President Leno called the meeting to order at 7:00 p.m. PLEDGE OF ALLEGIANCE. President Leno led the audience in the Pledge of Allegiance.

Transcription

1 MINUTES OF THE REGULAR MEETING BOARD OF PARK COMMISSIONERS ARLINGTON HEIGHTS PARK DISTRICT Administration Center 410 N. Arlington Heights Road March 19, :00 p.m. President Leno called the meeting to order at 7:00 p.m. PLEDGE OF ALLEGIANCE President Leno led the audience in the Pledge of Allegiance. ROLL CALL OF COMMISSIONERS Commissioners Present M. Leno M. Naughton R. Nesvacil R. Smith R. Whisler Commissioners Absent STAFF PRESENT: Steve Scholten, Executive Director; Brian Meyer, Director of Recreation and Facilities; Brian Huckstadt, Director of Parks and Planning; Donna Wilson, Director of Finance and Personnel; Angela Neill, Recording Secretary; Anita Pacheco, Superintendent of Marketing; Scott Elman, Park Planner; Paul Guza, Superintendent of Maintenance. ALSO PRESENT: Will Ploger; Tim Gelinas; Sally Ho, Chicago Tribune; John Dzarnowski, FGM Architects; Mike Rink, Construction Manager, Corporate Construction Services; Robert Paddock, Jr. MINUTES The Minutes of the Regular Meeting of February 12, 2013, were presented. Commissioner Naughton moved, seconded by Commissioner Smith, to approve the Minutes of the Regular Meeting of February 12, 2013, as presented. Commissioner Nesvacil abstained. On voice vote the motion was approved 4-0. CITIZENS TO BE HEARD Presentation by Robert Paddock, Jr. Robert Paddock, Jr. presented the Board with a painting featuring a child swinging in North School Park. President Leno thanked Mr. Paddock for his donation to the Park District. ACCOUNTS PAYABLE The Accounts Payable list for disbursement dated March 19, 2013 was presented. Commissioner Smith moved, seconded by Commissioner Whisler, to approve the Accounts Payable list dated March 19, 2013 in the following amounts: for the Regular Funds in the amount of $371,515.75; for the Pension Fund in the amount of $121,067.14; for the Audit Fund in the amount of $1,155.00; for the Museum Fund in the amount of $939.60; for the Nickol Knoll Golf Club Fund in the amount of $5,813.79; for the Arlington Lakes Golf Club Fund in the amount of $17,327.07; for the Forest View Racquet &

2 Arlington Heights Park District, Minutes, March 19, 2013 Page 2 Fitness Club Fund in the amount of $23,745.88; for the Heritage Tennis Club Fund in the amount of $22,014.62; for the Bond Capital Projects Fund in the amount of $70,623.22; for a Grand Total of Disbursements in the amount of $634, On voice vote the motion was approved 5-0. Commissioner Smith moved, seconded by Commissioner Whisler, to approve the Payroll distribution for the month of February 2013 in the amount of $785, On voice vote the motion was approved 5-0. NEW BUSINESS Financial Reports Director Wilson presented the Budget Summary by Fund Reports for the month of February 2013 and asked if there were any questions. There were none. Frontier Park Director Huckstadt addressed the Board. He said bid packages were provided to 106 interested parties for the Frontier Park Master Plan Phase I OSLAD Renovation Project. Forty-two bids were returned and opened at a public bid opening on Wednesday, March 13, Mike Rink, construction manager from Corporate Construction Services, provided a recommendation to the Park Board. Staff reviewed the bids and Corporate Construction recommendations, and noted the following: each of the 7 lowest bids in each trade packet received was at or under budget. Staff concurs with the letter of recommendation submitted by Corporate Construction Services and recommends approval of Frontier Park Master Plan Phase I OSLAD Renovation bids as shown on Attachment #1 and the Letter of Recommendation from Corporate Construction Services dated March 14, Commissioner Whisler asked Mike Rink, Corporate Construction, if he is confident in such low numbers and asked if he has worked with these companies before. Mr. Rink responded by saying he has worked with the contractors, and they do quality work. He said each low bidder was interviewed and they will be able to meet their bid price. Commissioner Smith asked Director Huckstadt to summarize the position of construction manager. Director Huckstadt said the construction manager will work as a Park District advisor and will work with John Dzarnowski, FGM Architects. A construction manager will benefit the Park District by representing the Park District to the architect and contractors. Commissioner Naughton asked for a rough estimate to add lights to the path. Director Huckstadt said each pole is approximately $6,500. He said he feels it is a good choice to omit the lights as it would be a significant amount of money to add them, but they can be added by Park District staff if the budget allows. Commissioner Naughton said people will notice the absence of lights and will comment on an unlit path before anything else. President Leno asked when groundbreaking will be on this project. Director Huckstadt said as soon as the District obtains a permit, hopefully in early April. Commissioner Naughton moved, seconded by Commissioner Whisler, to approve bids and award contracts to the lowest, responsive, responsible bidders for the Frontier Park Master Plan Phase I OSLAD Renovations for Packets #1 thru #7, with alternates, as detailed in Attachment #1 and Letter of Recommendation from Corporate Construction Services dated 3/14/13 in the amount of $1,907,000. On voice vote the motion was approved 5-0.

3 Arlington Heights Park District, Minutes, March 19, 2013 Page 3 Camelot Park Community Center Director Huckstadt addressed the Board. He said that after many months of project development utilizing web resources, community and neighborhood meetings at the Camelot Park Community Center, the design is complete. Staff is recommending approval of the conceptual site plans, floor plans and building elevations. On February 28, 2013, two public meetings were held at the Camelot Community Center for staff and consultants to share and discuss the three conceptual elevation plans with the community and our Camelot neighbors. Attendance was good and the Camelot neighbors tendered many questions and made some valuable recommendations to consider during the upcoming design development and construction document phases. With this approval of the exterior design and site plan, District consultants will be able to submit the required materials needed for the next phase of the Village Planning Department requirements including Design Commission review and Plat and Sub review. Director Huckstadt stated that the Camelot Park Community Center Project is partially funded by a $2.5 million State of Illinois Department of Natural Resources PARC grant. The grant carries with it a very tight timeline to utilize the funds. At this time, the project is on a fast track for permitting and approval. Based on the feedback from previous Park Board meetings, past and recent community/neighborhood input, staff input, and consultant input, staff recommends approval of the Camelot Community Center Exterior Design Option C. Staff distributed color conceptual drawings of the elevations at the February 12 Park Board Meeting. Option C is the conceptual elevation plan recommended for this approval. Commissioner Nesvacil moved, seconded by Commissioner Whisler, to approve the Camelot Park Community Center conceptual Exterior Elevation Option C, Site Plan and Floor Plan as presented. On voice vote the motion was approved 5-0. Landscape Contractor Paul Guza, Superintendent of Maintenance, addressed the Board. He said at the February 12, 2013 Board meeting, the mowing services contract was awarded to Alasher Landscaping of Elgin, Illinois in the amount of $24,585. Staff initiated the process with Alasher Landscaping with notification, signing the contract, issuing a purchase order, and requesting the certificate of insurance and performance and payment bonds. On February 20, 2013 the Park District received an from Alasher Landscaping stating that, at this time, they do not have the time to perform the District s mowing services for the 2013 season. Staff contacted Attorney Riordan and was advised to proceed with the cashing of the bid check from Alasher Landscaping due to bidder not being able to fulfill the terms of the bid document and specifications. Staff then checked references for the next lowest bid from Zenith Landscaping and their references confirmed an acceptable performance record. Staff recommends rescinding the award of the contact to Alasher Landscaping and awarding it to the third lowest bidder, Zenith Landscaping. Zenith Landscaping bid amount of $24,964 is less than the budgeted amount for the fiscal year. Commissioner Smith moved, seconded by Commissioner Naughton, to rescind award of contract to Alasher Landscaping, and award the contract to the next lowest bidder, Zenith Landscaping of Wadsworth, Illinois, in the amount of $24,964 for the 2013 mowing season. This is contingent upon contract signature. On voice vote the motion was approved 5-0. Ordinance No. 671 Surplus Equipment Executive Director Scholten addressed the Board. He said prior to the disposal or sale of Park District s personal property, the Park Board must approve of the property being disposed and the method of disposal. In accordance with 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.

4 Arlington Heights Park District, Minutes, March 19, 2013 Page 4 Commissioner Nesvacil moved, seconded by Commissioner Whisler, to approve Ordinance No. 671, An Ordinance Authorizing The Disposal Of Personal Property Owned By The Arlington Heights Park District. On voice vote the motion was approved 5-0 and roll was called with: Ayes Leno, Naughton, Nesvacil, Smith, Whisler Nays None Absent None Ayes 5; Nays 0; MOTION CARRIED Land Vacation and Dedication Director Huckstadt addressed the Board. He said during the development of the Frontier Park Master Plan Phase I OSLAD Project, Park District staff, Village staff, and Park District consultants determined that in order to complete the project as our Frontier Park neighbors and Park Board intended, a Plat of Vacation for Park District use and a Plat of Dedication for a public street use would be required. Both properties are either on or adjacent to Park District property. A portion of the Harold Street ROW, owned by the Village, shall be vacated to the Park District is required to align with the eastern boundary of Frontier Park. This request is made so this portion of Village owned property can be improved as part of the Frontier Park renovation project, be properly aligned with the east property line of the park, and will be maintained for continued public access by the Park District. A portion of the Ladd Street ROW, currently owned by the Park District, shall be dedicated to the village along the northern boundary of Frontier Park. This Village requirement was made to facilitate proposed Frontier Park and Ladd Street improvements by the Park District. He indicated that staff is presenting these Plats of Vacation and Dedication at this time to facilitate the legal filing by the Village of Arlington Heights. Park Board President signature on the mylar format is also requested. Commissioner Naughton moved, seconded by Commissioner Nesvacil, to approve the attached Plat of Dedication for Public Street and Plat of Vacation of a Public Street as presented to facilitate Frontier Park Improvements. On voice vote the motion was approved 5-0. APPROVAL OF PURCHASES Program Guide Bids Anita Pacheco, Superintendent of Marketing, addressed the Board. She said bids were solicited for the printing of four issues of the Park District s program guide - Fall 2013 through Summer Bid notifications were sent to bidders whom had bid in the past two years, bid documents were posted to the RFP and bids page on the District s website, and a classified ad was placed in the Daily Herald. The bid opening took place on February 28, 2013 and six bids had been received by the deadline. A total of 13 vendors downloaded the bid documents. Swift Co. was the only vendor present for the bid opening. Superintendent Pacheco stated that the program guide bid form requested pricing for each season s guide based on the number of pages per issue and quantities required for each 2013/14 issue, per season. Comparisons are based on printing: 36,000 fall, 34,000 winter, 34,600 spring and 35,000 summer guides on 35# 80 bright premium paper with black ink and one other color. The 35# 80 paper offers a quality piece supporting a quality Park District image. Other specifics include 4-color text weight cover stock, saddle stitch binding and delivery and costs for purchasing additional copies per season. Pricing for the same quantities on 50# 92 bright premium paper with 4-color interior was also requested. Staff does not anticipate having to order additional copies for the 2013/14 year although if we do need to, Castle Printech provided costs for additional copies as well. The Arlington Heights Park District has worked with Castle Printech in the past. Most recently Castle Printech was the printer for the 2011/2012 series. Staff contacted both the Waukegan Park District and Kishwaukee College for reference inquiries. Staff conversations with

5 Arlington Heights Park District, Minutes, March 19, 2013 Page 5 these references revealed favorable comments for Castle Printech particularly with regard to their level of customer service, on-time delivery and product quality. Company 35# - 80 Bright Unit cost 50# 92 Bright Unit cost PLEASE SEE ATTACHED SPREADSHEETS FOR 139,600 total 139,600 total ALL RESULTS Program guides program guides Lowest bid for 35# Castle Printech $55, $78, Current printer American Litho $56, $81, Lowest bid for 50# Swift Co $59, $71, The budget for printing the 2013/14 program guide series is $70,000. The Park District s in-house graphic communication specialist will design the series as per usual. Based on the District s previous experience and satisfaction with Castle Printech combined with their low bid for the series, staff recommends awarding the printing of the Fall Summer 2014 program guide to Castle Printech in the amount of $55, for 35# 80 premium bright paper and text weight cover stock for four issues (of varying page counts), printing seasonal orders of 36,000 Fall, 34,000 Winter, 34,600 Spring, and 35,000 Summer - which includes charges for cover, printing, binding and delivery. Weather permitting, Jordann Tomasek plans to travel to DeKalb each season to complete a total of four press checks in the production schedule. Commissioner Nesvacil moved, seconded by Commissioner Naughton, to award printing of the Fall Summer 2014 program guides to the lowest qualified bidder Castle Printech, DeKalb, Illinois for the 35# 80 premium bright paper and text weight cover stock in the amount of $55, for a total quantity of 139,600 copies purchased. On voice vote the motion was approved 5-0. Vehicle Purchases Director Huckstadt addressed the Board. He said the Park District currently has two vehicles with over 100,000 miles that are in poor to fair condition and are considered no longer useful to the Park District. These two vehicles would be sold using an approved on-line auction service or at live auction. These vehicles have a conservative residual value of approximately $1,500 each. The State of Illinois Department of Central Management Services has a current contract with Wright Automotive of Hillsboro, Illinois for a 2013 Ford Explorer at $26,267. The current Ford Motor Company cutoff date for ordering Explorers for the current model year is April 12, The state contract s dealer has offered a competitive $26,500 trade-in value for the 2010 Ford Fusion and a 2009 Ford Escape. Staff recommends the Park Board accept the bid from Wright Automotive, as the State of Illinois Department of Central Management Services low contract bidder, for the purchase of two 2013 Ford Explorer SUV vehicles in the amount of $52,534. Commissioner Nesvacil moved, seconded by Commissioner Whisler, to approve the State of Illinois Central Management Services low bid for the purchase of two (2) new 2013 Ford Explorer SUV s from Wright Automotive of Hillsboro, Illinois, at a total purchase price of $52,534. The $26,500 trade-in of the 2010 Ford Fusion and a 2009 Ford Escape provides a net purchase price of $26,034. On voice vote the motion was approved 5-0. MATTERS FROM EXECUTIVE DIRECTOR There are currently no agenda items for the April Committee of the Whole meeting. The board concurred and cancelled the April Committee of the Whole meeting.

6 Arlington Heights Park District, Minutes, March 19, 2013 Page 6 MATTERS FROM COMMISSIONERS Commissioner Whisler said he will be absent from the April 23 Regular Board meeting. MOTION TO ADJOURN TO CLOSED SESSION Commissioner Naughton, seconded by Commissioner, moved to adjourn to Closed Session at 7:50 p.m. to discuss the appointment, employment, compensation, discipline, dismissal, performance, or personal status of employees, officers, and legal counsel for the Park District. On voice vote the motion was approved 5-0 and roll was called with: Ayes Leno, Naughton, Nesvacil, Smith, Whisler Nays None Absent None Ayes 5; Nays 0; MOTION CARRIED CLOSED SESSION Commissioner Naughton moved, seconded by Commissioner Whisler, to reconvene in Open Session at 9:12 p.m. On voice vote the motion was approved 5-0. ADJOURNMENT Commissioner Naughton moved, seconded by Commissioner Whisler, to adjourn at 9:13 p.m. On voice vote the motion was approved 5-0. Stephen C. Scholten, Secretary Board of Commissioners Arlington Heights Park District Maryfran H. Leno, President Board of Commissioners Arlington Heights Park District April 9, 2013 Date Approved