July 25, 2017 PRESENT President: Commissioners: Executive Director: Staff: Attorney: Guest: Cantore Cantore, A. Murphy, M. Murphy, Painter, Redick, Wehrli, Whelan Stevenson Adams, Biedron, Bonnet, Gray, Hogan, Horsfall, Humiston, Lovelace, Malahy, Ortega, Pena, Potenza, Velat, Zinnen Elsner Tod Stanton, Partner at Public Research Group, LLC CALL TO ORDER The Planning Session meeting for July 25, 2017 was called to order at 8:03 AM, 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 Approve a Multi-Function Printer Contract Chief Information Officer Joe Potenza presented to the Board Staff s recommendation to approve a multi-function printer contract with Konica Minolta. Board discussion ensued. It was the consensus of the Board to bring forward to the next Commission meeting. Konica Minolta has been the District s multi-function printer vendor for the past 11 years. On June 18, 2013 the District awarded the contract to Konica Minolta; the contract was for three years with two one-year renewals. The District fulfilled the three year contract and is in the process of its first year renewal. Staff has done an assessment of current needs as well as future needs. Based on the review of the data, Staff was able to consolidate equipment and remove functionality that isn t required. Staff took this information to the Vendor for pricing based on the State contract.
Forest Preserve District of DuPage County Planning Session Meeting July 25, 2017 Current pricing $7,944.22 per month; $95,338.56 per year. Proposed contract price is $4,938.22 per month; $59,254.64 per year. This new contract will be a monthly savings to the District of $3,007; annual savings of $36,084; and $144,336 in savings over the four years of the existing contract. It is advantageous for the District to move to this new contract, there will be greater technology with updated equipment and will provide cost savings to the District. The Vendor will supersede the existing contract with the new contract, provided more savings to the District. R-2 Recommendation to Authorize Amending Ordinance #16-152 Entitled Annual Appropriation Ordinance of the Forest Preserve District of DuPage County, Illinois Period Beginning July 1, 2016 and Ending June 30, 2017 Director of Finance Jack Hogan presented to the Board Staff s recommendation to authorize amending Ordinance #16-152 Entitled Annual Appropriation Ordinance of the Forest Preserve District of DuPage County, Illinois period beginning July 1, 2016 and ending June 30, 2017. Board discussion ensued. It was the consensus of the Board to bring forward at the next Commission meeting. The District still processes transactions relative to the prior years spending through the month of July and into early August, before the books are turned over to the auditors. As Staff finalizes the last transactions for that fiscal year, it is determined that the IMRF fund will require additional budget dollars to meet the District s obligations. Staff s recommendation is to allocate funding within the budget; moving funds that are available in the contingency fund and general fund over to the IMRF fund so that there is enough budget to pay the final IMRF bills. Staff estimates being over budget in the IMRF budget by approximately $130,000. There are contingency funds available for use in the general fund. $35,000 already exists in the approved IMRF contingency fund; and $100,000. more is needed to be reallocated from the general fund to the IMRF fund. A significant increase in the payouts caused the IMRF fund to be over budget. R-3 Recommendation to apply for Surface Transportation Program (STP) Funds for the West Branch DuPage River Trail in Blackwell and West DuPage Woods Forest Preserve Landscape Architect Supervisor Jessica Ortega presented to the Board Staff s recommendation to apply for Surface Transportation Program (STP) funds for the West Branch DuPage River Trail in Blackwell and West DuPage Woods Forest Preserves. Board discussion ensued. It was the consensus of the Board to bring forward at the next Commission meeting. This is the final remaining segment of West Branch DuPage River Trail; once this segment is complete, users will be able to ride through the entire county from the north to the south. Page 2 of 6
Forest Preserve District of DuPage County Planning Session Meeting July 25, 2017 This segment will connect existing trails in Blackwell on the south, up to West DuPage Woods on the north. Staff has been working on the preliminary design of this project while applying for grant funds. A portion of the amount requested was awarded to the District from the DuPage Mayors and Managers Surface Transportation Program in 2015 and have been applying for other grants to reduce the amount of District funds needed to fund the project. Recently, Staff has applied for grant funds through the CMAQ program and Staff will be notified if it has been awarded to the District in November. The DuPage Mayors and Managers recently issued a new call for STP projects; Staff is recommending applying for additional funding. The total cost for this project is estimated to be $4,175,000; and Staff is recommending to request $1,959,500. The STP program only funds construction engineering and construction and requires a 25% match by the local agency. If awarded, Staff will be notified in November. If the CMAQ funds come through, Staff will be able to reduce the amount of the funding request. The District has commitments from the City of West Chicago and DuPage County. The original funds were awarded in 2015 and sunset in 2021; therefore, Staff would like to be at least bidding in 2021 with construction in 2021/2022. R-4 Recommendation to Authorize the Execution of a Contract with Public Research Group, LLC for a Community Survey and Assessment Landscape Architect Supervisor Jessica Ortega presented to the Board Staff s recommendation to authorize the execution of a contract with Public Research Group, LLC for a community survey and assessment. Tod Stanton from Public Research Group, LLC was on hand to answer the Board s questions. Board discussion ensued. It was the consensus of the Board to bring forward at the next Commission meeting. A community survey and assessment is a critical part of the first phase of the master planning process. The District will be reaching out to the public, stakeholders, and doing background research. Through the survey and assessment, Staff will be able to determine the values and awareness the public has of the forest preserves; as well as determine their priorities for work the District does in conservation, education and recreation. Six companies bid on the project with Public Research Group, LLC of Naperville being the lowest bid of $18,500. They have performed surveys for both Cook and Kane County Forest Preserves. Staff was able to negotiate with Public Research Group, LLC to remove one item from the scope of work, resulting in a savings to the District of $1,000. Staff will perform that scope of work. Page 3 of 6
Forest Preserve District of DuPage County Planning Session Meeting July 25, 2017 The Board will receive updates on the survey throughout the process. Staff will work in conjunction with Communication and Marketing to go over all the different ways to reach out to the public to distribute all of the surveys. The public outreach data from the District s strategic plan exercise will be shared with Public Research Group, LLC This type of survey typically runs four to six weeks, but remains flexible. R-5 Recommendation to Reject all Bids Received for the Danada Fence Project Landscape Architect Supervisor Karen Gray presented to the Board Staff s recommendation to reject all bids received for the Danada Fence Project. Board discussion ensued. It was the consensus of the Board to bring forward at the next Commission meeting. The District received a grant from the Rice Foundation to replace the fencing at the paddocks at Danada, which will cover up to $25,000 of the cost. Additional funds were also budgeted in fiscal year 17/18, construction and development funds to cover remaining costs. The project includes approximately 2400 lineal feet with replacement fencing with gates; there are two alternates to add additional fencing in two areas; and a third alternate to add electrical to hotwire the fencing. The project was let for bid on June 6 with one bid received and opened on June 22. The lone bid was over the project budget and the bid bond was not what was required in the District s specifications. There is no cost to reject the bid. The grant is set to expire at the end of year; Staff would like to proceed soon with revising the scope and details of the bid in an effort to use the grant funds and bring a potential cost savings to the District. R-6 Recommendation to Authorize the Execution of an Intergovernmental Agreement between the FPDDC and the Wheaton Sanitary District Regarding the Design and Construction of a Sanitary Sewer Project Engineer Brock Lovelace presented to the Board Staff s recommendation to authorize the execution of an Intergovernmental Agreement between the FPDDC and the Wheaton Sanitary District regarding the design and construction of a sanitary sewer. Board discussion ensued. It was the consensus of the Board to bring forward to the next Commission meeting. In 2013 Staff started on the design of the St. James Farm water and sewer project. At that time, Wheaton Sanitary District had no plans to extend their sewer system to St. James Farm. Staff designed a system that includes a pump station and forcemain that runs down Hoy Avenue a half mile off-site that connects to the sanitary system. The District would be responsible for initial construction costs as well as long term maintenance. This was determined to be the most cost effective option. Page 4 of 6
Forest Preserve District of DuPage County Planning Session Meeting July 25, 2017 Approximately one week before going out to bid on this project, the Sanitary District informed Staff they are now considering extending the sewer out to the St. James Farm area. Although staff was interested, bid and construction deadlines required that the Wheaton Sanitary District take action quickly to provide the details of the project. Staff has concluded that the Wheaton Sanitary District s proposal will be the most cost effective way to provide water and sewer to St. James Farm. The IGA provides that the FPDDC will have a $90,000 tap-on fee. Anyone wishing to tap on is required to pay a tap-on fee. The District will also pay $185,000 in construction costs; which is the cost of the construction on District property. The District will also pay for 25% of the Sanitary District s engineering costs; which is estimated at $15,000. The IGA will cost the District approximately $300,000. The IGA will actually save the District the cost of sanitary pump and the forcemain which is $437,000; saving the District $137,000 immediately. The real savings to the District comes in over the 20 year life-cycle of the pump station. Within the first 20 years, the District looks to save $400,000. R-7 Discussion Regarding Recertification of Illinois Municipal Retirement Fund Eligibility for Elected Positions Executive Director Ed Stevenson suggested to the Board that they enter into a discussion regarding recertification of Illinois Municipal Retirement Fund eligibility for elected positions. Board discussion ensued. To end the discussion, Commissioner A. Murphy Called the Previous Question, seconded by Commissioner M. Murphy. On roll call, Commissioners A. Murphy, M. Murphy, Painter, Redick and Cantore voted yes ; Commissioner Wehrli and Commissioner Whelan voted no. Board discussion ended. In February 2017, the IMRF Board of Trustees passed a new rule requiring all units of government with elected officials participating in IMRF to pass new resolutions by September 1, 2017 reaffirming that the positions meet the IMRF hourly standards of 1000 hours. Eligibility will be reaffirmed every two years. This discussion is about the hours required to do the job. Previous Boards have evaluated these rolls and have agreed that it takes more than 1000 hours a year to perform the duties and responsibilities of these positions. The IMRF rules states that without a resolution on file stating the positions requires 1000 hours a year to complete, participation will cease. R-8 Recommendation to Approve the Schematic Design Concept for The Preserve at Oak Meadows Clubhouse Executive Director Ed Stevenson presented to the Board Staff s recommendation to approve the schematic design concept for The Preserve at Oak Meadows clubhouse. Board Page 5 of 6
Forest Preserve District of DuPage County Planning Session Meeting July 25, 2017 discussion ensued. It was the consensus of the Board to bring forward to the next Commission meeting. In November 2017, the Board approved a contract for the conceptual and schematic design of clubhouse concepts. After meeting with various groups from throughout the community and throughout the golf industry, as well as input from the Commissioners, the consultant Daniel Wohlfeil Design, LLC, architecture firm, made a presentation to the Board regarding two different concepts for a clubhouse. Since the presentation, there have been several open houses where all the information was available to the public. Information was posted online and there has been opportunity for the public to submit their comments. After reviewing all the feedback, the architect has taken both the concepts and the ideas that worked best and arrived at a clubhouse design that is a hybrid of both concepts. If the Board decides to accept this design concept, staff will bring to the Board, in a month or so, a design development phase of work. This will allow for more details and cost estimates. INTO CLOSED SESSION (9:51 AM) Commissioner Whelan moved, seconded by Commissioner Redick that pursuant to Section 2(c)5 of the Open Meetings Act, the Commission go into closed session for the purpose of discussing the purchase of real property for the use of the District, including discussing whether a particular parcel should be acquired.. On roll call, Commissioners Whelan, Cantore, A. Murphy, M. Murphy, Painter, Redick and Wehrli voted yes. Motion carried. OUT OF CLOSED SESSION (10:51 AM) Commissioner Whelan moved, seconded by Commissioner Redick that the Board go out of closed session. On voice vote, all Commissioners voted yes. Motion carried. ADJOURNMENT (10:52 AM) Commissioner Wehrli moved, seconded by Commissioner Redick that the Planning Session meeting be adjourned. On voice vote, all Commissioners voted yes. Motion carried. -Recorded by Executive Assistant Malahy Page 6 of 6
August 1, 2017 PRESENT President: Commissioners: Executive Director: Staff: Attorney: Secretary: Cantore Cantore, A. Murphy, M. Murphy, Painter, Redick, Wehrli, Whelan Stevenson Adams, Gray, Hinshaw, Hogan, Humiston, Lovelace, Ortega, Neidy, Potenza, Soria, Zinnen Elsner Malahy CALL TO ORDER The Commission meeting for August 1, 2017 was called to order at 8:05A.M., with President Cantore presiding. On roll call: Commissioners Cantore, A. Murphy, M. Murphy, Painter, Redick, Wehrli and Whelan were present. PRESIDENT S REMARKS President Cantore introduced and welcomed Carla Soria as the new purchasing specialist for the Forest Preserve District of DuPage County. PUBLIC COMMENT There were none. REGULAR AGENDA R-1 Motion Approving and Placing on File Special Call Commission Meeting Minutes from 7/11/17; Open Planning Session Minutes from 7/11/17; and Open Commission Meeting Minutes from 7/18/17 Commissioner Whelan moved, seconded by Commissioner M. Murphy that the Special Call Commission meeting minutes from 7/11/17; open Planning Session meeting minutes from 7/11/17; and open Commission meeting minutes from 7/18/17 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 #17-249 Goods & Services For Payment 8/3/17 Commissioner Whelan moved, seconded by Commissioner Wehrli that Resolution #17-249 Goods & Services for payment 8/3/17 be approved and placed on file. On
Forest Preserve District of DuPage County Commission Meeting Minutes August 1, 2017 roll call, Commissioners Whelan, Cantore, A. Murphy, M. Murphy, Painter, Redick and Wehrli voted yes. Motion carried. R-3 Ordinance #17-237 Amending Ordinance #16-152 Entitled Annual Appropriation Ordinance of the Forest Preserve District of DuPage County, Illinois Fiscal Period Beginning July 1, 2016 and Ending June 30, 2017 Commissioner Whelan moved, seconded by Commissioner A. Murphy that Ordinance 17-237 amending Ordinance #16-152 Entitled Annual Appropriation Ordinance of the Forest Preserve District of DuPage County, Illinois fiscal period beginning July 1, 2016 and ending June 30, 2017 be approved and adopted. On roll call, Commissioners Whelan, Cantore, A. Murphy, M. Murphy, Painter, Redick and Wehrli voted yes. Motion carried. R-4 Resolution #17-250 Authorizing the Execution of a Contract between the FPDDC and Konica Minolta Business Solutions for the Lease and Maintenance of Multi-Function Printers Commissioner Whelan moved, seconded by Commissioner Wehrli that Resolution #17-250 authorizing the execution of a contract between the FPDDC and Konica Minolta Business Solutions for the lease and maintenance of multi-function printers be approved and adopted. On roll call, Commissioners Whelan, Cantore, A. Murphy, Murphy, Painter, Redick and Wehrli voted yes. Motion carried. R-5 Motion Rejecting All Bids for the Danada Equestrian Fencing Project Commissioner Whelan moved, seconded by Commissioner M. Murphy that all bids for the Danada Equestrian Fencing Project be rejected. Board discussion ensued. On roll call, Commissioners Whelan, Cantore, A. Murphy, M. Murphy, Painter, Redick and Wehrli voted yes. Motion carried. R-6 Resolution #17-246 Authorizing the Execution of an Intergovernmental Agreement between the FPDDC and the Wheaton Sanitary District Regarding the Design and Construction of a Sanitary Sewer Commissioner Whelan moved, seconded by Commissioner Redick that Resolution #17-246 authorizing the execution of an Intergovernmental Agreement between the FPDDC and the Wheaton Sanitary District regarding the design and construction of a sanitary sewer 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. Page 2 of 4
Forest Preserve District of DuPage County Commission Meeting Minutes August 1, 2017 R-7 Resolution #17-242 Authorizing the Execution of a Contract between the FPDDC and Public Research Group, LLC Commissioner Whelan moved, seconded by Commissioner Wehrli that Resolution #17-242 authorizing the execution of a contract between the FPDDC and Public Research Group, LLC be approved and adopted. On roll call, Commissioners Whelan, Cantore, A. Murphy, M. Murphy, Painter, Redick and Wehrli voted yes. Motion carried. R-8 Motion Approving Applying for Surface Transportation Program (STP) Funds for the West Branch DuPage River Trail in Blackwell and West DuPage Woods Forest Preserves Commissioner Whelan moved, seconded by Commissioner A. Murphy that the application for Surface Transportation Program (STP) funds for the West Branch DuPage River Trail in Blackwell and West DuPage Woods Forest Preserves be approved and adopted. On roll call, Commissioners Whelan, Cantore, A. Murphy, M. Murphy, Painter, Redick and Wehrli voted yes. Motion carried. R-9 Motion to approve the Schematic Design Concept for The Preserve at Oak Meadows Clubhouse Commissioner Whelan moved, seconded by Commissioner M. Murphy that the schematic design concept for The Preserve at Oak Meadows Clubhouse 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. INTO CLOSED SESSION (8:15 AM) Commissioner Whelan moved, seconded by Commissioner Wehrli, that pursuant to Section 2(c)2 of the Open Meeting Act, the Commission go into Closed Session for the purpose of discussing collective negotiating matters. On roll call, Commissioners Whelan, Cantore, A. Murphy, M. Murphy, Painter, Redick and Wehrli voted yes. Motion carried. OUT OF CLOSED SESSION (9:37 AM) Commissioner Whelan moved, seconded by Commissioner Redick that the Board go out of closed session. On voice vote, all Commissioners voted yes. Motion carried. ADJOURNMENT (9:38 AM) Commissioner Wehrli moved, seconded by Commissioner Redick that the meeting of the Forest Preserve Commission of DuPage County be adjourned. On voice vote, all Commissioners voted yes. Motion carried. Page 3 of 4
Forest Preserve District of DuPage County Commission Meeting Minutes August 1, 2017 Judith A. Malahy, Secretary Date Approved by Commission Page 4 of 4