ALSO PRESENT: John Dzarnowski, FGM Architects; Melissa Silverberg; Daily Herald; Sally Ho, Chicago Tribune; Will Ploger; Tim Gelinas.

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1 MINUTES OF THE REGULAR MEETING BOARD OF PARK COMMISSIONERS ARLINGTON HEIGHTS PARK DISTRICT Administration Center 410 N. Arlington Heights Road February 12, :00 p.m. President Leno called the meeting to order at 7:01 p.m. PLEDGE OF ALLEGIANCE President Leno led the audience in the Pledge of Allegiance. ROLL CALL OF COMMISSIONERS Commissioners Present Commissioners Absent M. Leno R. Nesvacil M. Naughton R. Smith R. Whisler STAFF PRESENT: Steve Scholten, Executive Director; Sue Gwinnup, Interim Director of Recreation and Facilities; Brian Huckstadt, Director of Parks and Planning; Donna Wilson, Director of Finance and Personnel; John Robinson, Superintendent of Recreation; Cathy Puchalski, Superintendent of Recreation; Al Bevers, Maintenance Supervisor; Jeff Lindstrom, Maintenance Supervisor; Paul Guza, Superintendent of Maintenance; Terry McDonald, Maintenance Supervisor; Kristina Christie, Museum Supervisor; and Annette Boschian, Recording Secretary. ALSO PRESENT: John Dzarnowski, FGM Architects; Melissa Silverberg; Daily Herald; Sally Ho, Chicago Tribune; Will Ploger; Tim Gelinas. MINUTES The Minutes of the Regular Meeting of January 22, 2013 were presented. Comr. Naughton, seconded by Comr. Whisler, moved to approve the Minutes of the Regular Meeting of January 22, 2013 as presented. On voice vote the motion was approved 4-0. PARK USE APPLICATIONS Irish Fest 2013 Cathy Puchalski, Supt. of Recreation, addressed the Board. She stated that the Park District will program its 14th Annual Irish Fest in She said staff is planning a two-day fest on Friday, July 26, from 5:00-11:00 p.m. and Saturday, July 27, from 4:00 11:00 p.m. New this year is the Fest will open one hour earlier on Friday evening in an attempt to draw a dinner crowd to the event. Supt. Puchalski said this is the fourth year that staff plans to work with event planning company Star Events; regarding the beverage agreement. The arrangement works well, with the Museum receiving $5, from the agreement based on a percentage of the beverage sales. The contract has been agreed upon by both parties for Star Events is well-aware of all the requirements to obtain the necessary approvals from the Village and State for the sale of alcohol (beer and wine only) and obtain the Liquor Liability insurance.

2 Arlington Heights Park District, Minutes, February 12, 2013 Page 2 Supt. Puchalski said this is the third year staff plans to again work with Winston s catering company. They work various Irish fests in this area and out of state. They provide great food at a reasonable cost. Positive feedback has been received on this vendor. Supt. Puchalski reported that staff has initiated marketing efforts for this year and looks forward to working with the Marketing Department for a change in the 2013 campaign. This year a concerted effort will be made to advertise and brand the event as a fundraising effort for the Historical Museum. It will be a twopronged approach; to solicit local sponsors from a philanthropic perspective, and advertise to event goers that all proceeds from this fest go directly to support programs and exhibits at the Historical Museum. This has not been at the forefront of previous campaigns and staff feels this new approach could be advantageous to securing sponsors, as well as provide event goers with the understanding that the monies will go directly into the Museum programs. Supt. Puchalski stated that the Historical Society will sell smaller concession items (popcorn, bottled water and ice cream). They are also planning to sell raffle tickets for the Irish Raffle. The Society will apply for the appropriate license from the Village to hold this raffle. Supt. Puchalski said staff recommends approval of the event as presented, as well as approval of utilizing Star Events as the beverage vendor and Winton s as the food vendor. Staff also recommends approval for the Historical Society to sell raffle tickets. Comr. Naughton asked if the Village of Arlington Heights had any issue with the 5:00 p.m. start. Supt. Puchalski said the Village did not have any issue with that. Comr. Naughton asked how the marketing of this event will be handled. Supt. Puchalski said the information will be provided in an E-blast, as well as with specific contacts that the Marketing Department has made throughout the year with local sponsors. Comr. Naughton moved, seconded by Comr. Whisler, to approve Star Events as the beverage vendor to sell beer, wine, and Mike s Hard Lemonade and to secure Winston s Catering to sell pop, sandwiches, and snacks at Irish Fest on Friday, July 26 and Saturday, July 27, Each vendor must provide the appropriate liquor and health licenses (prior to the Fest) from the Village of Arlington Heights and the State. The selected vendors must also provide a certificate of insurance for liquor liability and/or general liability to the Historical Society, Park District and Village naming each party as additional insured. On voice vote the motion was approved 4-0. Comr. Naughton moved, seconded by Comr. Whisler, to approve the Historical Society to sell raffle tickets at Irish Fest provided the appropriate license is secured from the Village prior to Fest. On voice vote the motion was approved 4-0. ACCOUNTS PAYABLE The Accounts Payable list for disbursement dated February 12, 2013 was presented. Comr. Smith moved, seconded by Comr. Naughton, to approve the Accounts Payable list dated February 12, 2013 in the following amounts: for the Regular Funds in the amount of $425,547.44; for the Pension Fund in the amount of $118,328.24; for the Insurance Fund in the amount of $66,068.01; for the Audit Fund in the amount of $0.00; for the Museum Fund in the amount of $2,035.54; for the Land Dedication Fund in the amount of $10,167.40; for the Nickol Knoll Golf Club Fund in the amount of $7,403.40; for the Arlington Lakes Golf Club Fund in the amount of $24,405.41; for the Forest View Racquet & Fitness Club Fund in the amount of $28,221.84; for the Heritage Tennis Club Fund in the amount of $18,364.58; for the Bond Capital Projects Fund in the amount of $326,395.62; for the Pool Renovation Fund in the amount of $0.00; for a Grand Total of Disbursements in the amount of $1,026, On voice vote the motion was approved 4-0.

3 Arlington Heights Park District, Minutes, February 12, 2013 Page 3 Comr. Smith moved, seconded by Comr. Naughton, to approve the Payroll distribution for the month of January, 2013 in the amount of $707, On voice vote the motion was approved 4-0. UNFINISHED BUSINESS Camelot Park Community Center Executive Director Scholten addressed the Board. He stated that John Dzarnowski, FGM Architects, will present a look at three potential elevation options (A, B, and C) and a floor plan for the Camelot Community Center improvements. This information is being brought to the Board in advance of the District s presentation at a public forum. It is the intent of staff and FGM to take the Board s comments to revise the plans and conduct a community meeting at Camelot Park Community Center on Thursday February 28, 2013 that will allow for the community of neighbors and users to add their comments. Mr. Dzarnowski addressed the Board. His presentation began with a view of the site plan. He then provided a view of the proposed floor plan and described the details of that plan. Then he presented three views for each of the three elevation options (A, B, and C) and explained the details for each of those options. The Board discussed the floor plan and options A, B, and C with Mr. Dzarnowski and staff. The discussion included: building access and security measures; cost differential between the options; building materials and Village Code building material requirements; effects of sunlight through the windows and how those effects could be minimized; location of the building s mechanical units; possibility of adding a second floor stretching/warm-up area; impact/possibility of installing solar panels; and the possibility of having a secure access point onto the walking track. Mr. Dzarnowski asked if options A, B, and C should be presented at the community meeting. Executive Director Scholten suggested that all three options should be presented at the meeting and the Board concurred. Executive Director Scholten indicated that the community meeting will be offered at 2:00 p.m. and 7:00 p.m. on February 28. Comr. Naughton asked when this project will break ground. Executive Director Scholten said the goal is late summer NEW BUSINESS Abatement Ordinance No. 669 Director Wilson addressed the Board. She stated that the 1997series bonds will be maturing in September. In October 1997, the District passed an ordinance (Ordinance No. 557) at that time that provided for the levy of a direct annual tax for the debt service on the bonds. In September, the District will issue Refunding Park Bonds 2013A to pay the maturities on the alternate bonds and therefore needs to abate the tax previously levied. Director Wilson indicated that this must be done before March 1, Comr. Naughton, seconded by Comr. Whisler, moved the adoption of Ordinance No an ordinance abating the tax hereto levied for the year 2012 to pay debt service on the Refunding General Obligation (Alternate Revenue Source) Capital Appreciation Park Bonds, Series 1997E, of the Arlington Heights Park District, Cook and Lake Counties, Illinois. Roll was called with:

4 Arlington Heights Park District, Minutes, February 12, 2013 Page 4 Ayes Leno, Naughton, Smith, Whisler Nays None Absent Nesvacil Ayes 4; Nays 0; MOTION CARRIED APPROVAL OF PURCHASES 2013 Mowing Services Contract Paul Guza, Supt. of Maintenance, addressed the Board. Twelve (12) bids were opened on Wednesday, January 30, 2012, at 11:00 a.m. Supt. Guza indicated that the low bidder, E & Boni Landscaping, was deemed non-responsive because they did not provide a security for the bid. As a result, he said staff recommends disqualification from award of that contract because of its failure to include a bid bond. Supt. Guza stated that, upon Attorney Riordan s review and recommendation, the second lowest bidder, Alasher Landscaping, is recommended for approval - even though their cashier s check bid security was $58 less than the 10% required in the bid documents. Per Attorney Riordan, the bond deficiency is de minims and not significant enough to warrant disqualification. Staff also verified references for Alasher Landscaping and these references confirmed an acceptable performance record. President Leno asked to know the cost difference between this year and last year s bid. Supt. Guza said this year s cost is $379 less than last year s for the same scope of work. Comr. Whisler asked to know what the timeframe is for cancellation of this contract. Supt. Guza said the cancellation timeframe is five days (one week). Contractor s Name Base Bid Amount Alasher Landscaping Inc 24, Langton Group 34, Flecks Landscaping 40, E & Boni Landscaping 22, Ryco Landscaping 44, PJM Landscape Solutions 88, Zenith Landscape 24, M3 Landscape 38, Milieu Design 48, Carefree Lawn Maintenance 38, Sebert Landscaping 35, Alaniz Lawncare Inc 39, Comr. Whisler, seconded by Comr. Smith, moved to award a contract to the lowest responsive, responsible bidder Alasher Landscaping of Elgin, Illinois for a total contract value of $24,585 to perform 2013 mowing services. On voice vote the motion was approved Fertilizer, Chemicals, and Grass Seed Bid Al Bevers, Maintenance Supervisor, addressed the Board. The District annually establishes specifications and advertises for bids for purchase of fertilizer, chemicals, and grass seed for the golf course and Parks Department operations. He stated that nine companies submitted a bid. He said staff recommends accepting the low bids which met specifications for a total amount of $43,

5 Arlington Heights Park District, Minutes, February 12, 2013 Page 5 CONSERV FS 32 Tons 7 Tons 1250 LBS/25bags 3750lbs. /75bags Fertilizer (Custom App.) w./.20% Merit (Custom App.) w/Dimension Midsize Fertilizer Merit.05G 23, , , LBS. 2 Gallons Banol ,250 LBS EC Grow w/.08 Dimension $31, CHICAGOLAND TURF lbs. Mini Drum Triadimefin (Bayleton) 2, CASE 10 x.49 Emerald (Bascalid) Fungicide 1, $3, ARTHUR CLESEN INC. 150 LBS. Penncross Bentgrass Gallons Cascade Plus Surfactant , JOHN DEERE LANDSCAPES 1750 lbs./35 Bags Merit Plus Poly Galons. Revolution Surfactant $1, BTSI 2 Gallons Banol (Propamocarb hydrochloride) Gallons Iprodione 26 GT $1, WINFIELD SOLUTIONS (Al Van Alsberg) 30 LBS Prostar 70 WG (flutolanil) $1, REINDEERS, INC. 20 Gallons Daconil (chlorothalinol) $1, $43, Comr. Whisler asked if there have been any changes to the type of products being ordered this year. Mr. Bevers said that a few products have been changed and the amount of products ordered has been reduced considerably. He said staff was able to order less this year because many products were not used last year, due to the extremely high temperatures. Comr. Whisler asked to know the cost difference between this year and last year s bid. Mr. Bevers reported that last year s cost was just over $70,000. Comr. Whisler, seconded by Comr. Smith, moved to accept the lowest responsible bidders meeting specifications for the purchase of fertilizer, chemicals and grass seed from (see attached) in the amount of $43, On voice vote the motion was approved 4-0. Electricity Procurement Director Wilson addressed the Board. The Park District spends approximately $350,000 per year on electricity. Quotes were obtained from energy suppliers, through Cost Containment International, Inc. (C2), The Arlington Heights Chamber of Commerce (Direct Energy), and Alfa Energy. All of the quotes beat the average ComEd price of.0824 per kwh. Listed (below) is a comparison of the quotes, along with a comparison to our current supplier.

6 Arlington Heights Park District, Minutes, February 12, 2013 Page 6 1-Year Proposal 2-Year Proposal 3-Year Proposal Annual Annual Annual Supplier $/kwh Cost Savings $/kwh Cost Savings $/kwh Cost Savings Hudson Energy $ 231,835 $ 111, $ 254,918 $ 88, $ 268,467 $ 75,063 Direct Energy ,438 83, GDF Suez , , ,940 82, ,202 65,328 Energy.ME , , ,596 80, ,202 65,328 Integyrs , , ,915 75, ,733 56,797 Nordic Energy , , ,030 71, ,045 53,485 Green Mountain Energy ,348 94, ,994 67, ,353 51,177 Current Provider -MC $ 343,530 Estimated Annual Consumption 5,018,077 Director Wilson said staff recommends that Husdon Energy through Cost Containment International, Inc. (C2) be awarded the energy contract for a 24-month fixed rate with an annual estimated savings of $88,612 per year. She said the current 3-year contract expires in April. Comr. Smith asked to know how many years the District has gone through this electricity procurement process. Director Wilson said the District has done this since 2004 or She reported that the District has saved money each time. Comr. Smith, seconded by Comr. Naughton, moved to approve a 2-year contract with Hudson Energy for electricity from April 2013 until April On voice vote the motion was approved 4-0. MATTERS FROM EXECUTIVE DIRECTOR The new director of recreation and facilities, Brian Meyer, will begin his tenure with the Park District tomorrow. Thanked Supt. Gwinnup, Supt. Puchalski, and Supt. Robinson for all their work since Director Glueckert retired in October. MOTION TO ADJOURN TO CLOSED SESSION Comr. Whisler moved, seconded by Comr. Smith, to adjourn to Closed Session at 7:55 p.m. to discuss the appointment, employment, compensation, discipline, dismissal, performance, or personal status of employees, officers, and legal counsel for the Park District. Roll was called with: Ayes Leno, Naughton, Smith, Whisler Nays None Absent Nesvacil Ayes 4; Nays 0; MOTION CARRIED CLOSED SESSION Comr. Whisler moved, seconded by Comr. Smith, to reconvene in Open Session at 8:15 p.m. On voice vote the motion was approved 4-0. ADJOURNMENT Comr. Smith moved, seconded by Comr. Whisler, to adjourn at 8:16 p.m. On voice vote the motion was approved 4-0.

7 Arlington Heights Park District, Minutes, February 12, 2013 Page 7 Stephen C. Scholten, Secretary Board of Commissioners Arlington Heights Park District Maryfran H. Leno, President Board of Commissioners Arlington Heights Park District March 19, 2013 Date Approved