Kane County Forest Preserve District Executive Committee met September 7.
Here is the minutes as provided by the committee:
I. Call to Order
The Forest Preserve District Executive Committee meeting was held Friday, September 7, 2018 at 8:30 am at the Administration Offices located at 1996 S. Kirk Road, Suite 320, Geneva, IL 60134. The meeting was opened by President Michael Kenyon at 8:30 am.
Members Present:
Commissioner Deborah Allan Late
Commissioner Margaret Auger Present
Commissioner Theresa Barreiro Present
President Pro Tem Mark Davoust Present
Commissioner Drew Frasz Present
Commissioner Rebecca Gillam Present
Commissioner John Hoscheit Present
President Michael Kenyon Present
Secretary Philip Lewis Late
Commissioner Thomas Smith Absent
Commissioner Barbara Wojnicki Absent
Others Present:
Staff: Monica Meyers, Executive Director, Ken J. Stanish, Chief Financial Officer,
Ken Anderson, Jr., Chief of Planning, Laurie Metanchuk, Director of Community Affairs,
John Goreth, Director of Operations, Tracey Smith, Director of Human Resources,
Chuck Misner, Safety and Wellness Coordinator, Dave Petschke, Accounting Manager,
Harold Carter , Police Officer, Jerry Hodge, Attorney, Ellen J. Maglio, Recording Secretary.
Others Present: Chris Kious, Commission Candidate.
II. Approval of Minutes from August 3, 2018
RESULT: ACCEPTED [UNANIMOUS]
MOVER: Drew Frasz, Commissioner
SECONDER: John Hoscheit, Commissioner
AYES: Margaret Auger, Theresa Barreiro, Mark Davoust, Drew Frasz, Rebecca Gillam, John Hoscheit, Michael Kenyon
ABSENT: Deborah Allan, Philip Lewis, Thomas Smith, Barbara Wojnicki
III. Public Comment (Each Speaker is limited to three minutes) None.
IV. Presentation and Approval of Bills and Commissioners' Per Diem from August 2018
RESULT: MOVED FORWARD BY VOICE VOTE [UNANIMOUS]
TO: FOREST PRESERVE DISTRICT COMMISSION 9/11/2018 9:00 AM
MOVER: Margaret Auger, Commissioner
SECONDER: John Hoscheit, Commissioner
AYES: Margaret Auger, Theresa Barreiro, Mark Davoust, Drew Frasz, Rebecca Gillam, John Hoscheit, Michael Kenyon
ABSENT: Deborah Allan, Philip Lewis, Thomas Smith, Barbara Wojnicki
V. Finance and Administration
A. Presentation and Approval of a Bid for a Replacement Vehicle for Use by the Public Safety Department
The Commission approved funds in the FY 2018/19 Budget to replace one vehicle for the Police Department. This memorandum concerns replacing a 2013 Ford Explorer (squad 220) which will have 120,000 mile upon retirement. It is proposed to purchase the replacement, a 2019 Ford, F-150 4X4 Police Responder pick-up truck, from Sutton Ford of Matteson, Illinois, under the Suburban Purchasing Cooperative contract number 179. The vehicle is Police Responder rated with a crew cab. The total purchase price would be $38,751.
Additionally, new equipment and labor to transfer reusable equipment from the retired vehicle is $4,326.54 from Communications Direct in Batavia. The total cost for the vehicle and equipment is not to exceed $43,077.54.
DISCUSSION: None.
RESULT: MOVED FORWARD BY VOICE VOTE [UNANIMOUS] TO RESOLUTION
TO: FOREST PRESERVE DISTRICT COMMISSION 9/11/2018 9:00 AM
MOVER: Mark Davoust, President Pro Tem
SECONDER: Margaret Auger, Commissioner
AYES: Margaret Auger, Theresa Barreiro, Mark Davoust, Drew Frasz, Rebecca Gillam, John Hoscheit, Michael Kenyon, Philip Lewis
ABSENT: Deborah Allan, Thomas Smith, Barbara Wojnicki
VI. Land Acquisition
A. Presentation and Approval of an Amendment to a Grant of Easement with the Fox River Water Reclamation District through a Portion of the Elgin Shores Forest Preserve
The original agreement, dated September 13, 2016, allowed FRWRD the ability to install a new force main at Elgin Shores Forest Preserve. FRWRD requests an enlargement of temporary construction easement area 40' x 50' for additional access to District Property to accommodate the supplementary construction methods. In addition, FRWRD desires a 24 month agreement time extension from the signing of this proposed amendment.
The original agreement with FRWRD had requested from the District a 40' temporary easement for construction purposes and a 20' permanent easement following construction, which will allow FRWRD to install and maintain a new force main sanitary line through a portion of the Elgin Shores Forest Preserve at its eastern and northern borders. This new sanitary line will allow FRWRD to serve their customers more efficiently in the future.
Currently, the District has an intergovernmental agreement with the City of Elgin for the nonexclusive use of the Fox River Shores Forest Preserve. The City of Elgin has constructed improvements in the preserve including ballfields, parking lots, trails and a boat ramp. The proposed work by FRWRD will be located along the Fox River on the east side of the preserve and will temporarily impact the use of the boat ramp. The City supports this project and is aware of the implementation schedule.
The District has worked on similar projects in the past with FRWRD and do not have any issues with allowing the new sanitary line installation in the Elgin Shores Forest Preserve. The Amendment has been reviewed by the District’s legal counsel. There is no financial impact to the District by approving this amendment to the existing easement agreement.
DISCUSSION: Chairman Auger asked if there would be a cost to the District. Anderson stated no, this is a City's project.
RESULT: MOVED FORWARD BY VOICE VOTE [UNANIMOUS] TO RESOLUTION
TO: FOREST PRESERVE DISTRICT COMMISSION 9/11/2018 9:00 AM
MOVER: John Hoscheit, Commissioner
SECONDER: Drew Frasz, Commissioner
AYES: Margaret Auger, Theresa Barreiro, Mark Davoust, Drew Frasz, Rebecca Gillam, John Hoscheit, Michael Kenyon, Philip Lewis
ABSENT: Deborah Allan, Thomas Smith, Barbara Wojnicki
B. Presentation and Approval of a Temporary Construction Easement with KDOT for Kirk Road Project
Kane County Division of Transportation (KCDOT) is proposing various improvements to the intersection of Kirk Road and Fabyan Parkway. These transportation improvements will assist in the more efficient movement of traffic through the region. KCDOT is requesting a forty 40' x 30' temporary construction easement, 142.50' from our southerly property line located at 1996 South Kirk Road, Geneva, Illinois. The total area impacted by the temporary construction easement is 0.028 acres or 1,220 square feet. The site will be fully restored following the completion of the project.
The District’s legal counsel has reviewed this agreement. KCDOT shall compensate the Forest Preserve of Kane County (District) a total of $1,975 for the temporary construction easement.
DISCUSSION: Commissioner Frasz stated that this would be an improvement to the area even after the easement is no longer required.
RESULT: MOVED FORWARD BY VOICE VOTE [UNANIMOUS] TO RESOLUTION
TO: FOREST PRESERVE DISTRICT COMMISSION 9/11/2018 9:00 AM
MOVER: Rebecca Gillam, Commissioner
SECONDER: Mark Davoust, President Pro Tem
AYES: Margaret Auger, Theresa Barreiro, Mark Davoust, Drew Frasz, Rebecca Gillam, John Hoscheit, Michael Kenyon, Philip Lewis
ABSENT: Deborah Allan, Thomas Smith, Barbara Wojnicki
Resolution Authorizing the Sale of Property in Dundee Township
Per Resolution 18-04-2631 which was passed in April of this year. This resolution is an Intergovernmental Agreement for Land Acquisition and Easements with the Village of Carpentersville. In the agreement, it states that there may be land acquisition and easements at the adjacent Raceway Woods Forest Preserve and various easements for utilities associated with these parcels in exchange for the Village approving the acquisition.
RESULT: MOVED FORWARD BY VOICE VOTE [UNANIMOUS] TO RESOLUTION
TO: FOREST PRESERVE DISTRICT COMMISSION 9/11/2018 9:00 AM
MOVER: Rebecca Gillam, Commissioner
SECONDER: Theresa Barreiro, Commissioner
AYES: Deborah Allan, Margaret Auger, Theresa Barreiro, Mark Davoust, Drew Frasz, Rebecca Gillam, John Hoscheit, Michael Kenyon, Philip Lewis
ABSENT: Thomas Smith, Barbara Wojnicki
VII. Planning & Utilization
A.Presentation and Approval of a Bid for the Settler's Hill Golf Course Clubhouse Roof Replacement
The Commission approved $99,500 in the FY 2018/19 Budget for the Settler’s Hill Golf Course Roof Replacement Project. The proposed roof replacement will consist of installing 2”x 4” nailers over the top of the existing architectural shingle roof, and the installation of 26-gauge steel roofing, and finish trim. Two additional options were included in the bid. Option One was the purchase and installation of two 48”x 48” prefabricated cupolas, with windows on all four sides and a light in each. Option Two was to purchase and install oversized gutters and downspouts to the clubhouse needed due to age and to improve the runoff and drainage around the structure.
The bid was advertised and sent to 27 vendors with two responding. The initial low bidder for the project withdrew their bid when they recognized calculation errors on their part. R.A. Pinno and Sons Construction Corp. from Rosedale Wisconsin was the lowest qualified bid for the clubhouse roof ($75,900), Option One cupolas ($4,400), and Option Two- gutters and down spouts replacement ($1,650) for a total contract amount of $81,950.
DISCUSSION: Commissioner Davoust explains that the building will still be used after the renovations are completed on the course. Commissioner Auguer stated her appreciation for the GolfVisions staff, Wanna at the front desk and John the course manager.
RESULT: MOVED FORWARD BY VOICE VOTE [UNANIMOUS] TO RESOLUTION
TO: FOREST PRESERVE DISTRICT COMMISSION 9/11/2018 9:00 AM
MOVER: Philip Lewis, Secretary
SECONDER: Drew Frasz, Commissioner
AYES: Deborah Allan, Margaret Auger, Theresa Barreiro, Mark Davoust, Drew Frasz, Rebecca Gillam, John Hoscheit, Michael Kenyon, Philip Lewis
ABSENT: Thomas Smith, Barbara Wojnicki
Presentation and Approval of a New Historical Structures Operating and Caretaking Agreement with the Preservation Partners
The current Historic Structures Operating and Caretaking Agreement with Preservation Partners expired on June 30, 2017. A new agreement is proposed to incorporate the management of the Sholes School at Leroy Oakes Forest Preserve. Preservation Partners provides exclusive exhibits management, staffing, tours, program coordination and marketing for the Fabyan Villa and the Durant-Peterson House, and now the Sholes School. Additionally, Preservation Partners coordinates programming and tours of the Fabyan Japanese Garden.
The District owns all of the land and structures and is responsible for the expense and coordination of maintenance/repairs and utilities for the buildings as well as grounds/landscape maintenance. All rentals of the Japanese Garden are booked through the District. The District pays Preservation Partners the sum of $78,000 annually for their services with $58,000 allocated to the operation of the Fabyan Villa and Japanese Garden and $20,000 allocated for the operation of the Durant-Peterson House and the Sholes School. Funds totaling $78,000 were budgeted in the 2018-19 fiscal year for this project. No additions to this were made with the additional site in agreement.
The agreement term is 5 years through July 31, 2023 with a one-time extension of an additional 5 years. The District’s legal counsel and risk management provider (PDRMA) have reviewed the agreement.
DISCUSSION: Commissioner Allan asked how long the Preservation Partners group has been managing Fabyan. Director Goreth answered that they have had an agreement with the District since 1990.
RESULT: MOVED FORWARD BY VOICE VOTE [UNANIMOUS] TO RESOLUTION
TO: FOREST PRESERVE DISTRICT COMMISSION 9/11/2018 9:00 AM
MOVER: Drew Frasz, Commissioner
SECONDER: Philip Lewis, Secretary
AYES: Deborah Allan, Margaret Auger, Theresa Barreiro, Mark Davoust, Drew Frasz, Rebecca Gillam, John Hoscheit, Michael Kenyon, Philip Lewis
ABSENT: Thomas Smith, Barbara Wojnicki
B.Presentation and Approval of a Request to Submit for an IDNR Open Space Land Acquisition and Development (OSLAD) Grant for the Oakhurst Forest Preserve Re-Development
Oakhurst Forest Preserve is a 394-acre preserve in Aurora featuring year-round passive and active recreation. The first acquisition to begin creating Oakhurst Forest Preserve occurred in 1973. The property was expanded and developed through a partnership with the City of Aurora. Patterson Lake was created to improve storm water management in the area and has served as a major recreational feature and with the adjoining marsh serves as the centerpiece to the surrounding trail system, shelters and sledding hill. The 55-acre lake is popular for fishing and non-motorized boating. The Fox Valley Park District partners on the site by providing the management of the Community Garden located along 5th Avenue. The City of Aurora recently expanded their regional trail system in the area, connecting to the preserve to the east through the woodland. The public access infrastructure and recreational amenities constructed around 1983 are past their useful life and in need of replacement. Additionally, the use and traffic patterns in the preserve have significantly changed and increased over the past 35-years warranting a redesign of the public access and amenities.
The Commission prioritized the Oakhurst Forest Preserve Redevelopment Project for inclusion in the District’s Master Plan (2018 Update) and budgeted $100,000 for design and engineering services in the 2018/19 Fiscal Year Budget. Staff is requesting permission to apply for the IDNR OSLAD Grant to assist with funding the project. The grant will reimburse the District 50% of the construction costs up to a $400,000 match. Phase I engineering is budgeted this fiscal year which will conclude with a cost estimate for the project. Staff is recommending a maximum project amount of $800,000 at this time to maximize the grant and until the cost estimate is complete. The project includes new roadway and parking areas, shelters, boat ramp, fishing dock, trail improvements and natural areas improvements for portions of the woodland and marsh. Funds totaling $100,000 are budgeted in the 2018/19 fiscal year for the design/engineering phase of project. There is no expense required to submit the grant application.
DISCUSSION: Executive Director Meyers stated that we will be hosting a public meeting to introduce the plans for this project and gathering public comments, that they may be modified based on public input. Commissioner Lewis would like staff to revisit the possibility of water for the garden plots as well. Executive Director Meyers stated that she will discuss further with the Fox Valley Park District (the organization that leases the lots). Commissioner Gillam pointed out that this is a very heavily used preserve all year round.
RESULT: MOVED FORWARD BY VOICE VOTE [UNANIMOUS] TO RESOLUTION
TO: FOREST PRESERVE DISTRICT COMMISSION 9/11/2018 9:00 AM
MOVER: Theresa Barreiro, Commissioner
SECONDER: Margaret Auger, Commissioner
AYES: Deborah Allan, Margaret Auger, Theresa Barreiro, Mark Davoust, Drew Frasz, Rebecca Gillam, John Hoscheit, Michael Kenyon, Philip Lewis
ABSENT: Thomas Smith, Barbara Wojnicki
VIII. New or Unfinished Business
A. Presentation and Approval of Closed Session Minutes
RESULT: APPROVED BY VOICE VOTE [UNANIMOUS]
MOVER: Mark Davoust, President Pro Tem
SECONDER: Margaret Auger, Commissioner
AYES: Deborah Allan, Margaret Auger, Theresa Barreiro, Mark Davoust, Drew Frasz, Rebecca Gillam, John Hoscheit, Michael Kenyon, Philip Lewis
ABSENT: Thomas Smith, Barbara Wojnicki
IX. Closed Session to Discuss Land Acquisition, Contracts, Litigation and Personnel None.
X. Communications None.
XI. President's Comments President Kenyon reminded all that the Field Day for the Bioreactor Project will be held on September 12th at the Meissner Corron Forest Preserve.
XII. Financial Reports
RESULT: PLACED ON FILE BY VOICE VOTE [UNANIMOUS]
MOVER: Mark Davoust, President Pro Tem
SECONDER: Deborah Allan, Commissioner
AYES: Deborah Allan, Margaret Auger, Theresa Barreiro, Mark Davoust, Drew Frasz, Rebecca Gillam, John Hoscheit, Michael Kenyon, Philip Lewis
ABSENT: Thomas Smith, Barbara Wojnicki
XIII. Adjournment
RESULT: ADJOURNED BY VOICE VOTE [UNANIMOUS]
MOVER: Philip Lewis, Secretary
SECONDER: John Hoscheit, Commissioner
AYES: Deborah Allan, Margaret Auger, Theresa Barreiro, Mark Davoust, Drew Frasz, Rebecca Gillam, John Hoscheit, Michael Kenyon, Philip Lewis
ABSENT: Thomas Smith, Barbara Wojnicki
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