The Special Meeting of the Naperville Park District Board of Commissioners was called to order at 6:00 p.m. by President Reilly.

Transcription

1 Page 1 of 9 Minutes of a Special Meeting of the Naperville Park District Board of Commissioners DuPage and Will Counties Held on 24th day of June, W. Jackson Ave. Board Room Naperville, IL I. Call to Order The Special Meeting of the Naperville Park District Board of Commissioners was called to order at 6:00 p.m. by President Reilly. II. Roll Call Present: President Mike Reilly Vice President Gerry Heide Commissioner Suzanne Hart (via telephone at 6:02) Commissioner Ronald Ory Commissioner Andrew Schaffner Commissioner Marie Todd Commissioner Kirsten Young Absent: Other: Executive Staff: Kevin Finnegan, Parks Director Sameera Luthman, Marketing and Communications Director Ray McGury, Executive Director Eric Shutes, Planning Director Brad Wilson, Recreation Director Staff: Sue Omanson, Community Development Project Manager Mike Piszynski, Project Manager Derke Price, Attorney Jacki Stern, Board Secretary Commissioner Schaffner entertained a motion to allow Commissioner Hart to participate via phone. Second by Commissioner Young Roll Call Vote: YES: Schaffner, Young, Ory, Todd Heide, Reilly ABSENT: Hart

2 III. Page 2 of 9 President Reilly read the following letter from the Guild of Carillonneurs Dear Commissioners: As you know, we had the privilege of hosting the sixty eighth Congress of the Guild of Carillonneurs in North America this past week. This event marked a new level of recognition and history for the Millennium Carillon. The success of this project has been the result of many, many hours of volunteer efforts, generous private and public financial support, and the hard work of our talented carillonneurs. It also has been supported and enhanced by the award winning partnership between the Naperville Park District, the City of Naperville, and The Millennium Carillon Foundation. Those attending the Congress were delighted with our Carillon, the beautiful setting, our Visitors Center, and the warm welcome they received in Naperville. I want to express my personal thanks for the fantastic support provided by your Park District staff, both in preparation for this event and during the months of planning for it. In particular, I would like to thank Brad Wilson, Fred Gusel, and Kelli Stempien for their support and cooperation. They were always there to provide whatever assistance was needed to make this a great event. Brad s excellent leadership skills are a great asset for the Park District and for the Carillon in particular. Chuck Papanos is tireless in making sure that every detail is attended to and he always does this with a positive attitude and a pervasive sense of humor. Believe me, that sense of humor is a great asset for Chuck as he deals with me on a very regular basis. Lastly, I want to complement Ron Kwak for the exemplary work de does on the grounds of the Riverwalk, Carillon, and Visitors Center. His work always demonstrates a personal pride in creating an attractive landscape for everyone to enjoy. I have had frequent conversations with him and I m always highly impressed with his broad understanding of horticulture. He treats our landscape as if it was his own backyard and it always shows. Please accept my personal thanks for all of the support, guidance, and personal pride the Naperville Park District has demonstrated toward the Millennium Carillon and Visitors Center. I am very proud of the fine partnership that has developed between the Carillon and he Park District over the past few years. This success has been largely due to the people I have mentioned above. Best Regards, Chuck Seidel Millennium Carillon Foundation IV. Matters from the Public No one has signed up to speak V. Consent Agenda (Requires Board Approval by Statute) The Executive Director warrants that all Consent Agenda Items, reports, and memoranda comply with Board policy. Chair: Are there any items to be removed from the consent agenda? President Reilly requested that items Q and E be pulled from consent agenda. A. Approve Ordinance #722: Declaring Necessity of Use and Authorizing the execution of an Intergovernmental Agreement with

3 Page 3 of 9 the City of Naperville for the Transfer and Improvement of Certain Properties. B. Approve Ordinance #724: Approving a Land Cash Settlement Agreement with Naperville Campus, LLC and Erickson Retirement Communities, LLC regarding Land/Cash Donations Due under the City of Naperville s Code of Ordinances. C. Award the contract for Bid Package #1: Earthwork/Mass Grading for the Nike Sports Complex Expansion project to G.A. Blocker Grading Contractor, Inc. in the amount of $709,800. D. Award the contracts for Bid Package #2: Site Utilities and Bid Package #14: Plumbing for the Nike Sports Complex Expansion project to Best Plumbing, Inc. in the amount of $385,000. E. Award the contract for Bid Package #4: Asphalt/Sport Surfaces and #5: Site Concrete for the Nike Sports Complex Expansion project to Geneva Construction Company in the amount of $582, F. Award the contract for Bid Package #6: Fencing for the Nike Sports Complex Expansion project to Action Fence Contractors in the amount of $160,480. G. Award the contracts for Bid Package #7: Landscaping/Playground and Bid Package #18: Site Furnishings for the Nike Sports Complex Expansion project to Hoppy s Landscaping, Inc. in the amount of $666,985. H. Award the contract for Bid Package #8: CIP Concrete for the Nike Sports Complex Expansion project to Daker Corporation in the amount of $71,888. I. Award the contract for Bid Package #9: Masonry for the Nike Sports Complex Expansion project to Tower Contracting, LLC in the amount of $105,000. J. Award the contract for Bid Package #10: General Carpentry for the Nike Sports Complex Expansion project to Efraim Carlson & Son, Inc. in the amount of $173,800. K. Award the contract for Bid Package #13: Roofing for the Nike Sports Complex Expansion project to Bennett & Brosseau Roofing, Inc. in the amount of $28,600. L. Award the contract for Bid Package #15: Building Electrical for the Nike Sports Complex Expansion project to Jasco Electric Corporation in the amount of $70,256. M. Award the contract for Bid Package #16: Site Electrical for the Nike Sports Complex Expansion project to Excel Electric, Inc. in the amount of $480,650. N. Award the contract for Bid Package #17: Mechanical for the Nike Sports Complex Expansion project to Amber Mechanical Contractors, Inc. in the amount of $7,500. O. Approve the Appointment of Commissioners Gerry Heide and Suzanne Hart to the Legislative Committee; Commissioner Heide to Chair Said Committee. P. Approve the Appointment of Commissioners Suzanne Hart and Andrew Schaffner to the Intergovernmental Committee;

4 Page 4 of 9 Commissioner Hart to Chair Said Committee. Q. Approve the Appointment of Commissioners Marie Todd and Kirsten Young to the Parks and Recreation Committee; Commissioner Todd to Chair Said Committee. R. Approve the Appointment of Commissioners Ron Ory and Kirsten Young to the Strategic Plan Committee; Commissioner Ory to Chair Said Committee. S. Approve the Appointment of Commissioners Gerry Heide and Marie Todd to the Finance Committee; Commissioner Heide to Chair Said Committee. T. Approve the Appointment of Commissioners Kirsten Young and Marie Todd to the Golf Committee; Commissioner Young to Chair Said Committee. U. Approve the Appointment of Commissioners Andrew Schaffner and Ronald Ory to the Parks Foundation Committee; Commissioner Schaffner to Chair Said Committee. Commissioner Schaffner moved to accept the Consent Agenda as presented. Second by Commissioner Todd Director Shutes gave an overview of the Nike project with a timeline from the beginning. Vice President Heide asked about the GMP and why we are approving the contracts and not the CM holding them. Director Shutes said that they have agreed to work with us and we vote on the contracts and then if we are under budget the CM will refund. If we go over then the CM will eat the cost. Commissioner Ory asked how the amenities were chosen and where they are. He said that essential elements were described and Commissioner Ory is asking for the total need for those elements. How do we make a determination as to how many restrooms are need and garbage cans. Attorney Price said that the city would weigh in on the number of restrooms. Commissioner Ory looking for budget number. Commissioner Schaffner asked if the taxpayer on the hook for the contingency. Is that taxpayer dollars? Director Shutes said it is part of the capital project. Yes it is part of the capital budget and taxpayer dollars. Commissioner Young asked if this is phase one and then what is phase 2? Phase 1 is 2010 and Phase 2 is We are using the construction delivery method and it will be much better to do all this at once. But this will be performed as one project and that is better because of mobilization. The project will be done in the summer of 2011 and we will we have a ribbon cutting. The work was guaranteed to be completed in a year. Commissioner Ory would like a chart together with the construction schedule to make sure that we stay on schedule. It is the Executive Director s ultimate responsibility to make sure that it is getting done on time. Director Shutes will make sure that the website will have periodic updates with pictures and summaries. There will be a sign on site that will have a completion schedule. President Reilly reminded those in attendance that we should not be setting dollar amounts for refunds and making promises that we can t deliver on.

5 Roll Call Vote on Motion: YES: Schaffner, Todd, Hart, Ory, Young, Heide, Reilly Page 5 of 9 Commissioner Schaffner moved to approve the Consent Agenda as accepted. Second by Commissioner Todd. Voice Vote on Motion: YES: Schaffner, Todd, Hart, Ory, Young, Heide, Reilly V. Unfinished Business Items that were tabled to this Meeting or Items removed from the consent agenda are considered here. E. Commissioner Schaffner moved to award the contract for Bid Package #4: Asphalt/Sport Surfaces and #5: Site Concrete for the Nike Sports Complex Expansion project to Geneva Construction Company in the amount of $582, Second by Commissioner Todd. Commissioner Young asked what percentage of the contract is the parking lot 50% parking lot 15% trails 25% remainder There was also a question regarding the asphalt on the courts- the courts will have asphalt with paint coating. Commissioner Young is troubled with this bid package. She is wondering about the demand and meeting the community s needs. Commissioner Young thinks we could have done more. Breaking in on running trails. There is concern about the basketball courts and their demand. Why not add a bigger trail instead of only having one loop and it doesn t go all the way around. President Reilly said that the old map has some comments and does incorporate resident comments. The basketball courts were added as a response to resident comments. Director Wilson said the original plans did have more trails, but there was concern about trails behind the homes. Roll Call Vote on Motion: YES: Schaffner, Todd, Hart, Ory, Heide, Reilly NO: Young

6 Page 6 of 9 Q. Commissioner Schaffner moved to Approve the Appointment of Commissioners Marie Todd and Kirsten Young to the Parks and Recreation Committee; Commissioner Todd to Chair Said Committee. Second by Commissioner Young. Roll Call Vote on Motion: YES: Schaffner, Young, Hart, Ory, Todd, Heide, Reilly Q1-Commissioner Schaffner moved to entertain a motion to appoint Commissioner Ory to the Parks and Recreation Committee. Second by Commissioner Young. Roll Call Vote on Motion: YES: Schaffner, Young, Hart, Ory, Todd, Heide, Reilly VI. New Business A. Discussion Items 1. Garden Plots Included in the weekly packet last week we provided an update in regard to current status of the Garden Plots on West St. and wait list numbers. We are down to 38 people waitlisted for the program. Some of those people were not interested in a garden plot. We also outlined what sector all of the waitlisted people reside in. Based on all the information in the memo it is our recommendation to not move forward with Garden Plot expansion in We should maybe look at Garden Plots as part of a larger project. We are up to 518 plots now and will start with that number for next year. We moved someone as late as yesterday. We are looking for direction and consensus from the board. There doesn t seem to be enough demand. Commissioner Schaffner asked how much money was actually spent reconfiguring the plots. Director Shutes said about $90,000 was spent and the traffic studies on West St and they were about 8,000 and we split them. 27,000 spent Commissioner Schaffner said that the residents were promised all these new garden plots for $250,000. We have spent over $100,000 to look at new plots. We have $125,000 of unspent money Executive Director McGury said that DPR park was looked at as an expansion of West St. We do not want to go down the road of guessing how much they are going to cost

7 Page 7 of 9 Commissioner Hart said that if we enhance the gardening at West St. and we would have to take plots off to do that we are not making it better. The condition of garden plots is better than we have ever had. We do have some areas that have some drainage issues and we will look at this next year to improve the drainage. Commissioner Schaffner said that we have some unspent money and find out if there is a demand to enhance their experience. Commissioner Hart asked if we need to go look at other plots. President Reilly said that it is staff s recommendation to not move forward for further garden plots. Commissioner Ory agrees with Commissioner Schaffner s approach Executive Director McGury confirmed that we are not directing staff to go further with garden plots in other locations. Commissioner Hart depart at 7:00 pm 2. Centennial Beach Bathhouse and Site Improvements Update We are still within the budget that we set for this project. Well below the 5.5 mil originally budgeted. We will present a change order on July 8 th. Items to be included are part of the low voltage systems video, computers. Signage plan and furniture. We are asking the architect to help us and they will help prepare the bid packages. Shelving and benches and that type of stuff that follows the architecture of the building. Commissioner Schaffner asked about the deadline on this project. The goal is ready use by Memorial Day of We are in the position to start to storing materials for next year s construction. Director Shutes discussed the facility infrastructure charge FIC and IAC from City of Naperville are $40,000-Relating to the use relative to our updates. We will also bring the testing contact to you for a approval. It is under $20,000. We want to have direct relationship with the testing company. In regard to the concession building. We are evaluating some investment scenarios. During the DuPage County permitting process we learned that we cannot grill outside and sell the food outside. If we want to grill food it has to be inside. To move all the cooking operations inside, it will expand the size of the concession building. It will add up to $200,000 to the project and that is a reasonable amount. We have to ask ourselves if we want to bring in warm food or do we want to produce our own food. We will evaluate and then bring back to you. Commissioner Schaffner said that the original budget $4,015, 000. There are other fees. Everything tonight, is that in addition or can we accommodate all those within the budget. Director Shutes said yes.

8 Page 8 of 9 We are currently working with on site signage that will include key elements of the renovations. 3. Knoch Park Sports Lighting Renovation Update The new lighting system is in and it is functional. We will be waiting to the end of baseball season before the old polls are removed. We don t want to drive the heavy equipment on the grass until the ground dries out and after Ribfest. We are currently in service. There is no extra cost. This would take up to 30 days and 45 days at the most. Dependent on weather so we can move heavy equipment. 4. Wil-O-Way Park Playground Renovation Update playground renovation project. Contract in July. Wil o way will be a fall project. $150,000 and should come in under budget. 5. Pembroke Park and May Watts Park Ball Field Renovation Projects We combined these sites. They are existing ball fields. With ADA requirements the sidewalk and fencing will be replaced. Those with disabilities will have better access to watch the games. 6. Nike FIC and IAC Fees Park district has been paying for as long as I have been here. Make a recommendation to board to approve. Commissioner Heide asked how they decide what to charge us. This is the number we expected when we negotiated the annexation agreement. It is within our capital budget. They did not want to include it in the annexation. It comes out of the 5.7 million that we budgeted. 7. Alternative Funding Mechanisms Relates to June 11 weekly packet. 1b strategic plan. Identifies alternative funding practices Commissioner Schaffner asked if we are billing our affiliates for ripping up our fields. It is part of the fees that they pay. 8. Public Participation Process It was discussed in the Parks and Rec Committee meeting on ways to enhance communication strategy lists various tactics and reach the community 9. NRPA Conference 2010 It is time to think about who will be attending. VII. Adjournment: At 8:04 p.m. Commissioner Schaffner moved to adjourn the June 24,

9 Page 9 of Special Meeting. Second by Commissioner Ory. 8/2/2013 Voice Vote on Motion: YES: Schaffner, Ory, Todd, Young, Heide, Reilly ABSENT: Hart