online for the 2017 season.

The shelters are generally rented for small family gatherings or birthday parties. Each sun shelter is equipped with its own grill. Renters are responsible for bringing their own grill supplies and food. Alcohol is not allowed in the shelters. Rental of a shelter does not include admission to the beach. A group admission rate of $5 per person is available to parties of 10 or more.

Advanced reservations are only available to residents on Memorial and Labor Day. The resident rates are $15 and $25 for residents compared to $30 and $50 per time slot for non-residents. Peak rental times are generally Saturday and Sunday in July and August. Internal and external camps use the shelter on weekday visits to the beach.

In 2016, sun shelter revenue was $8,112 compared to $5,771 in 2015. This can be contributed to the increase in beach visitors due to the exceptional weather.

Equipment Rentals

To further improve the level of customer service and satisfaction, new beach rental equipment including chairs, umbrellas, and volleyballs were purchased. The operational process to rent equipment was examined and redesigned. New rental signs and visibility of the equipment led to being sold out on busy days. Both chairs and umbrellas were popular. During periods of windy weather, umbrella rentals were suspended as damage to umbrellas would occur. Different types if umbrellas and shades/tents will be investigated for the 2017 season. Other beach equipment such as “baggo” and other games will be examined.

Patrons can rent chairs for $4, umbrellas for $3, or $6 for both. Revenue from beach rentals this summer was $2,617 compared to $686 in 2015.

12

BOATING BEACH OPERATION The boating beach opens in early May each season and operates into mid-October. Patrons are able to store their boats on the boating beach for a fee both in-season and during the winter. Boats that are stored include Hobie Catamarans, Lasers, Barnetts, Sunfish, kayaks, and paddleboards. Larger boats are stored on the sand in designated spots, whereas smaller crafts are stored in racks. The Pearlman Boat House consists of a manager’s office, restrooms, storage areas, and as a place where boaters can congregate, regattas can be organized, or sailing lessons can be held. The Glencoe Park District rescue fleet is also stored in the boat house. The boating beach and the swimming beach are connected by a lake rental hut. The boat house staff organizes the rentals of sailboats, catamarans, kayaks, and paddleboards. Boat house staff also assist boaters in moving, rigging, and repairing their boats as well as offering boater assistance up to one mile out into the lake.

Boat Storage As with most other beaches in North Chicago, sand erosion is a continuing problem on the boating and swimming beaches. In addition to sand erosion, Lake Michigan water levels are elevated. With this water height, the number of sand spots has been reduced by approximately 10 on both beaches. Currently there are no available sand spot to new boaters. Looking towards 2017 boat storage, the beach is at full capacity. Staff will be identifying ways to increase storage for stand up paddle boards and other vessels as necessary.

Given the need for storage, optimizing boat storage and organizing the existing boats on the beach was identified as an operational priority for the boating beach. The number of abandoned boats and equipment has been falling, but a big push was made in the spring to remove additional abandoned property. The boat house, sail tubes, and storage barns were completely cleared out and cleaned. The number of abandoned boats and kayaks has been reduced to two catamarans and two kayaks. All other boats are fully paid for summer storage. Staff has sent out winter storage forms and has started to collect and process them.

To prevent delinquent boat issues in the future, a new data collection and boat identification process was designed. A paperless master grid was created and is stored on the cloud for controlled access and version control. Important information such as model and color of boat, serial number, and unique features are now being collected. Lockers and sail storage numbers are now being tracked and linked to specific boats and owners on the grid.

Similar to the swimming beach, revenue collection was a focus of staff going into the season. Revenue for boat storage is up $12,000 compared to last year. This can be attributed to the attentiveness of staff regarding boater storage.

Boat Rental Spaces by Boat Type Kayaks SUPS Lasers/Sunfish/Others Catamaran Total

Spots Occupied 49 34 9 66 158

Spots Available 5 0 on SUP rack 5 0 10

13

Daily Operations Daily hours for rescue fleet, getting boats for guests, rental hut, boater assistance, surveillance, cooperation with coast guard, assistance limits (distance and weather), regattas

Dates and Hours of Operation

Preseason Hours: May 7-June 5 Saturday, Sunday, and Memorial Day 11:00am-6:00pm

Regular Season Hours: June 6-August 14 Monday-Thursday 11:30am-7:30pm & Friday-Sunday 10:00am-8:00pm July 4 10:00am-6:00pm

Post Season Hours: August 20-October 16 Saturday, Sunday, and Labor Day 11:00am-6:00pm

Rescue fleet

The Park District maintains three support boats, two inflatable Zodiac motorboats and one Jet Ski. These support boats are used for rental and boater assistance, sailing classes, and other various beach maintenance tasks. All three boats are stored inside the boat house and launched as needed. A winch retrieval system is used to bring them back to the boat house.

The smaller grey Zodiac had its 9.9hp engine replaced during the season due to reliability issues. It was replaced with a new 9.9hp Mercury engine. The old engine was rebuilt and will be kept as a backup motor to ensure maximum uptime for the fleet.

The red Zodiac experienced 100% uptime during the season. No mechanical issues were observed.

The Jet Ski was not used continuously during the season as it does not meet our current needs for programming or boater assistance. Jet skis have a low load capacity and hence are not suitable for assisting sinking or distressed boaters.

Before the 2017 season, a long term capital replacement review will be undertaken to ensure that a safe and effective fleet is maintained. Government purchasing alliances and Government pricing vendors will be contacted to ensure pricing is competitive for future capital purchases.

Boat Valet, Boater Assistance, and Safety

The boat house is staffed with boat guards and a manager. Boat guards maintain the boat house and beach; they offer boater and rental assistance while maintaining surveillance and a boat valet service. This valet service helps boaters move their boats to and from the water. Catamarans are heavy and two or more people are needed to move them. This valet service is highly valued by boating beach patrons.

In 2016, there was exponential growth in kayak and paddleboard rentals at the beach. Additional duties were placed on boat guards as a result. Operating procedures were altered during the season to maintain great service to patrons. The boating beach shoreline has also experienced increased traffic from active boaters and increased rentals. Ways to optimize shoreline space and increase the safety of patrons launching from the beach are being explored.

14

Boater assistance is a high priority for boating beach patrons. Boat guards maintain surveillance for boaters only within the sailing boundary. That boundary stretches north to south from Tower Road Beach to Highland Park Beach, and east of Glencoe Beach one mile or line of sight. That one mile is signaled by a marker buoy placed one mile east of the boat house. If boater assistance is required for a boater outside of the boundary, boat guards will call the Coastguard to assist the boater. The Coastguard was notified and assisted with two incidents in 2016.

Safety training and the safety of patrons is of the highest priority. Boat guards are trained in boater assistance through a 16 hour US Powerboating program (Safe Powerboat Handling and Safety and Rescue). Staff consistently receives in-service training. Beach facility manager Bobby Collins is a US Sailing powerboat instructor and sailing instructor trainer. Bobby conducts the majority of the safety training.

Regattas

Glencoe Boat Club co-hosted a three regatta series that constituted the George Cup. The boat house provides staff and equipment necessary to run the regattas, including race officials, racing marks, safety boats and drivers. A fourth regatta called the Golden Lifejacket was added to the schedule after the completion of the George Cup. A long distance format was chosen to entice new boater to participate. The average attendance of each regatta was between 10 and 15 boats. After each regatta, social events were held at the boat house. Feedback from competitors was very positive. Staff was praised for their organization and professionalism in running the events.

Kayak, Paddleboard, and Sailboat Rentals Providing patrons with access to enjoy the water improves the beach experience and attracts new and returning patrons to the beach. The extra revenue generated from rentals offset some of the expenses for the boat house. The rental equipment can also be used for camps and recreation programs, such as sailing and stand-up paddleboard yoga.

New operating procedures were developed and staff was retrained for the 2016 season. Due to the distance patrons would have to walk to rent and the lack of visibility, all rental equipment was moved from the north beach to the middle of the swimming beach on the south side of the facility. A rental hut was created as a hub for rentals. New signage was created and the rental hut was painted. Staff was trained on the new rental procedures.

Revenue for 2016 was $25,210 compared to $6,325 in 2015. Stand-up paddle boarding was the most popular activity, accounting for 43% of rental revenue with kayaking similar at 37%. Sailboat rentals account for 20% of rental revenue, but sailboats are utilized for adult and youth sailing programs. Peak rental times are Sunday afternoons, with long waitlists experienced on nice weather days. Weekend rentals were 47% of all rentals, with Mondays also being popular rental days with 16%.

The volume of rentals experienced did have an impact on the life expectancy of our rental fleet. To maintain a similar level of rentals going forward, equipment replacement will need to be budgeted going forward. A long term capital replacement review will be undertaken to ensure that a safe and quality fleet is maintained for patrons.

15

Lake Rental Revenue by Craft Kayak Paddleboard Hobie Barnett Total

Total Revenue $9,328 $10,950 $4,395 $795 $25,210

% of Total Revenue 37% 43% 17% 3% 100%

Lake Rental Revenue by Day Monday Tuesday Wednesday Thursday Friday Saturday Sunday Total

Total Revenue $4,025 $3,020 $2,235 $1,990 $1,790 $4,270 $7,880 $25,210

% of Total Revenue 16% 12% 9% 8% 7% 17% 31% 100%

Sailing Programming The majority of adult and youth programs that occurs at the beach are sailing classes. Seven week adult learn to sailing class are offered every year. In 2016, one adult class was run. Feedback from patrons was that their schedules do not suit seven weeks of classes in a row. Class schedules for 2017 will offer more flexible options.

Sailing Camp operates Monday through Thursday from 12:30-3:30pm. Total enrollment for 2016 was 63 participants compared to 71 in 2015. Like the adult classes, the class schedule is not suited to family’s availability. Beginner and intermediate classes ran every other week starting in early June until early August. In 2017, a new beginner/intermediate class will be offered to replace both classes. Participants will be divided into two groups based on skill levels. Class lengths will be lengthened from 1 or 2 weeks to mirror the industry standard and match up with other Park District camp schedules. This new offering should capture a wider skill level of campers, while still offering advanced techniques to returning campers.

Sailing Camp Program Revenue

2016-17 Budget $14,332

2016-17 Actual $17,550

New offerings this summer were paddleboard and kayak fitness classes. These programs grew in popularity from word of mouth and are expected to grow next year. In 2017, new offerings including junior lifeguarding classes and an aquatics camp will be offered.

SJOwSa JTwSSbt JAcyin JTwmb

SPECIAL EJune 3 – GJHOver 140 kidweather was School to atteaccompanied

July 4 – FourThe Fourth of with a Food TSpoken Four, Staff receivedbluff entrancehe water pla

July 20 – At At The Beach children regisyear, we allonflatable bou

July 22-23 – The Beach Cawith 46 familmovie Zootopbeach. Famili

EVENTS HP Beach Basds registered perfect for t

end the event by chips and

rth of July CeJuly event a

Truck Fest at which startedd many compes to ensure nant were ope

The Beach Wwith Dory to

stered for theowed participunce house, c

Beach Campampout was aies registered

pia on a largees enjoyed b

123456789

20

20

20

Tota

lPar

ticip

ants

sh for the annuhe end of scht from 2:30-6d cookies. Th

elebration nd activities 6:00pm includ at 6:30pm.pliments abouno one was aned so that t

With Dory ook place at te event whichpants to regiscarnival game

pout a lot fun! It wd. The event e 35’ screen.

breakfast Sat

0102030405060708090

Beginner

014 38015 38016 40

Beac

al GJHP Beahool celebrat6:00pm. Grae Deejay Fam

were a big suding 5411 E. The fireworut the fireworallowed downhe boat hous

the Beach an was seven m

ster on-sight. es, face pain

as a bit warmfeatured a b. The screen wturday mornin

Intermediate S

24

33

23

ch Progr

ach Bash heldtion. Most of nd Foods grimos! engage

success! The empanadas aks were set orks display. n while firewose could oper

d Lakefront more than lasParticipants e

nting, crafts, d

m and humid big bonfire, dwas so large ng before pa

AdultSailing

AduKay

6 4

6 0

9 5

ram Part

d at Glencoe the participalled burgers,

ed the group

evening festivand Piko Streeoff from the bDuring the daorks set-up wrate on an ad

Park on Wedst year’s Piratenjoyed a Fidigging for b

that night budinner providyou could se

acking up and

ultyak

AdultPaddlebo

ard4 0

6

10

ticipatio

Beach on Friants came dir, hot dogs, anin dancing a

vities at Lakefet Kitchen, fobeach by Meay, staff was

was going on.djusted sched

dnesday, Julytes at the Piending Nemo/

buried treasu

ut the event hed by Red H

ee if from thed heading ou

oTOTAL

72

83

87

on

day, June 3. rectly from Cend quesadilland rap comp

front Park kicollowed by thelrose Pyrotecs positioned a. The stairs le

dule for the d

y 20. This yeer event. New/Dory themedre, and s’mor

had great atHen, s’mores, e other end out.

16

The entral as petitions.

cked off he band, chnics. at the eading to day.

ear 68 w this d res.

tendance and the f the

STahf

FEfpaw8fo

September 16The first Doggattended the had crafts forfamilies and o

FEEDBACKEach year a sfeedback on potential areaareas of concwere also low88% of respofriendliness, aof the overall

6 – Doggie Dgie Dip at Glevent. Staffr the kids, buother dogs.

K AND SUsurvey is senttheir experieas for improvcern that werw compared tonses markedattentiveness, l survey statis

Dip lencoe Beachf had doggiet the big hit w

URVEY REt to beach tokence. Staff apvement. This e noted incluto other aread either exce

responsivenestics.

h was a hugee giveaways iwas the dogs

SULTS ken holders appreciates thyear, 80 resded concessi

as, but improvllent or goodess, swimmer

success! Weincluding tenns being able

as well as indhis invaluablesponses wereons operatioved from last

d. Other areasafety, spra

ell over 40 donis balls, banto swim and

dividuals whoe information e collected. Inon and parkint year. Whenas scoring higy ground, an

ogs and theirndanas, and run along the

o rent boat spto assess are

n the survey rng. Scores fon asked abough marks inclnd lake renta

r owners/famFrisbees. Stae shore with

paces to soliceas of strengresults from thor facility cleaut overall expuded staff

als. Below ar

17

milies ff also their

it th or his year, anliness perience,

e some

18

19

FINANCIALS AND FUTURE PLANNING Glencoe Beach had a very strong summer both operationally as well as financially. The summer of 2016 had very good weather for the majority of the season, which allowed for both the swimming beach and boating beach to be heavily used. Both the swimming beach and boating beach exceeded budgetary expectations through increases in revenue from previous years as well as a focus on maintaining similar expenses to past seasons. At the swimming beach, the daily admission revenues saw an increase of over $60,000 from last season. Revenues from rental equipment such as chairs and umbrellas also saw an increase from $500 in 2015 to over $2,500 in 2016. At the boat house, boat storage revenue increased due to a concentrated effort to eliminate abandoned boats and ensure a system was in place to document and organize storage spaces, owners, and vessels stored. Lake rentals also skyrocketed from $6,800 in 2015 to over $25,000 in 2016. The reason for this increase was the relocation of these boats from the north beach to the south beach. With these sailboats, kayaks, and paddleboards now being highly visible, more accessible, and heavily marketed, they attracted a much higher number of renters.

Staff will look to build on the successes of the 2016 season. At the boat house, staff will look to add more paddleboard racks for private storage. Additionally, staff will investigate either adding more small boat rack space or modifying existing racks to create more capacity. Staff will continue to build on powerboat training that takes place at the beginning of the season. This class will be marketed to other boating operations in the area in an effort to create a reginal draw. Staff will also investigate the feasibility of upgrading equipment including rental paddleboards, kayaks, and sailboats by adding more vessels to the fleet and replacing those that are nearing the end of their lifecycle.

There are also a number of improvements staff is hoping to make to the swimming beach as well. With the increased success of equipment rentals this year, staff will look to add larger shade tents or cabanas available for rent. Staff will also investigate the possibility of adding technology to daily admissions. A large challenge exists with getting connectivity to the Halfway House, but staff has already begun to look for solutions as well as look for equipment that will be durable and allow customers to pay with credit cards, which would significantly increase convenience for beach guests. A focus will also be placed on continuing to ensure lifeguards exceed standards of training and are the most knowledgeable and well prepared on the North Shore. Staff will also continue to review and refine process and procedure to ensure efficient operation and a great experience for guests.

20

2014Actual

2015Actual

2016Budgeted

2016Projected

Resident $16,243 $16,100 $17,980 $19,329Non-Resident $115,477 $148,516 $123,500 $187,452Total $131,720 $164,616 $141,480 $206,781

$0

$50,000

$100,000

$150,000

$200,000

Rev

enue

Revenue From Daily Fees Trend

2014Actual

2015Actual

2016Budgeted

2016Projected

Resident $41,634 $37,920 $42,390 $42,804Non Resident $8,302 $5,775 $8,105 $5,186Northbrook Reciprocal $13,301 $8,793 $10,000 $8,532Total $49,936 $43,695 $50,495 $47,990

$0

$10,000

$20,000

$30,000

$40,000

$50,000

Reve

nue

Beach Pass Revenue Trends

APPENDICIES

Appendix A – Detailed Financial Trends

2014 Actual 2015 Actual 2016

Budgeted2016

ProjectedTrellis $12,065 $7,299 $9,890 $9,986Sun Shelters $7,527 $6,361 $7,600 $9,000Charis/Umbrellas $555 $702 $500 $2,879Total $20,147 $14,362 $17,990 $21,865

$0

$5,000

$10,000

$15,000

$20,000

Reve

nue

Beach Facility and Equip. Rental Trends

Reve

nue

$0$10,000$20,000$30,000$40,000$50,000$60,000$70,000

2014 Actual

2015 Actual

2016 Budget

2016 Project

Expe

nse

Sea

Winter Stora

Summer Sto

Total

$10,0$20,0$30,0$40,0$50,0$60,0$70,0$80,0$90,0

Boath

00000000

Lifeguards

$36,527

$31,594

ted $39,000

ted $32,371

asonal St

2014 Ac

age $10,02orage $54,36

$64,38

$0000000000000000000

house St

SeasonalManagers

$14,819

$12,810

$12,512

$18,242

taffing E

ctual 2015 A

25 $9,9

62 $56,0

87 $66,0

torage R

BeachOps. Staff

SeM

Cus$20,878 $

$16,673 $

$20,996 $

$19,306 $

Expense

Actual 20Budg

65 $10,

082 $57,

047 $68,

Revenue

SwimmingBoating (1Total

$100,$80,$60,$40,$20,

$20,$40,$60,

Net

Surp

lus/

Defic

it

eason.Maint./

stodian

Tota

2,527 $74,7

2,963 $44,4

6,150 $51,5

1,719 $50,6

Trends

016geted

2Proj

,660 $10

,850 $68

,510 $78

e Trends

201Actu

g (14) $1,913) $13,

$15,

000000000000000$0

000000000

Overal

al

751

404

512

613

016jected0,660

8,169

8,829

14ual

20Act

905 $9,,801 $28,706 $19

ll Financ

015tual

2Bud

,097 $48,789 $49,692 $8

cial Tren

2016dgeted Pro40,337 $440,075 $80,412 $4

ds

21

2016ojected48,812$5,11143,701

Tota

lExp

ense

$0$5,000

$10,000$15,000$20,000$25,000$30,000$35,000$40,000$45,000$50,000

Leadership Sta

Harbor Guard

Total

Tota

lExp

ense

Boa

00000000000

2014Actual

aff $10,959s $25,681

$36,640

athouse

2015Actual

$15,298

$32,728

$48,026

Staff Ex

Tota

$0

$5,000

$10,000

$15,000

$20,000

$25,000

$30,000

Reve

nue

Bo

2016Budgeted$12,840

$32,480

$47,778

xpense T

2014 Act

al $6,050

0

0

0

0

0

0

0

oat, Kaya

2016Projected$12,840

$30,000

$42,840

Trend

tual 2015

0 $6,

ak, Paddle

Actual B,325

eboard R

2016Budgeted

$6,800

Rental Tre

22

2016Projected$25,340

ends

23

Appendix B – Pricing Comparisons Standard Daily Admissions and Passes

Town Hours Daily Fees Res/NR

Individual Pass Res/NR

Family Pass (4 passes) Res/NR

Glencoe 10:00am–8:00pm Adult $6/$10 Child $4/$7

$102/$128 $162/$203

Wilmette 9:00am–8:00pm Adult $4.75/$9.50 Child $4.75/$9.50 Daily Parking $12/$15

$43/$108 Parking Pass $17/$103

$106/$254 Parking Pass $17/$103

Winnetka 9:00am–7:00pm Adult $5/$10 Child $5/$10

$60/$128 $95/$125

Evanston 10:30am–7:30pm Adult $8/$8 Child $6/$6

$34/$58 $136/$232

Last Daily Rate Increase: 2002: $1 increase for nonresident only; resident rate remained $4/$6 2012: $1 increase for nonresident adult fee only to $10

Last Season Pass Increase: 2010: $5 increase to all pass types

2012: New rate created for seniors (age 65 and older)

Note: Due to Illinois Department of Natural Resources and the OSLAD Grant the District received in 1996, the nonresident rates/fees for the Beach are not allowed to be more than twice the resident rate.

Sun Shelter and Trellis Rentals

Town Sun Shelter (12 person) 3 Hour Rental Res/NR

Sun Shelters (24 person) 3 Hour Rental Res/NR

Trellis (75-100 person) 5 Hour Rental Res/NR

Glencoe $15/$30 $25/$50 M-Th $218/$328 F-Su $350/$525

Wilmette Free/$30 Free/$60 Not Available

Winnetka Not Available Not Available $125/$225

Evanston Not Available Not Available Not Available

24

Lake Rentals*

Town Kayak Res/NR

Paddleboard Res/NR

Sailboat Rental Res/NR

Glencoe M-F $20/$20 Sa-Su $25/$25

M-F $20/$20 Sa-Su $25/$25

M-F $40/$40 Sa-Su $50/$50

Wilmette M-F $38/$38 Sa-Su $48/$48

M-F $38/$38 Sa-Su $48/$48

M-F $59/$59 Sa-Su $79/$79

Winnetka Not Available M-F Not Available Sa-Su $25/$40

Not Available

Evanston (45 min rentals)

M-F $25/$35 Sa-Su $25/$35

M-F $25/$35 Sa-Su $25/$35

M-F $50/$60 Sa-Su $50/$60

*Prices per hour

Boat Storage Spaces

Town Sand Res/NR

Rack Res/NR

Winter Sand Res/NR

Winter Rack Res/NR

Glencoe $572/$744 $344/$458 $234/$264 $120/$150

Wilmette $634/$898 $362/$604 $269/$269 $187/$187

Winnetka $340/$680 $300/$450 $100/$150 $100/$150

Evanston $370/$500 $230/$290 Not Available Not Available

AAppendixx C – Sammples of Marketinng Materiials

25

26

VII. Staff Reports

Glencoe Park DistrictOctober 2016 Board Meeting

Glencoe Park District Business Department Report

October 2016

2016 Tax Levy The proposed 2016 tax levy will be discussed at the Finance Committee of the Whole meeting on October 18 at 6:45pm, which is right before the Regular Board meeting. Given the Board’s agreement with staff’s recommendation, the Truth-In-Taxation Resolution is included in your packet and can then be approved at Regular Board meeting. The levy hearing will then be held at the Regular Board meeting on November 15, and the Levy Ordinance will be approved by the Board at that same meeting. The Ordinance can then be filed at the County Clerk’s office, well before the December 27 filing deadline.

Health Insurance Staff attended the PDRMA Health Plan Membership Council meeting via webinar on September 28. The rates for health insurance for 2017, as well as benefit plan changes, were discussed and approved by the Council. A full memo on the renewal was prepared by staff and is scheduled to be discussed at the Finance Committee of the Whole meeting on October 18 at 6:45pm. Staff asks the Board to approve this recommendation at the Regular Board meeting as plan selection forms must be returned to PDRMA Health by October 28, and open enrollment begins on October 31.

Budget In-Service Training/Proposed Capital A budget in-service training session was held in late August for department head and supervisory staff who help to complete the annual budget. As in prior years, it helps to ensure budget worksheets are completed accurately and on a timely basis, and that staff are aware of key dates in this process. Capital wish list items are being submitted to the Executive Director in early October, and eventually the management team will rank these items for inclusion in the proposed FY2016/17 Budget.

Preseason IT Assessment - Watts Ice Center In preparation for the new ice season, Business Department staff assisted in the evaluation and testing of the Watts Ice Center computer systems and registration procedures. Recommendations and a game plan were developed and staff will be assisting with those items.

Follow-up on Beach Wi-Fi Project Staff continues to explore options for adding upgraded Internet service for connection/access to the RecTrac registration/pass system and Incode financial system. Given the need to establish reliable and consistent Wi-Fi/Internet access, and have durable computer equipment that can be transported/secured on a daily basis, staff will look closely at all costs involved in doing so. More information will be forthcoming.

Submitted by: Carol Mensinger, Director of Finance/Human Resources

Glencoe Park District Recreation and Facilities Department

September 2016

Recreation Department Report: Michael Lushniak The fall program session continues onward with the basketball season getting underway. Takiff Center will be alive with activity over the coming months as there are a large number of rentals slated throughout the facility. Staff continues to review and improve processes while at the same time planning for upcoming seasons. Recreation staff has been busy at the administrative level, as work on the FY2017-18 budget is underway, and at the same time, preparing the winter brochure. Staff is excited to add new programs in a variety of areas from youth cooking, to a circus class, and new fitness classes.

The Recreation Team has also been spending time on special events. The opening of the playground at Shelton Park was a successful unveiling of a new area of the park that the community is was very excited about. Staff is also looking forward to opening and programming other areas of our parks system such as Liza’s Gazebo at Kalk Park and the baseball field at Melvin Berlin Park. Other events that were scheduled in late September and early October included “Unplug and Play”, which focused on health and wellness in the community as well as the popular Touch-A-Truck event, which was unfortunately cancelled due to poor weather.

A focus has also been placed on the Children’s Circle program after a group of parents communicated some concerns last month. Staff has been busy researching information on comparable day care programs or reviewing processes and implementation to ensure the standard of the program is meeting the expectations of the community. Staff has invited any interested parents to a meeting of the new Early Childhood Advisory Group in late October. This group was formed after a number of parents brought forth some concerns about the program. The meeting is scheduled for October 24 and staff has already implemented a number of changes based on the feedback of these parents.

Staff is placing a priority about open communication to the parents of this program to ensure that any changes being considered are being vetted though the parents and any concerns are received and addressed in a timely manner.

I had the opportunity to attend the National Recreation and Parks Association annual conference in October in St. Louis. I attended educational sessions where I was able to network with industry leaders on topics such as leadership, organizational culture, industry trends, and risk management. I also spent time in the exhibit hall learning about ingenious and innovate programs and products that have spurred a number of new ideas and possible programs that could be implemented at the District. Please find attached a summary of the sessions I attended.

Early Childhood: Naomi Garvett and Amanda Michael The Early Learning Center (ELC) school year is off to a great start! Children’s Circle enrollment is currently at 54 children. The Jellyfish infant classroom has opened with great success. The program has five children each day and will have more beginning to attend each month. The Frogs classroom has availability both part and full time, Starfish has one full time spot available, and Beluga has one part time spot available. Last week staff emailed all Children’s Circle parents to invite them to the Children’s Circle Advisory Group.

Children’s Circle and ELC staff participated in an In-Service Training on October 10, which included communication, safety, a review of DCFS regulations and requirements, and curriculum planning. Staff will do a team building challenge using Mobile Room Escape and train on how to incorporate Nature Play into our curriculum. The week of October 10-14 is Fire Safety Week. Glencoe Public Safety will be speaking to ELC and Children’s Circle preschool classes on Tuesday, October 11.

ELC classes hosted parent orientations. These informational sessions for parents help to set the tone and provide expectations for the upcoming school year. Additionally, ELC teachers conducted conferences with the parents and children. This visit provides the child with an opportunity to acclimate to the teachers and classroom environment before school starts.

There are 73 children enrolled for the 2016-2017 school year. There was one new enrollment this month for the ELC PM 4-year-old class. Registration is currently 12 students less than final numbers for 2015-16. Staff is still currently marketing the M/W/F 2’s class and the PM 4’s class in hopes that registration will grow to be consistent with last year. Staff is hopeful that registration will continue to grow and meet last year’s numbers.

Enrollment 2016-2017 School Year 2015-2016 School Year

2’s classes 21 30

3’s classes 27 14

3/4’s classes n/a 14

4’s classes 25 27

Total 73 85

Athletics/Sports/Teen Camp: Chris Pietrini Tryouts for the travel basketball program concluded in late September. For the 2016-17 season, there will be teams for 4th, 5th and 6th grade boys and 5th grade girls. Practices will begin at the end of October and games will begin in December. The Travel Basketball Uniform Fitting and Parent Night went extremely well.

New this season, the Glencoe Park District travel basketball teams will be a tournament team program as opposed to participating in the North Suburban Youth Basketball Association. After focus groups with parents and meetings with coaches, this decision was made based on the positives it would bring to the program including more flexibility in game scheduling, ability of teams to be competitive in games, and more control over the amount of travel each team does. Feedback on this change has been overwhelmingly positive thus far.

While a similar number of players tried out for teams this year compared to last year, staff adjusted the number of players on each team from 10 to 12. This change was made so that practices would be more beneficial with more players present. It also allows more players to get the travel basketball team experience by playing other communities as well as receiving additional practice times. Registration is ongoing for house basketball. The in-house basketball program will begin after the first of the year as opposed to before it as in past seasons. This

change is made to allow more time for pre-season clinics and to avoid a long gap in games and practices over the holiday break.

Chris Pietrini completed six hours of online training and two days of classroom training for PDRMA’s HELP – Essentials of Human Resources.

Staff met with a representative to discuss the possibility of bringing a new program: Under Armour’s Under the Lights Flag Football League to Glencoe. There has been a successful phone meeting and in person meeting. Staff is hoping to finalize an agreement soon so that efforts in planning and marketing can begin. Staff is excited for this opportunity for boys and girls to play football without the contact in the spring opposite the fall season of tackle football. This program would be the location for the surrounding communities as well which would attract a reginal audience. Additionally, this partnership might present additional opportunities for sponsorships and collaboration with Under Armour in the future.

Illinois Girls Lacrosse Association has inquired about using athletic field space. Staff has been in discussions with this group about using field space to offer a program. Because participation in lacrosse has declined in Glencoe, staff is looking at patterning with this agency as well as neighboring communities to offer a combined program with another neighboring Park District.

Arts and Youth: Stephani Briskman Fall enrichment classes began September 12. The fall program portfolio continues to offer art,sports, math, and science for children ages kindergarten through eighth grade. Many popular classes such as Chess, Crafting with Kim, Mine Craft and Build, and Jedi Engineering filled at registration. Staff was able to work with instructors and contractors to accommodate participants on some waitlists or offer additional sections.

On September 30, a School Day Off Fun program was offered where forty-five children went to Pinstripes in Northbrook for bowling and pizza as well as played games and took part in activities in the gym. On October 3, the School Day Off Fun program went on a field trip to Didier Farms in Lincolnshire where forty-two children enjoyed a hayride, corn maze mechanical ride, and each got to bring home their own small pumpkin. On October 10, the School Day Off Fun 31 participants enjoyed a clay play day. On October 12, School Day Off Fun the 40 participants traveled to Lincoln Park Zoo.

Recreation staff continues with work with District 35 as well as customer service to improve the process of receiving children for classes from the District 35 schools. The “pink route” bus picks up South and West School students and drops them off at Takiff for classes. Staff and instructors must receive these students off the bus and take attendance to ensure no children are missing. Anyone who does not arrive for a class receives a phone call to inquire about their attendance.

Special Events & Active Adults: Liz Visteen The Pokémon Scavenger Hunt was a new teen event we added this year in partnership with GJHP. Twenty-five kids participated in this free event. Teens worked in teams of 2-4 to solve clues to get to the next Pokémon, which were scattered throughout downtown Glencoe and District parks. The hunt began at Central School and ended at Reinsdorf Field. Gift cards were awarded to the top three finishing teams.

The first Doggie Dip at Glencoe Beach was a huge success! Over 50 dogs and their owners/families attended the event. Staff had doggie give-a-ways including tennis balls, bandanas, and Frisbees. There were also crafts for the kids, but the big hit was the dogs being able to swim, run, and frolic along the shore with their families and fellow canines.

The Unplug & Play took place on Sunday, September 25. This event replaced the annual Worldwide Day of Play event. At the event, staff added a family fitness component allowing kids and parents to try yoga, WERQ, Nordic Walking, and the new rowing machines. Participants also enjoyed open gym time and crafts. L.L. Bean staff was onsite teaching how to tie knots, “leave no trace”, and touch on other outdoor educational topics.

Attendance for Fall Special Events: PROGRAM 2016 ATTENDANCE 2015 ATTENDANCE

Sep 9 - Pokemon Scavenger Hunt 25 (new in 2016)Sep 16 - Doggie Dip ~ 40 dogs (new in 2016)

Sep 25 - Unplug & Play ~ 75 (kids & adults) ~ 100Oct 1 - Touch A Truck CANCELLED due to inclement weather

Fall Program Enrollment (Sep-Oct 2016): PROGRAM Fall 2016 Fall 2015

Adult Ceramics 14 8Youth Ceramics 63 105 *

other Adult Programs 0 0

*Youth Ceramics in 2015 was split into two shorter sessions as opposed to 2016 in which we offered a longer session. As a result, enrollment appears higher for 2015. However, 2016 revenue for fall youth ceramics has increased 7.6%.

The next session of Ballroom Dancing and a Meet & Greet (a new program that invites adults for lunch, provides agency news, and informs attendees about current programming at Takiff) will take place in October. Staff will continue to look for new ways to promote these programs to stimulate some interest. Other programs that have been offered for this group include gardening classes, dog obedience classes, adult trips, ceramics, painting classes, Mah Jongg.

Takiff Center/Fitness: Paul Goedjen Unique rentals in September included Northwestern University’s engineering department’s faculty and student retreats and New Trier High School’s Find a Cure group. This group hosted their 2nd annual car wash fundraiser on September 11 in the Takiff Center Early Childhood parking lot. They were able to raise $2,100 for cancer research through the car wash and they send their thanks to the Park District. Takiff Center will continue to be busy during October. Multiple birthday parties will take place each weekend and three bar/bat mitzvahs are scheduled.

The Park District’s new rowing classes have had a strong start; all adult classes feature a minimum of four registered participants and average two drop in participants per class. The youth class has eight registered participants.

Multiple staff members from the Park District will be attending the Club Industry Show on October 13. This show features many fitness vendors and demonstrations. Staff members will be attending to research fitness equipment, classes, and amenities.

Type

September (as of 9/30) October (as of 9/30)

2015 2016 2015 2016

Birthday Parties $2,890.00 $1,982.50 $2,865.00 $4,297.50

Facility Rentals $4,556.50 $12,963.88 $8,375.00 $12,856.88

Total $7,446.50 $14,946.38 $11,240.00 $17,154.38

Difference $7,499.88 $5,914.38

*October’s numbers are very tentative and will go up by the end of the month

Beaches and Watts Ice Center: Bobby Collins The boat house is preparing to close October 16. Boaters have received their winter storage application and staff has begun processing them. Winter storage revenue is expected to be similar or ahead of previous years. Fall boating weather has been poor with many days being too wavy or rainy for most boaters. The Boat Club is hosting their end of season event on October 15 on the north boating beach.

The Parks team has been preparing the beach house for winter. The restrooms remained open to the public for the month of September. With the deterioration of weather, the restrooms will be closed for the winter starting the second week of October.

Watts Ice Rink opens Friday, November 25 with a special event “Black Ice Friday”, which will be held as one part of a day of events including the opening of Kalk Park followed by the Village tree lighting ceremony. Staff has been working with 93.9fm to promote “Black Ice Friday” as part of a marketing campaign to promote the rink.

Staff has been busy preparing for the Watt's season. Parks staff have been performing preseason maintenance and completing facility and mechanical upgrades. New flowerbeds have been planted outside the front of the facility to improve curb appeal. Watts staff have been sharpening and cleaning rental skates in addition to booking permanent renters and other renters ice times. Two additional permanent renters have been added for the 2016/17 season.

The fall Watts advisory meeting was held September 27 at 7:00pm. Staff received positive and constructive feedback to further improve the operation of the facility.

Submitted by: Mike Lushniak, Director of Recreation and Facilities

Glencoe Park District Parks & Maintenance Report

October 2016

Administrative I have continued to work with Hitchcock Design Group relating to Melvin Berlin Field, Kalk Park, and Shelton Park projects. I am continuing to work with ACG relating to the Takiff Roof Replacement. I have begun drafting the RFP’s for Astor Park, West Park, Takiff Parking Improvements, and Lakefront Park renovations.

I met with PDRMA representatives to complete a full audit of all Park District sites in preparation for the loss control review process next year.

Early October, I attended the NRPA conference in St. Louis and was extremely impressed with the course material and exhibit hall. Expect many new innovations to come!

Grounds/HorticultureThe horticulture crew has been busy maintaining planting beds throughout the District. The crew has also been working to continue to ring trees throughout the District. Staff renovated the planting beds in front of Watts and Shelton Parks.

Staff has been busy top dressing and seeding areas where stumps were ground.

Parks Maintenance & Construction Parks staff has been busy making repairs throughout the District. The West Park backstops had new fencing fabric and posts installed. Per the recommendation of PDRMA, the existing wood dugout structures manufactured by the Park District over 20 years ago have been removed. These structures were similar in style to what was removed at Central Park this year. The players bench remains, but the wood roof is gone. The sled hill fence also had major repairs completed in Watts Park.

Staff repaired the swing set at Astor Park, Milton Park, and Lincoln & Crescent. New swings were installed to replace the older bucket and belt swings.

Staff repaired two rubber surface issues at Friends Park and has continued to regularly clear the drinking fountain at that site of sand.

Staff has continued to balance seasonal tasks with routine maintenance such as trash removal, grass cutting, park grooming, and beach cleaning.

Facilities Facilities staff has been focusing on seasonal preparations at Watts Ice Center. Staff has completed painting the interior of the facility. New rubber flooring is scheduled to be installed in the activity room in the coming month. In addition, staff has thoroughly cleaned the boards and rink perimeter.

At the beach, staff has begun the winterizing process by turning off the water and taking down the shade covers.

AthleticStaff is now lining all soccer fields and football fields. We continue to provide weekend field preparation support to Glencoe Baseball Association fall baseball. Staff has begun the process of fall aerating, fertilizing, and over seeding. Each park site takes about 4 hours to aerate, seed, and fertilize. This is the second season with this new approach and we have begun to see the dividend of healthy turf grass that holds up to heavy use better than previous seasons.

EquipmentWe are in the process of updating our equipment inventory to prepare for spring operations.

PersonnelStaff has continued to work with our new Parks Laborer Raul Marron to train him on District operations and procedures. Raul’s hard work has already made an impact.

Shared Services Village and Park District staff continue to partner thru the shared services agreement. The Village removed multiple dead ash trees in the Dietz Bird Sanctuary. Park District staff continues to assist hanging white holiday lights in downtown Glencoe.

Submitted by: Chris Leiner, Director of Parks & Maintenance

Glencoe Park District Marketing/Communications Report

October 2016

Social Media/Email We ended the month of September with 50,065 Facebook impressions (in 2015, we ended the month with 15,576 impressions). We now have 1,082 followers on Facebook, 674 followers on Twitter and 530 followers on Instagram. Glencoe Beach has 1,170 followers on Facebook.

We sent out several targeted email blasts, primarily focused on filling fall classes with low enrollment.

Beach/Boating Survey I created a survey for Beach/boat pass holders to evaluate our 2016 Beach/boating season. Two reminders were sent to email addresses who had not responded during the survey window. The results will be shared in the 2016 Beach Annual Report.

Special Events I worked closely with the Recreation Team to market Touch a Truck, Unplug & Play, Doggie Dip, and the Shelton Park Grand Opening. A targeted approach was used to publicize each event, including posters, flyers, media releases, banners, email blasts, social media promoted posts, and digital signage.

Winter Brochure I am working on the Winter Brochure to be mailed to residents the second week of November.

Welcome Wagon Beginning in November, we will be using Welcome Wagon to reach new residents each month. The subscription service will send four targeted mailings, along with an email blast, to a guaranteed 41 households each month. The progressive mailings include introductory coupons and information to welcome new residents. At the end of the month, we receive a data file of new residents to use for marketing purposes.

Sent Campaign Name TotalSent

OpenRate

Click ThroughRate

Thu, Sep 29 Touch a Truck reminder 4412 23.00% 2.90%Mon, Sep 26 Dance Showcase: Save the Date 68 58.80% 5.00%Sat, Sep 24 Touch a Truck 4412 26.40% 4.60%Fri, Sep 23 Preschool Day Off Fun 60 47.50% 10.70%Thu, Sep 22 Unplug Reminder 4422 26.20% 3.00%Sun, Sep 18 Shelton Groundbreaking Reminder 4423 27.20% 2.80%Thu, Sep 15 Unplug & Play 4504 29.30% 4.00%Sat, Sep 10 Doggie Dip 4513 28.70% 4.20%Fri, Sep 9 Shelton Park Opening 4523 34.50% 4.50%Fri, Sep 2 Dance Push 2016 249 33.30% 4.80%

NRPA Conference: I attended NRPA’s national conference in St. Louis the first week of October. In addition to exploring the exhibit hall, meeting with vendors, and networking with professionals from across the country, I was able to attend a variety of fantastic educational seminars. Here’s a summary of some of the key sessions I attended, along with take-away ideas:

Black Friday Deals: With a little planning, park districts can generate significant revenue. Instead of focusing on discounts, the speaker detailed ways to package programs and services over Thanksgiving weekend and developing a public relations story to sell the package. Magnetic Marketing: This session focused on supplementing traditional marketing efforts with digital strategies to meet new customers. The session focused on mental triggers to purposefully drive residents to programs and services. Digital Marketing: This program focused on emerging digital platforms to track data as well as emerging social networks to watch. The idea was to use data to increase customer acquisition and retain current customers where they live, work, and play. Standing Out in A Crowd: This interactive session focused on using emerging technologies like Snapchat, Instagram Videos, and Facebook Live to add value to your events. It also touched on the idea of creating social media ambassadors in the community to take pictures and share content, and pass out cards. One of my favorite ideas was for “Get Social” T-shirts, with a list of our social media handles on the back for all staff to wear.Creating a Brand with Customer Service: In one minute, one person can destroy your brand. The speaker, a former Disney executive, focused on strategies to change customer service culture. His big idea is to deliver little moments of magic to customers by empowering staff and eliminating the phrase “but we’ve always done it that way”.Special Events: The Do’s, Don’ts, and Maybe’s: This session went into specific details on creating events that people travel to your community for. Instead of focusing on bounce houses and cheap giveaways, the speaker focused on making dollars count for “wow” experiences and fresh content. My favorite idea from this is using event staff to approach guests as they leave to complete an event evaluation.Guerilla Marketing: The speaker of this session focused on low-cost strategies to generate buzz, increase search engine optimization, and use video to tell your story. One of his best tips was how to add keywords to the brochure PDF to make it more searchable on Google. Gateway to Nature Through Mermaids and Fairies: The speaker focused on using popular characters, like mermaids and fairies, to design interactive nature programs for kids. From Fairy Tea parties that invite kids to use natural elements (think bark, leaves, and grass) to build fairy houses and leave them in nature, to swimming in the lake with real “mermaids” and learning survival skills with zombies, the idea to make nature exciting was really intriguing.Have Passport, Will Travel: I loved the idea behind this. Minneapolis Park District’s customer service staff created an internal passport competition to visit every park in the city in the calendar year. The idea is simple: each staff member has to go to the park with one other team member and snap a selfie. The visits are tracked behind the scenes and the competition is fierce. In addition to being a team-building activity, it gives staff first-hand knowledge of the parks and facilities they are answering questions about at the front desk.

Submitted by: Erin Maassen, Manager of Marketing/Communications

SAFETY COMMITTEE MEETING Agenda and Minutes

Tuesday, October 4, 2016 / 11:00 a.m.(Please Note: Items in red print require action)

1. Call to order at 11:06 a.m.

Roll Call: Present: Lisa Sheppard, Chris Leiner, Carol Mensinger, Mike Lushniak, Liz Visteen, Paul Goedjen, Naomi Garvett, and Lorise Weil.

2. Review of the Minutes: The Safety Committee Minutes from July 20, 2016 were reviewed and accepted.

3. Accident/Incident Review: Carol stated that there were two open claims for Worker’s Comp and, in addition, we may have to re-open a 2014 Worker’s Comp claim. Carol had already reviewed all of the accident and incident reports and claims that were sent to PDRMA since the last meeting. Carol reiterated that in her absence, Jenny is her back-up.

4. Open Claims: Chris L. briefly went over our OSHA claims.

5. Carry Over Items:

a) Mike and Paul met with Public Safety to determine an evacuation plan should there be a fire, and/or emergency at the Takiff Center. All staff, including evening and weekend staff, will be trained by January 1, 2017, in conjunction with our quarterly safety training. Training will be scheduled on a day where there are NO children in the building, preferably on an Institute Day.

b) Mike, Bobby, Liz and Paul are now certified instructors in CPR and AED. They plan on offering in-house classes to train GPD staff members by or before January 1, 2017.

c) Chris L. met with PDRMA regarding our Loss Control Review for 2017, and the audit of our entire Park District practices, policies and procedures. He stated that there were standards on how safety trainings should be conducted. Chris L. has a Master Training Schedule, a training matrix, which helps to document staff training. Lisa and Chris said that the Loss Control review will be given to each member on the Safety Committee.

6. Certificate of Insurance Information: Please continue to submit any needed Certificate of Insurance information

as requested. Carol sent out a list of expired COIs that need to be updated. She stated that this list should be updated on a monthly basis. Mike will be sure to note this in his calendar so that he could remind his staff.

7. New Items:

a) It was decided that every time there’s an ambulance in front of our building, even if it has nothing to do with the Park District, we should notify the Directors, so as to give them a heads-up.

b) Liz V. stated that she laundered the safety vests. c) Mike noted that the kitchen inspection went exceptionally well. We received a 100% score. d) Lisa mentioned that all PDRMA questions should now go directly through either Mike or Chris. e) Chris reiterated that for validity purposes, PDRMA requires an agenda, minutes, and sign-in sheet for all

training that takes place.

Adjourn: 11:40 a.m.

The next meeting is scheduled for Wednesday, November 16, 2016 at 11:00 a.m.

VIII. Executive Director’s Report

Glencoe Park DistrictOctober 2016 Board Meeting

Glencoe Park District Executive Director’s Report

October 2016

Children’s Circle Last month a group of parents addressed the Board with a number of concerns regarding Children’s Circle. I quickly scheduled a meeting on Friday, September 23 at 5:00pm, inviting the parents who expressed their concern to educate them on certain issues, discuss how we were addressing their concerns, and ask for any further feedback. I did inform the parents that we will be forming a Children’s Circle Advisory Group. All Children’s Circle parents are welcome to attend. President Gaines will serve as the commissioner liaison for this group. The meetings will continue as needed and then will occur twice a year, more if needed to discuss upcoming changes with the program. Attached is the agenda and materials handed out at the first meeting.

Staff has been working diligently to address any concerns that have been brought forth about the quality of the Children’s Circle program. I must note that everyone was in agreement that we have excellent staff working in the Children’s Circle program that keep our children safe, happy, and well cared for. Staff has also made a focus of disseminating more information to parents to ensure that they are well informed and explanations are being provided for any issues that have been raised. Please see the list below of action items that either have been implemented or will be implemented in the near future to ensure a high quality day care program consistent with the expectations from the community.

On September 23, staff met with the group of parents who attended the Board meeting to hear and address each of their concerns as well as to begin dialogue about the Children’s Circle Advisory Group.Staff has developed a “daily parent update sheet” for all classrooms. Teachers are now able to pass information about a child’s day between morning and evening staff as well as between staff and parents.Staff has revised the lunch menu to ensure that food is fresh, healthy, and provides a well-balanced diet. Staff has updated menu items, added more variety, and have contracted Lara Fields, a very knowledgeable and popular Registered Dietician, to advise on menu changes to ensure that participants are getting the best quality food. We will only serve fresh or frozen vegetables (no canned). A new menu was developed for parents that provides more detail, is easier to read, and ensures 15 different main courses in 20 days (five popular meals are repeated in a month). Staff now posts a picture of lunch that is served every day, as well as lesson plans, in each of the class rooms, so parents are aware what their children are eating and doing.Staff received an unannounced audit from the Glencoe Health Department on September 21. The agency scored 100% on this inspection, which included a review of cleanliness as well as compliance with safety and sanitation procedures. We are ensuring a professional image is being presented through all methods of communication. Staff is working with Erin Maassen to ensure all emails and communications sent out represent the expertise and professionalism the Glencoe Park District expects.Staff will be examining how children are moved up through the program and why/how they are moved to a new room. Staff will develop a process to evaluate children so that it can be adequately explained to parents which children are being moved and which are not.

2

Staff has scheduled training with teachers to discuss lessons plan and how children are divided up into groups to ensure that learning is being done effectively. Staff will formalize this process so that it can be communicated clearly to parents.Staff is collecting more information about teachers so that it can be posted online and in the Early Childhood wing. Parents asked to know more about their teachers, so staff is ensuring that all teacher’s background, interests, and passion for teaching is highlighted and available to parents.Staff has addressed communication between parents, teachers, and supervisors in a training held on October 10. Staff was encouraged to develop professional relationships with parents as well as to act as a conduit of communication between parents and program supervisors and managers. Staff have educated parents about the process of fund accounting and worked to provide more information about the current financial status of the day care program. Staff have informed parents that while it looks like this program is profitable, the fund does not account for a number of costly indirect expenses.Staff is now updating pictures on their Shutterfly account every two weeks, as opposed to monthly as it was done before. Staff will also be distributing the monthly newsletter for the Children’s Circle program 12 months a year as opposed to discontinuing it during June, July, and August as it has been done in past years.Staff has met with teachers to focus on staff morale. Agency leadership staff met with teachers to set forth expectations that our goal for our teachers is that they are happy in their jobs and feel like part of the Early Childhood team as well as the larger Glencoe Park District team. Teachers were asked about what concerns they had with morale and asked for feedback about ideas to help ensure they feel they are being recognized and valued within the organization.

The meeting with the parents ended on a very positive note. Since the meeting, we have had feedback that they are happy with the changes thus far.

Park Projects If you are anything like me, you would like to see the projects moving towards completion faster than they are, but the most important thing is that the projects are done right the first time. I would like to compliment Chris Leiner, Anthony Marx, and Bill Eldridge, and Steve from Hitchcock for their vigilance during the construction process. They are not shy about rejecting parts of projects that are not put in according to the specifications or are done in a way that is unacceptable. This may add on a couple weeks to the projects, but the final project will be what the Glencoe Community expects. We are getting the reputation for demanding the best work and what we paid for and that is a good thing!

With that said, weather pending, you should see sod on Berlin Field by the time you read this report. We are recommending that the construction fence with the green screening stay up until opening day at no additional cost. We have a permit from the Village for a 15-month construction window. We understand that a green draped fence is not an ideal view for the neighbors; we think the end product will make up for this inconvenience. We are concerned that we will have damage from incidental use on the playing field and restoration area (out of play area) that are more susceptible to foot traffic damage. If there is field use too soon, this could void our warranty for the sod and restoration work. We will do signage to indicate that construction is done, but that the grass is taking root. (Erin will come up with the right

3

messaging). This recommendation is based the heavy use and excitement with new projects, like we have seen at Phil Thomas Playground.

Kalk Park Gazebo is coming along very well and should be done this month.

The Takiff roof work is proceeding with detailed custom gutter work.

Phil Thomas Playground at Shelton Park had over 42 people on it on Monday, October 10 at 11:00am. We never saw that kind of use with the old park. I could say that it is a big success! Congratulations to everyone for thoughtful planning on the park!

Writers Theater has finished the restoration of the landscape buffer between the building and Friends Park.

Healthy Community Design and Glencoe Walk Audit Mark Fenton from Tufts University held a seminar at Botanical Gardens that focused on Healthy Community Design through urban planning. They focused on the fact that encouragment and education is not enough to motivate change, but we have to develop infrastructure that helps the community exercise for health by walking, biking, stair climbing, and gardening, to name a few. Healthy Communities can make changes by all levels working together including individuals, groups, institutions, community, and public policy. He talked about the four elements that make healthy communities including land use (live, work, shop, play, learn, pray), network of facilities (sidewalks, greenways, trails), safety and access, and site designs. Some interesting websites: activelivingresearch.org and walkscore.com

The following day Mr. Fenton led community members and leaders on a walk audit of our community. Wayfinding signs, pathways, sidewalks, parking, and the downtown were all discussed. We will continue to work with the Village and others on way that we can improve our Healthy Community Design moving forward.

Friends of the Green Bay Trail We are proud to partner with the Friends of the Green Bay Trail and the Village on a Stewardship Initiative along a section of the Green Bay Trail by Shelton Park. This Ecological restoration project will remove invasive woody and herbaceous flora though cultural methods, physical removal or the application of appropriate herbicides. They will then plant supplemental native seed and or plugs to increase native plant and biodiversity. This is a four-year project with a total cost of $10,420 to share equally between the three partners. Pizzo, a leader in restoration – stewardship projects will do the restoration work.

I attended the Annual Buckthorn Barbeque on October 6. The support of the community helps transform the Green Bay Trail from a dark tunnel of Buckthorn to a flower and butterfly-filled place to run, walk, or bike. Featured speaker was Bernard Buchholtz, of the Nature Conservatory. He shared his story of successfully restoring cornfields into prairies and introducing Bison back to the property. For more information on the interesting work they are doing please check out their website at gbtrail.org.

Openlands 2016 Luncheon Chris Leiner and I attended the Openlands Annual Luncheon on Thursday, October 13. Sophia Shaw the former President & CEO of the Chicago Botanic Garden was the 2016 Conservation Leadership Award recipient and Audrey Peterman the President of Earthwise Projection was the keynote speaker.

4

Club Industry Mike, Paul, Chris, Commissioner Palatnik and I attended the trade show for fitness equipment on Thursday, October 13 in the afternoon. This was an excellent opportunity for us to test out different types of fitness equipment that we may be interested in for the fitness area.

Special Events We will host our annual Boo Bash on Thursday, October 20 at Takiff Center from 5:30-7:00pm Please let Liz Visteen know if you are interested in volunteering at the event at 847-835-7538.

ELC and Children’s Circle are once again organizing a Trunk or Treat event for Early Childhood parents and their children on Monday, October 31 from 10:30am-12:00pm. I will be participating and I invite you to come out and join in the fun!

IAPD Legal Symposium Carol and I will be attending the IAPD Legal Symposium on Thursday, November 3. Some of the topics to be discussed include Employment and Labor Law Update, Can I Park My Drone Here?, How the FAA’s New Drone Regulations Affect Your District, New Guidance on Retaliation, Employer Provided Leave and other Recent Activities at the EEOC, Not Always Public: First Amendment Implications of Controlling the Public’s Right to Parade, Protest and Utilize Your Parks, Recent SEC Local Government Enforcement Actions, New Laws from the 99th General Assembly that Impact Your Agency, and Key Court Decisions Affecting Your District’s Day to Day Operations.

IPRA Conference The IAPD/IPRA Soaring to New Heights Conference will be held at the Hilton Hotel in Chicago on January 19-21, 2017. We welcome commissioners to attend this excellent learning opportunity, even if it is for one day. Details of the conference can be found in the September/October issue of Illinois Park and Recreation magazine. Please let me or President Gaines know if you would like to attend.

IAPD does have the Association’s Annual Business meeting on Saturday, January 21, 2017 at 3:30pm at the Hyatt Regency Hotel. They are requesting a representative attend the meeting. The By-Laws say “Each member district shall be entitled to be represented at all Association meetings and conferences by a delegate or delegates. Delegates of the Association meetings or conference may include members of the governing boards or member districts, the Secretary, Attorney, Treasurer, Director or any paid employee of the member district.” I will be there and would be happy to represent the District, if you so desire, or you can appoint a Board Member.

December Regular Board Meeting Date ChangeAs discussed at the September Board Meeting, approval of the December Regular Board meeting date change from December 20 to December 13 due to the holiday schedule is an Action Item.

Recommendation on Health Insurance for EmployeesIncluded in our Action Items is a memo on our recommendation for 2017 Health Insurance Renewal. We will be asking for action on this item during this month’s Board meeting.

Items that you may want to add to your calendar October 20: Boo Bash from 5:30-7:00pm at Takiff Center October 31: Trunk or Treat from 10:30am-12:00pm at Takiff Center November 1: Special Projects and Committee Meeting at 6:30pm

Personnel and Policy Committee Meeting immediately following SPC Meeting

5

Action Items A. Approval of December Regular Board Meeting Date Change B. Approval of the Truth In Taxation Resolution No. 852 C. Approval of Recommended Health Insurance for Employees

Freedom of Information Report There were no FOIA requests this month.

Submitted by: Lisa Sheppard, CPRP Executive Director

IX. Action Item A

Approval of December Regular BoardMeeting Date Change

No Documents

Glencoe Park DistrictOctober 2016 Board Meeting

IX. Action Item B

Approval of the Truth in TaxationResolution No. 852

Glencoe Park DistrictOctober 2016 Board Meeting

GLENCOE PARK DISTRICT RESOLUTION # 852

TRUTH IN TAXATION LAW RESOLUTION

RESOLVED, by the Board of Park Commissioners of the Glencoe Park District, Cook County, Illinois that, based upon the most recently ascertainable information, the following estimate of taxes to be levied is hereby made in accordance with Section 60 of the “Truth in Taxation Law”:

1. The corporate and special purpose property taxes extended or abated for 2015 were $4,084,134. The proposed corporate and special purpose property taxes to be levied for 2016 are $4,227,000. This represents a 3.50% increase over the previous year.

2. The property taxes extended for debt service and public building commission leases for 2015 were $1,232,044. The estimated property taxes to be levied for debt service and public building commission leases for 2016 are $1,166,050. This represents a 5.36% decrease over the previous year.

3. The total property taxes extended or abated for 2015 were $5,316,178. The estimated total property taxes to be levied for 2016 are $5,393,050.This represents a 1.45% increase over the previous year.

4. Based on the foregoing, no public hearing or publication is required under the Truth in Taxation Law. However, the Board will still hold a public hearing on the proposed levy on November 15, 2016.

Passed this 18th day of October 2016.

AYES:

NAYS:

ABSENT: _________________________ Steven Gaines, President Board of Park Commissioners

Attested and filed this 18th day of October 2016.

___________________________Lisa Sheppard, Secretary Board of Park Commissioners

STATE OF ILLINOIS ) ) SS

COUNTY OF COOK )

SECRETARY'S CERTIFICATE

I, Lisa M. Sheppard, do hereby certify that I am Secretary of the Board of Park Commissioners of the Glencoe Park District, Cook County, Illinois, and as such official, I am keeper of the records, ordinances, files and seal of said Park District; and,

I HEREBY CERTIFY that the foregoing instrument is a true and correct copy of Resolution No. 852:

TRUTH IN TAXATION LAW RESOLUTION

adopted at a duly called Regular Meeting of the Board of Park Commissioners of the Glencoe Park District, held at Glencoe, Illinois, in said District at 7:00 p.m. on the 18th day of October 2016.

I DO FURTHER CERTIFY that the deliberations of the Board on the adoption of said resolution were conducted openly, that the vote on the adoption of said resolution was taken openly, that said meeting was called and held at a specified time and place convenient to the public, that notice of said meeting was duly given to all of the news media requesting such notice, that said meeting was called and held in strict compliance with the provisions of the Open Meetings Act of the State of Illinois, as amended, and with the provisions of the Park District Code of the State of Illinois, as amended, and that the Board has complied with all of the provisions of said Act and said Code and with all of the procedural rules of the Board.

IN WITNESS WHEREOF, I hereunto affix my official signature and the seal of the Glencoe Park District at Glencoe, Illinois this 18th day of October 2016.

Lisa M. Sheppard, Secretary Board of Park CommissionersGlencoe Park District

[SEAL]

IX. Action Item C

Approval of the Recommended HealthInsurance for Employees

Glencoe Park DistrictOctober 2016 Board Meeting