EXECUTIVE COMMITTEE MINUTES AUGUST 1, 2014

EXECUTIVE COMMITTEE MINUTES AUGUST 1, 2014 The Executive Committee meeting was held Friday, August 1, 2014, at 8:35 a.m. in the Administrative Offices of the Forest Preserve, 1996 S. Kirk Road, Suite 320, Board Room, in Geneva, Illinois. MEMBERS PRESENT: Committee Members: President Hoscheit, Commissioners, Auger, Barreiro, Davoust, Donahue, Frasz, Gillam, Lewis, and Wojnicki. MEMBERS ABSENT: Allan, Ford, Kenyon and Vazquez. ALSO PRESENT: Staff: Executive Director Meyers, Director of Finance Stanish, Director of Planning and Development Culp, Director of Natural Resources Ullberg, Director of Operations Goreth, Director of Human Resources Smith, Director of Public Safety Gilloffo, and Executive Assistant Maglio. Audience members: Attorney Gerald Hodge, Attorney Loran, and Residents of Kane County. MINUTES: Motion to approve the minutes from July 1, 2014, as read, was made by Commissioner Wojnicki, and seconded by Commissioner Auger; motion carried. PUBLIC COMMENT: None BILLS: Motion to approve the bills as presented was made by Commissioner Lewis, and seconded by Commissioner Gillam; motion carried. FINANCE COMMITTEE REPORT: Presentation and Approval of the 2014 Tax Levy Appropriation: During last year s tax levy discussion, the Finance Committee directed staff to prepare a levy that was the same (frozen) as the prior year (the portion of the tax bill that is attributable to the debt is not a part of the levy that is approved each fall since the dollar amounts were approved by the Commission at the time of each debt issuance and cannot be changed). This approach was approved by the Executive Committee, as well as, the Commission. Also during the tax levy discussions last year, the County authorized a payment to the District from Riverboat funds to help offset the loss of revenue due to the levy freeze. The Commission authorized a payment of $150,000 for fiscal year 2015 and also stated that they would consider an additional payment of $250,000 for fiscal year 2016. Based on last year s direction, staff is recommending a frozen levy again for 2014 that will be applied to the property tax bills for 2015. A budget for levy purposes will be presented for approval during the October timeframe and the tax levy will be presented for approval in November in order to meet statutory requirements. M:\General\Commission Agenda Memos\2014\08_August Executive\08_Exex_Min_August1_2014.docx. 1

August 1, 2014 PLANNING AND UTILIZATION COMMITTEE REPORT: Presentation and Approval of a bid for Construction of the trail and Accessible Fishing Area at the Brunner Family Forest Preserve. The Brunner Family Forest Preserve is a 741 acre preserve located in the North East corner of the county and has over 2 miles of river frontage on the Fox River. The District received an Open Space Land Acquisition Development (OSLAD) Grant to assist with the proposed improvements for the preserve. The plans for the preserve include a multi-purpose trail from Buffalo Park to the Carpentersville Dam, picnic area with shelter, restroom, accessible fishing areas, and wetland enhancements along the shores of the Fox River. The total cost of the project is estimated at $800,000 and the proposed grant will reimburse the District $400,000 (50% of the project) upon completion. The first bid on this project will encompass the construction of the trail and the accessible fishing area. The bid was advertised and 3 vendors responded, with Evans and Son of West Chicago, the lowest qualified bidder with a total bid of $672,075. Motion to approve the bid for construction of the trail and accessible fishing area at the Bruner Family Forest Preserve as presented was made by Commissioner Auger, seconded by Commissioner Gillam; motion carried. Presentation for Approval of a Bid for the Demolition of the Fabyan Bridge in the Fabyan Forest Preserve. Fabyan Forest Preserve is without question our most heavily used preserve. The 198 acre preserve hosts many events each year and thousands more walk, jog, and ride the trails, as well as visit the historic Villa Museum, and picturesque gardens. In 2012 a section of the concrete bridge that crosses over to the island failed. Staff closed the bridge to public use while completing an evaluation of the bridge. It was determined that the bridge is in such poor condition that the section that failed could not be repaired without replacing the entire bridge. The District hired an engineer to develop the necessary plans for its removal. Because the bridge was closed to public access, staff requested permission to move forward with the project in two phases; Phase 1 to remove the bridge while preparing plans for Phase 2 which would be the bridge replacement, causeway removal and shoreline restoration. Phase 1, the concrete bridge removal was advertised and bid with 4 vendors responding. Illinois Constructors Corporation from Elburn, Illinois was the lowest qualified bidder with a total bid of $167,000. Motion to approve the bid for the demolition of the Fabyan Bridge in the Fabyan Forest Preserve as presented was made by Commissioner Donahue, seconded by Commissioner Frasz; motion carried. M\General\Commission Agenda Memos\2014\06_June Exeutive\Exec_Min-June6_2014_docx

EXECUTIVE COMMITTEE MINUTES AUGUST 1, 2014 Proposal for Engineering Services from Gewalt Hamilton Associates for the Installation of Bridge, Removal of Causeway, and Shoreline Restoration at the Fabyan Forest Preserve. Fabyan Forest Preserve is one of our most heavily used preserves. The preserve is 198 acres of land nestled in the heart of Geneva. Countless people visit the preserve to enjoy the many amenities from fishing on the Fox River, biking or riding on the Fox River Trail, to visiting the Colonel Fabyan artifacts including the windmill, Japanese Gardens, and the Fabyan Villa. Staff spends many hours maintaining and planning restoration efforts within this preserve. In 2012, the concrete bridge that connected the west side of Fabyan to the island failed and was closed to public use. Additionally, the abutments for the steel bridge that connects Fabyan East to the island are being undermined by the water and need restoration work, the culverts under the causeway have failed and are allowing the area between the west bank and the island to silt in and disturb the natural riparian habitat, the lighthouse is listing more and cracks are opening up further in the structure to the point where it is not repairable. The removal of the existing bridge has been bid. The second phase of this project will be to reinstall the bridge using one or more of the existing spans being removed from the I-90 bridge rebuilding project, remove the causeway, and to restore the shoreline. The bridges have been evaluated and found to be acceptable for reuse. The proposal for engineering services from GHA in the amount of $85,232 will cover the engineering and required permits to construct new bridge abutments, relocate and install the needed bridge sections to replace the existing concrete bridge, remove the causeway, and restore the shoreline. Motion to approve the proposal for engineering services from Gewalt Hamilton Associated for the installation of bridge, removal of causeway, and shoreline restoration at the Fabyan Forest Preserve as presented was made by Commissioner Frasz, seconded by Commissioner Donahue; motion carried Presentation and Ratification of the Purchase Agreement with Central Salt for the Purchase of Road Salt. The District has always participated in the state bid for road salt. This year, the District requested 440 tons via the state s bidding process. On July 18th, the District was informed by the state that, Upon reviewing bid offers from salt suppliers received on July 1, 2014, it is important for you to know that the companies submitting bids did not make an offer to supply salt to your requested location. The notice went on to state that they strongly urge the District to explore other alternatives for purchasing road salt. The areas that did receive quotes via the state s bid ranged from $70 to over $140 per ton. The District immediately began contacting suppliers to determine availability and pricing. Ten vendors were contacted with only five willing to supply quotes. Most quotes were only valid from 3 to 7 days. Based on discussions with the President and counsel, staff presented the information to the Planning & Utilization Committee and recommended that the District enter into a contract immediately for 400 tons with the lowest quote received from Central Salt, LLC., of Elgin at a delivered price of $96.90 per ton for the north salt dome and $95.75 per ton for the south salt dome. A purchase order was issued after the Planning & Utilization Committee approved the purchase. M:\General\Commission Agenda Memos\2014\08_August Executive\08_Exex_Min_August1_2014.docx. 3

August 1, 2014 Staff will try to partner with the Kane County Department of Transportation for next year, to help stabilize the cost of purchasing salt for the District. Motion to approve the purchase agreement for road salt with Central Salt for the purchase of road salt as presented was made by Commissioner Wojnicki, seconded by Commissioner Davoust; motion carried LAND ACQUISITION AND ENTERPRISE COMMITTEE REPORT: Presentation for Approval of an Intergovernmental Agreement with Kane County for the Funding of Improvements at the Settler s Hill Golf Course. The Commission approved funding in the 2011/12 FY Budget to evaluate the feasibility of adding a driving range to the Settler s Hill Golf Course and review other potential improvements to the facility. In October 2011, Martin Design was hired to perform an evaluation of the golf course including a feasibility study for a driving range. The driving range feasibility study and the conceptual design for possible golf course improvements were presented to the Enterprise Committee at their January 26, 2012 meeting. Martin Design was hired again to refine the proposed golf course plans and work with the District and the County to integrate the proposed golf course plans into the County s Fabyan Redevelopment Plans. The County established the Settler s Landfill Fund, in part, to pay for the construction of the end use amenities after the land fill closes. Two elements of the Fabyan Redevelopment Plan are a Cross Country Course and the Expansion & Upgrading of Settler s Hill Golf Course. These two elements are intended to be the primary focus of the redevelopment of the landfill site and funding for the improvements will come from the County Landfill Fund. The proposed Intergovernmental Agreement (IGA) outlines the potential phases for the possible improvements for the golf course and preliminary costs for each phase. Phase Ia. of the Settler s Hill Golf Course improvements is estimated to cost $550,000.00 to make course modifications to construct a new driving range within the current course footprint. Phase 1b is estimated to cost $300,000 to construct the driving range and practice area. Director Stanish stated the District received the Cougars first payment installment and appear to be on track. Motion to approve the Intergovernmental Agreement with Kane County for the funding of improvements at the Settler s Hill Golf Course as presented was made by Commissioner Davoust, seconded by Commissioner Donahue; motion carried M\General\Commission Agenda Memos\2014\06_June Exeutive\Exec_Min-June6_2014_docx

June 6, 2014 NEW OR UNFINISHED BUSINESS: Presentation for Approval of the Modification to the Ordinance Setting the Salary Ranges of Employee Positions of the Forest Preserve District of Kane County.. Per the District s Salary Administration Policy approved by the Commission on April 11, 2006, the salary structure (ranges) will be raised at least 2% annually to stay in line with the market. The recommendation for the 2014/15 fiscal year is to modify the ranges by the minimum 2%. FINANCIAL IMPACT: The expense relative to the modification of the salary ranges has been budgeted in the current fiscal year. Merit increases approved by the Commission for the current fiscal year are 3%. Though the range adjustments and the merit increases are separate functions, the budgeted 3% merit increase covers this range adjustment. Motion to approve the modification to the Ordinance setting the salary ranges of employee positions of the Forest Preserve District of Kane County as presented was made by Commissioner Davoust, seconded by Commissioner Donahue; motion carried. EXECUTIVE SESSION: None. ATTACHMENTS: President Hoscheit called for a motion to approve and put on file the Bond and Investment Analysis Report and the Revenue and Expense Statement. Motion Motion to approve and put on file the Bond and Investment Analysis Report and the Revenue and Expense Statement, was made by Commissioner Allan, seconded by Commissioner Barreiro; motion carried. COMMITTEE COMMENTS: Executive Director Meyers announced the closing of the Antos property which is located in far west Big Rock. This property has 40 acres and is heavily wooded with high quality plan species on it. The Pingree Grove property also closed. This property is approximately 40 areas wan will expand the District s wetland. Commissioner auger asked how much money is left in the land acquisition fund. Director Stanish stated that all the monies are earmarked for potential land acquisitions. Presently there is approximately $4-5 million left. Executive Director Meyers stated that the Cougars had a wonderful presentation with Tom Ricketts of the Chicago Cubs and Doctor Froehlich the Cougars new partner. This was a nice event to meet and get an understanding of how the Cubs association works, and what the future hold for them and their approach to player development, free agency and numerous other strategies. M:\General\Commission Agenda Memos\2014\08_August Executive\08_Exex_Min_August1_2014.docx. 5

August 1, 2014 ADJOURNMENT: There being no further business to come before the Committee, the meeting was duly adjourned on a motion by Commissioner Davoust, seconded by Commissioner Wojnicki, to 9:00 a.m. on Friday, September 5, 2014 at the Administrative Offices of the Forest Preserve, 1996 S. Kirk Road, Suite 320, Board Room, Geneva, Illinois. John Hoscheit - Chairman Respectfully Submitted by, Patricia Hestekin Patricia Hestekin, Recording Secretary M\General\Commission Agenda Memos\2014\06_June Exeutive\Exec_Min-June6_2014_docx