FOREST PRESERVE DISTRICT OF KANE COUNTY PLANNING AND UTILIZATION COMMITTEE MINUTES I. Call to Order The Planning and Utilization Committee meeting was held Thursday at 9:00 AM at the Administration Offices located at 1996 S. Kirk Road, Suite 320, Geneva, IL 60134. The meeting was opened by Chairman Rebecca Gillam at 9:00 AM. Members Present: Attendee Name Title Status Arrived Michael Kenyon President Present Rebecca Gillam Chairman Present Deborah Allan Commissioner Present Margaret Auger Commissioner Present Theresa Barreiro Commissioner Present Drew Frasz Commissioner Present Joseph Haimann Commissioner Present Kurt R. Kojzarek Commissioner Absent Philip Lewis Commissioner Absent Thomas Smith Commissioner Present Douglas Scheflow Commissioner Present Others Present: Monica Meyers, Executive Director, Ken J. Stanish, Director of Finance, Drew Ullberg, Director of Natural Resources, Jerry Culp, Director of Planning and Development, Laurie Metanchuk, Director of Community Affairs, John Goreth, Director of Operations, Tracey Smith, Director of Human Resources, Mike Gilloffo, Police Chief, Jerry Hodge, Attorney, Patricia Hestekin, Recording Secretary II. Approval of Minutes from June 25, 2015 APPROVED WITH VOICE VOTE [UNANIMOUS] Deborah Allan, Commissioner Margaret Auger, Commissioner III. Public Comment (Each speaker is limited to three (3) minutes) None. Page 1
IV. Bids and Proposals A. Presentation and Approval of Purchase of Four (4) Vehicles from the State of Illinois Purchasing Program Commission approved funding in the 2015/2016 fiscal year budget for the replacement of four Ford F-250 pickup trucks with snow plows for the Operations Department as follows. North Operations Division is replacing two trucks; #315 and #317. Truck #315 is a 2006 Ford F- 250 4x4 with over 130,000 miles on it. This vehicle is used for personnel transport, hauling equipment, and snow removal and still has its original transmission, making it very likely to need replacement in the next two years. In addition, the bed of the vehicle has begun to rust and corrode and, despite ongoing maintenance to manage and slow the rust, it continues to worsen. The second truck for the North Operations Division is truck #317 which is a 2007 Ford F-250 4x4 with over 106,000 miles on it. This truck was in a front end collision in March of 2014. The truck was not totaled, so extensive repairs were made to the truck. Since that time, many of the repairs that were completed just prior to the accident and just after the accident have been required again. This includes excessive wear to the bearings, tie rods, hub assemblies, brakes and rotors. The new tires are already showing cupping and the standard settings for an alignment do not eliminate these problems. The District s mechanic states that these problems can all be attributed to a bent frame. To fix the bent frame would require the truck to be taken to a body shop and put on a frame alignment machine for approximately $2,000. This may still not completely fix the frame and is not recommended for a truck with over 100,000 miles on it, and few additional potential years of service. South Operations Division is replacing two trucks; #412 and #414. Truck #412 is a 2005, regular cab, 3/4 ton 4x4 pickup with 116,000 miles on it. This vehicle has had minor mechanical repairs and is in need of body repairs due to corrosion of the bumpers, cab corners, and wheel wells, which all show signs of extensive oxidation. Vehicles used for tasks such as towing, hauling, and snow plowing generally face pre-mature failure of major components like transmissions, transfer cases, steering components such as ball joints, wheel bearings, control arms and tie rods. The second truck for the South Operations Division is truck #412 which is a 2006, regular cab, 3/4 ton 4x4 pickup with 121,000 miles on it. This vehicle has also had numerous mechanical repairs and is in need of body repairs due to corrosion of the bumpers, cab corners, and wheel wells, which all show signs of extensive oxidation. All four of these vehicles are utilized year-round to perform duties 1/2 ton pickups cannot handle; such as snowplowing and trail work in the winter time, shelter cleaning (with portable water units), trailering mowers in the summer, and serve as the primary water source during controlled burn seasons. These vehicles have been proven essential in the daily maintenance of the preserves as well as the safety of the public and our staff throughout the District s properties. Page 2
The total cost for the four vehicles with snowplows will be $137,240 ($34,310 each). The trucks will be purchased through the state bid procurement program from Bob Ridings Fleet Sales Program in Taylorville, IL. Deborah Allan, Commissioner B. Presentation and Approval of a Bid for the Resurfacing of One Mile of the Fox River Trail in Dundee Township Throughout the past several years the commission has approved the resurfacing of (4) miles of bike trail annually throughout the District as part of an ongoing preventative maintenance program. This program has proven to be beneficial and has now allowed for the reduction of the distance of trail that requires resurfacing. This year s project consists of the resurfacing of a one (1) mile section of the Fox River Trail in Dundee Township, from Sowanas South to Boltz Rd. The District advertised and sent the bid packet to 30 vendors, with three responding. The qualified lowest bidder was Accu-Paving of Broadview, Illinois with a total base bid price of $81,900. It is additionally recommended to select option A at a price of $900 for the removal of four (4) traffic barrier devices for a total project cost of $82,800. The apparent low bidder, Accu-Paving, has withdrawn their bid for this project after the bid opening. This is due to an oversight on their part, by not adding in the final restoration costs into their bid. The second lowest bid for this project was Evans and Sons Blacktop of West Chicago, Illinois, with a bid amount of $108,800, which is $18,800 over the budgeted amount of $90,000. The additional funds will be taken from the savings created from the Tyler Creek bridge removal and parking lot improvements project. Margaret Auger, Commissioner Page 3
C. Presentation and Approval of a Bid for the Brunner Forest Preserve Trail Bridge Abutments Brunner Forest Preserve is a 740 acre preserve located between Buffalo Park and Fox River Shores Forest Preserve in Carpentersville. Acquired in 2008, the District has been working on improvements to the preserve to prepare for public use. The District received an Open Space Land Acquisition and Development (OSLAD) Grant from the IDNR to assist with the initial improvements to open the preserve. The improvements include a 3.5 mile trail from Buffalo Park FP through Brunner FP and ending at Fox River Shores FP. Part of trail alignment includes crossing a small stream that flows into the Fox River. Using a section of the bridge that was removed from the I-90 crossing, staff prepared a bid for the installation of the abutments in preparation for the bridge relocation/installation. The Bid was advertised and sent to 24 vendors with 3 responding. The lowest qualified bidder is Eagle Concrete of Batavia, IL with a bid of $89,000.00. Staff has checked references for Eagle Concrete and found them to be qualified to complete the bridge abutment project. FINANCIAL IMPACT: Funds totaling $70,000 were budgeted in the 2015-16 fiscal year for this project. The lowest qualified Bid from Eagle Concrete in the amount of $89,000 puts the project $19,000 over the budget. The additional funds could be obtained from the Tyler Creek Bridge project savings. $370,000 was budgeted for the Tyler Creek project and the Bids came in at $178,866; leaving a balance of $189,835. Sufficient funds totaling $89,000 are available in the Construction Development Fund. Margaret Auger, Commissioner Barreiro, Drew Frasz, Joseph Haimann,, Thomas Smith V. New or Unfinished Business A. Presentation and Approval of an Amendment to the Use Permit and License Agreement with the Fox Valley Park District for the Use of Oakhurst Forest Preserve In 2010, the District entered into a Use Permit and License Agreement with the Fox Valley Park District to establish a community garden at Oakhurst Forest Preserve in Aurora. The agreement allows the park district to construct the community garden and coordinate all aspects for its operation including reservations, maintenance, monitoring and policing of the 250 garden plots within the 5-acre area including a small gravel parking lot. This program has been extremely popular and as such, the park district has requested a renewal of the agreement. The amendment modifies the term only for an extension of another five (5) years to May 31, Page 4
2020. All other terms of the 2010 agreement remain in place. Staff recommends the Committee approval the Amendment to the Use Permit and License Agreement with the Fox Valley Park District for the use of Oakhurst Forest Preserve for a community garden as presented. MOVED FORWARD BY ROLLCALL VOTE [UNANIMOUS] Theresa Barreiro, Commissioner Deborah Allan, Commissioner Barreiro, Drew Frasz, Joseph Haimann,, Thomas Smith B. Presentation and Approval of a Non-Disturbance Agreement with RInc Chicago Steel for Ice Usage at the Fox Valley Ice Arena Centrum-East West Ventures (Centrum), the management company overseeing the Fox Valley Ice Arena has secured a junior level hockey team, the Chicago Steel for the facility. In accordance with the terms of the 2008 License Agreement assigned to the District at the time the facility was purchased, the management company may license space within the facility for programming such as a junior team. Centrum has coordinated successful use agreements with the Chelios Restaurant, B & R Pro Shop, Cyclones Hockey Club, and Aurora University Hockey Team just to name a few. The Ice Usage Agreement that Centrum and the Steel are entering into is for an initial three year term with two one-year extension options for a total possible term of five years. The agreement involves large capital investments on the part of the Steel for operational relocation and facility improvements and as such, the Steel have requested the District sign a Non- Disturbance Agreement which provides certain assurances to the Steel for the continuation of their rights within the Ice Usage Agreement in the case Centrum is no longer the management company during the term of their agreement for situations such as, but not limited to the management agreement with Centrum is terminated, the District agrees to assigning the management contract to another management company or the management agreement with Centrum expires. The District s legal counsel and risk management provider PDRMA have both reviewed and approved the documents as presented. The Steel are planning to move into the Fox Valley Ice Arena in August with their first game Friday, September 25 th. The first capital improvements will be remodeling of the existing office Page 5
area and locker rooms on the first floor at the west end of the lobby. All remodeling will be limited to the current layout of the interior spaces with plans reviewed by staff and permits through the City of Geneva. Any future facility improvements beyond existing walls will be brought to the Planning and Utilization for consideration/approval. Deborah Allan, Thomas Smith Barreiro, Drew Frasz, Joseph Haimann,, Thomas Smith VI. Executive Session to Discuss Land Acquisition, Contracts, Litigation and Personnel None. VII. Communications A. Presentation of the Forest Preserve District's Nature Preserves Locations and Status This will be presented next month. HELD OVER [UNANIMOUS] Michael Kenyon, President Rebecca Gillam, Chairman B. County of Kane Office of Emergency Management Thank You Letter Executive Director Meyers presented a Thank You Letter from the Office of Emergency Management, for the Distric's help in a search and rescue of a 64 year old male. PLACED ON FILE C. Creek Bend Ad Executive Director displayed an advertisement for Creek Bend Nature Center. Community Affairs Specialist Brittany Kovach stated the Fabyan Windmill 100th Anniversary Celebration was successful. Approximately 300-400 people attended the celebration. There were also tours of the windmill by the volunteers. PLACED ON FILE Page 6
VIII. Chairman's Comments - Announcements and Upcoming Events President Kenyon thanked the Staff for a successful event at the Windmill. The Brunner Grand Opening will be held Saturday, August 29th, beginning at 11:00 am with a ribbon cutting and tours. There will be a children's concert from 11-12. All are encouraged to attend. IX. Adjournment APPROVED WITH VOICE VOTE [UNANIMOUS] Thomas Smith, Commissioner Adjournment Until: Thursday, August 27, 2015 at 9:00 am Forest Preserve Administration Offices Board Room 1996 S. Kirk Road, Suite 320 Geneva, IL Respectfully Submitted, Rebecca Gillam, Chairman Planning and Utilization Committee Forest Preserve District of Kane County Patricia Hestekin Patricia Hestekin Recording Secretary Page 7