February 27, 2018 PRESENT President: Commissioners: Executive Director: Staff: Attorney: Secretary: Cantore Cantore, A. Murphy, M. Murphy, Painter, Redick, Wehrli, Whelan Stevenson Bonnet, Decker, Dorgan, Hogan, Horsfall, Neidy, Ortega, Stough Elsner Malahy CALL TO ORDER (6:01 PM) The Special Call Commission meeting for February 27, 2018 was called to order at 6:01 PM, with President Cantore presiding. On roll call, Commissioners Cantore, A. Murphy, M. Murphy, Painter, Redick, Wehrli and Whalen were present. READING OF THE CALL BY SECRETARY The Call was read by the Secretary. PUBLIC COMMENT There were none. PRESIDENT S REMARKS There were none. AGENDA 1. Resolution #18-082 Authorizing the Application for Recreational Trails Program (RTP) Grant Funding for Trail Development in Danada Forest Preserve Commissioner A. Murphy moved, seconded by Commissioner Whelan that Resolution #18-082 Authorizing the Application for Recreational Trails Program (RTP) Grant Funding for Trail Development in Danada Forest Preserve be approved and adopted. On roll call, Commissioners A. Murphy, M. Murphy, Painter, Redick, Wehrli, Whelan, and Cantore voted yes. Motion carried. ADJOURNMENT (6:03 PM) Commissioner Redick moved, seconded by Commissioner Painter that the Special Call Commission meeting for the Forest Preserve District of DuPage County be adjourned. On voice vote, all Commissioners voted yes. Motion carried. Judith A. Malahy, Board Secretary Date Approved by Commission
Forest Preserve District of DuPage County Special Call Commission Meeting Minutes February 27, 2018
February 27, 2018 PRESENT President: Commissioners: Executive Director: Staff: Attorney: Secretary: Cantore Cantore, A. Murphy, M. Murphy, Painter, Redick, Wehrli, Whelan Stevenson Bonnet, Decker, Dorgan, Hogan, Horsfall, Neidy, Ortega, Stough Elsner Malahy CALL TO ORDER The Planning Session meeting for February 27, 2018 was called to order at 6:04 P.M., with President Cantore presiding. On roll call: Commissioners Cantore, A. Murphy, M. Murphy, Painter, Redick, Wehrli and Whelan were present. PRESIDENT S REMARKS There were none. PUBLIC COMMENT There were none. REGULAR AGENDA R-1 Recommendation to Revise a Lease Agreement between the FPDDC and the Village of Glen Ellyn for Certain Properties at Churchill Woods Forest Preserve Executive Director Ed Stevenson presented to the Board Staff s recommendation to revise a lease agreement between the FPDDC and the Village of Glen Ellyn for certain properties at Churchill Woods Forest Preserve. Board discussion ensued. It was the consensus of the Board to bring forward at the next Commission meeting. In May 2017, the Board approved an agreement with the Village of Glen Ellyn providing for the lease of the fleet maintenance building and the lease of the McKee House. In the time since that agreement, the Village of Glen Ellyn has organized an oversight committee to help take a look at the McKee House and some of the opportunities it can provide. The District s consultant, Andrea Hoyt, has been attending the oversight committee meetings and has been providing updates to the Executive Director.
Forest Preserve District of DuPage County Planning Session February 27, 2018 There have been recommendations coming back from the oversight committee suggesting that there would be some potential hurdles removed if the agreement were to be reworked. These revisions would address three changes: 1. Language to allow the lease to the Village to start upon the execution of the agreement. Originally, the timing was set up to coincide with the availability of the new fleet maintenance building. 2. Open up some of the language on approvals that would be required for certain improvements to the McKee structure. This will allow the McKee Preservation Group to make decisions, as long as the requests are in alignment with the public use and improvement of the facility. 3. As part of the agreement, the District agreed to contribute to the fundraising efforts as long as sufficient funds were raised by the Village by April 1, 2019; the date has been changed to October 1, 2019 to better align with the date for Village support of fundraising. R-2 Recommendation to Authorize the Execution of a Contract for the Supply and Delivery of a New Utility Tractor with Loader, with Johnson Tractor, Inc. Director of Finance and Administration Jack Hogan presented to the Board Staff s recommendation to authorize the execution of a contract for the supply and delivery of a new utility tractor with loader, with Johnson Tractor, Inc. Board discussion ensued. It was the consensus of the Board to bring forward at the next Commission meeting. In February 2018, the Board approved the rejection of bids for the supply and delivery of new utility tractor with loader. Since that time, Staff did seek consultation with other agencies to see if there are contracts that the District could purchase under; for similar or same machine. Having found none, Staff re-wrote the bid specs, making them more flexible in an effort to attract more interested parties. Three qualified bids were received, with Johnson Tractor, Inc. being the lowest responsible bidder. R-3 Recommendation to Authorize the Execution of an EcoLease with ComEd for Natural Areas Maintenance Director of Natural Resources Erik Neidy presented to the Board Staff s recommendation to authorize the execution of an EcoLease with ComEd for natural areas maintenance. Board discussion ensued. It was the consensus of the Board to bring forward at an upcoming Commission meeting. In 2004, the District was the first agency in the State to have such a lease with ComEd. There are four specific benefits: 1. When dealing with invasive species, Staff will now have the opportunity to work further onto ComEd s Rights of Way, allowing the invasive species to Page 2 of 6
Forest Preserve District of DuPage County Planning Session February 27, 2018 be pushed further in, therefore, increasing the amount of time it takes for Staff to come back for management modifications. 2. The agreement will save ComEd time and money, however, ComEd will also do the same when they have their contractors doing work on their property, if there are opportunities for the District can benefit from doing the same type of work on the District boundaries. 3. Law Enforcement will have the ability to patrol up and down the Rights of Ways. 4. The opportunity for collaboration. ComEd is very good at providing grant funding and in-house dollars for restoration management in areas where there are adjacent properties. There is no cost to the District as this agreement is basically a shared services agreement. The proposed lease is for a ten year period; with a likely opportunity to renew. R-4 Recommendation to Authorize Contracts for Site Excavation and Concrete Trade Bid Packages with Baish Excavating, Inc. and M & J Underground, Inc. for the Washroom and Concession Building Site Work at The Preserve at Oak Meadows Manager of Planning Kevin Horsfall presented to the Board Staff s recommendation to authorize contracts for site excavation and concrete trade bid packages with Baish Excavating, Inc. and M & J Underground, Inc. for the washroom and concession building site work at The Preserve at Oak Meadows. Board discussion ensued. It was the consensus of the Board to bring forward at the next Commission meeting. The Preserve at Oak Meadows included a budget of $415,000 for a combination flush washroom and concession building as part of the overall $16.8 million project. The District tried a new approach by purchasing a prefabricated structure. In addition to purchasing the structure, it is also necessary to adapt the structure to the site, to comply with building codes. Original bids for site work were rejected as they were unfavorable. Since then, Staff has split the plans up by specific trades, identifying work that could be bid or potentially quoted, based on the District acting as a general contractor. These two contracts were re-bid and relate to the excavation, grading, utilities, and structural concrete required. These are the first steps necessary to get the site ready for the pre-engineered building. The first contract recommendation is with Baish Excavation, Inc., the lowest responsible bidder for trade package #1, for excavation and site utilities at $89,319. The second contract recommendation is with M & J Underground, Inc., the lowest responsible bidder for trade package #2, for the structural concrete; the foundation that the pre-fabricated building will sit on, at $27,694. The combined total for the both trade packages is $117,013; which leaves $90,000 in the budget to complete the remaining work. Page 3 of 6
Forest Preserve District of DuPage County Planning Session February 27, 2018 Over the next few weeks, Staff will be soliciting work for other small trade packages for electrical, plumbing, site paving, and restoration. This is all work that needs to occur after the primary work has been completed. R-5 Recommendation to Authorize the Execution of an Easement Agreement between the FPDDC and Village of Lombard for the Operation and Maintenance for a Sanitary Treatment Facility within the East Branch Riverway Forest Preserve Manager of Land Preservation Kevin Stough presented to the Board Staff s recommendation to authorize the execution of an Easement Agreement between the FPDDC and Village of Lombard for the Operation and Maintenance of a sanitary treatment facility within the East Branch Riverway Forest Preserve. Board discussion ensued. It was the consensus of the Board to bring forward at an upcoming Commission meeting. The Village of Lombard requested a renewal of an easement at East Branch Riverway for their continued operation and maintenance of their sanitary treatment facility. Both District and Village staff have reviewed and prepared an easement agreement. Per District Ordinance, the easement fee is $142,500. The Village of Lombard Board approved the easement agreement at their February 15, 2018 meeting. The lease is a 99 year lease. INFORMATIONAL AGENDA I-1 Forest Preserve District of DuPage County Master Plan Input Gathering Update Landscape Architect Supervisor Jessica Ortega presented to the Board a master plan input gathering update. A visual presentation was shared with a breakdown of the input gathering. Board discussion ensued. At the start of the Master Plan process, it was emphasized that gathering input from the public and internal and external stakeholders would be an important foundation for the Master Plan. Staff developed strategies that relied on in-house efforts and expertise for the majority of the work; and consultant expertise for the survey work, in an effort to keep the cost of the project low. In all, input was gathered from over 6500 individuals through the ten various input methods that were utilized. Next steps include the survey consultants finishing the community survey assessment and document which will be presented to the Board in April. Staff is compiling all the information gathered in a larger report and will share that information to the Board and make it available on the District s website. Staff will analyze input received and periodically bring back recommendations to the Board, with and end goal of presenting the Master Plan by the end of 2018. Page 4 of 6
Forest Preserve District of DuPage County Planning Session February 27, 2018 INTO CLOSED SESSION (6:54 PM) Commissioner Whelan moved, seconded by Commissioner Wehrli that pursuant to Section 2(c)11, of the Open Meetings Act, the Commission go into closed session for the purpose of discussing pending litigation. On roll call, Commissioners Whelan, Cantore, A. Murphy, M. Murphy, Painter, Redick and Wehrli voted yes. Motion carried. OUT OF CLOSED SESSION (7:28 PM) Commissioner Wehrli moved, seconded by Commissioner Whelan that the Board go out of closed session. On voice vote, all Commissioners voted yes. Motion carried. ADJOURNMENT (7:29 PM) Commissioner Wehrli moved, seconded by Commissioner Whelan that the Planning Session meeting be adjourned. On voice vote, all Commissioners voted yes. Motion carried. Judith A. Malahy, Board Secretary Date Approved by Commission Page 5 of 6
Forest Preserve District of DuPage County Planning Session February 27, 2018 Page 6 of 6
March 6, 2018 PRESENT President: Commissioners: Executive Director: Staff: Attorney: Secretary: Cantore Cantore, A. Murphy, M. Murphy, Painter, Redick, Wehrli, Whelan Stevenson Biedron, Bonnet, Dorgan, Hebreard, Hogan, Horsfall, Michel, Zinnen Elsner Malahy CALL TO ORDER The Commission meeting for March 6, 2018 was called to order at 8:02 A.M., with President Cantore presiding. On roll call, Commissioners Cantore, A. Murphy, M. Murphy, Painter, Redick, Wehrli and Whelan were present. PRESIDENT S REMARKS PR-1 2018 Extended Fiscal Year budget Guidelines President Cantore addressed the Board with the guidelines for the development of the District s extended fiscal year budget. The guidelines are necessary to provide practical guidance to the staff during the budget development. This budget will cover only a six month period, therefore staff is asked to make reasonable determinations as to whether a capital expenditure can, or should be accomplished in such a short time period, or will it be better to consider it in the next upcoming full - year budget beginning January 1, 2019. The overall objectives are to achieve a budget that is fiscally responsible, and reflective of the financial support necessary to maintain all of the District s services. The process will begin this week, with the adoption of the budget scheduled for June 19, 2018. PUBLIC COMMENT There were none.
Forest Preserve District of DuPage County Commission Meeting Minutes March 6, 2018 REGULAR AGENDA R-1 Motion Approving and Placing on file Open Planning Session Minutes from 2/13/18; and Open Commission Meeting Minutes from 2/20/18 Commissioner Whelan moved, seconded by Commissioner M. Murphy that the Open Planning Session minutes from 2/13/18; and the Open Commission Meeting minutes from 2/20/18 be approved and placed on file. On roll call, Commissioners Whelan, Cantore, A. Murphy, M. Murphy, Painter, Redick and Wehrli voted yes. Motion carried. R-2 Resolution #18-083 Goods & Services for Payment 3/8/18 Commissioner Whelan moved, seconded by Commissioner M. Murphy that Resolution #18-083 Goods and Services for payment 3/8/18 be approved and placed on file. On roll call, Commissioners Whelan, Cantore, A. Murphy, M. Murphy, Painter, Redick and Wehrli voted yes. Motion carried. R-3 Resolution #18-088 Appointing Ray Vogt to the Friends of the Forest Preserve District of DuPage County Commissioner Whelan moved, seconded by Commissioner Wehrli that Resolution #18-088 appointing Ray Vogt to the Friends of the Forest Preserve District of DuPage County be approved and adopted. Board discussion ensued. On roll call, Commissioners Whelan, Cantore, A. Murphy, M. Murphy, Painter, Redick and Wehrli voted yes. Motion carried. R-4 Resolution #18-017 Authorizing the Execution of a Contract for the Supply and Delivery of a New Tractor with Loader, with Johnson Tractor, Inc. Commissioner Whelan moved, seconded by Commissioner Redick that Resolution #18-017 authorizing the execution of a contract for the supply and delivery of a new tractor with loader, with Johnson Tractor, Inc. be approved and adopted. On roll call, Commissioners Whelan, Cantore, A. Murphy, M. Murphy, Painter, Redick and Wehrli voted yes. Motion carried. R-5 Resolution #18-074 Authorizing the Execution of a Contract with Baish Excavating, Inc. for Trade Package No. 1 Excavation for the Flush Washroom and Concession Building Site Work Project at The Preserve at Oak Meadows Commissioner Whelan moved, seconded by Commissioner M. Murphy that Resolution #18-074 authorizing the execution of a contract with Baish Excavating, Inc. for trade package No. 1 excavation for the flush washroom and concession building site work project at The Preserve at Oak Meadows be approved and adopted. On roll call, Commissioners Whelan, Cantore, A. Murphy, M. Murphy, Painter, Redick and Wehrli voted yes. Motion carried. Page 2 of 4
Forest Preserve District of DuPage County Commission Meeting Minutes March 6, 2018 R-6 Resolution #18-075 Authorizing the Execution of a Contract with M & J Underground, Inc. for Trade Package No. 2 Concrete Structural for the Flush Washroom and Concession Building Site Work Project at The Preserve at Oak Meadows Commissioner Whelan moved, seconded by Commissioner M. Murphy that Resolution #18-075 authorizing the execution of a contract with M & J Underground, Inc. for trade package No. 2 concrete structural for the flush washroom and concession building site work project at The Preserve at Oak Meadows be approved and adopted. On roll call, Commissioners Whelan, Cantore, A. Murphy, M. Murphy, Painter, Redick and Wehrli voted yes. Motion carried. R-7 Resolution #18-072 Rescinding Resolution #17-029 and Authorizing the Execution of a Revised Lease Agreement between the FPDDC and the Village of Glen Ellyn for Certain Properties at Churchill Woods Forest Preserve Commissioner Whelan moved, seconded by Commissioner Wehrli that Resolution #18-072 rescinding Resolution #17-029 and authorizing the execution of a revised lease agreement between the FPDDC and the Village of Glen Ellyn for certain properties at Churchill Woods Forest Preserve be approve and adopted. Board discussion ensued. On roll call, Commissioners Whelan, Cantore, A. Murphy, M. Murphy, Painter, Redick and Wehrli voted yes. Motion carried. R-8 Resolution #18-092 Authorizing the President of the FPDDC to Sign a Release and Settlement Agreement (Cushing v. Forest Preserve District of DuPage County, Case Number 15 MR 690) Commissioner Whelan moved, seconded by Commissioner Redick that Resolution #18-092 authorizing the President of the FPDDC to sign a Release and Settlement Agreement (Cushing v. Forest Preserve District of DuPage County, Case Number 15 MR 690) be approved and adopted. On roll call, Commissioners Whelan, Cantore, A. Murphy, M. Murphy, Painter, Redick and Wehrli voted yes. Motion carried. INTO CLOSED SESSION (8:13 AM) Commissioner Whelan moved, seconded by Commissioner Redick that pursuant to Section 2(c)5, 2(c)11, and 2(c)21 of the Open Meeting Act, the Commission go into Closed Session for the purpose of discussion the purchase of real property for the use of the District, including discussing whether a particular parcel should be acquired; for the purpose of discussing pending litigation; and for the purpose of approving closed session minutes as mandated by Section 2.06. On roll call, Commissioners Whelan, Cantore, A. Murphy, M. Murphy, Painter, Redick and Wehrli voted yes. Motion carried. Page 3 of 4
Forest Preserve District of DuPage County Commission Meeting Minutes March 6, 2018 OUT OF CLOSED SESSION (8:42 AM) Commissioner Whelan moved, seconded by Commissioner Wehrli that the Board go out of closed session. On voice vote, all Commissioners voted yes. Motion carried. ADJOURNMENT (8:44 AM) Commissioner Wehrli moved, seconded by Commissioner Whelan that the meeting of the Forest Preserve Commission of DuPage County be adjourned. On voice vote, all Commissioners voted yes. Motion carried. Judith A. Malahy, Secretary Date Approved by Commission Page 4 of 4