Kane County Forest Preserve District Executive Committee met March 8.
Here is the minutes provided by the committee:
I. Call to Order
The Forest Preserve District Executive Committee meeting was held Friday, March 8, 2019 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:
President Michael Kenyon Present
President Pro Tem Mark Davoust Present
Treasurer, Penny Wegman Present
Secretary Susan Starrett Present
Commissioner Deborah Allan Present
Commissioner Theresa Barreiro Present
Commissioner Drew Frasz Present
Commissioner John Hoscheit Present
Commissioner Bill Lenert Present
Commissioner John Martin Present
Others Present:
Commissioners Hanson and Kious.
Josh Wegger, Representative from the Indiana-Illinois-Iowa Foundation for Fair Contracting (IIIFFC)
Monica Meyers, Executive Director, Ken J. Stanish, Chief Financial Officer, Ken Anderson, Jr., Chief of Planning and Operations, Ben Haberthur, Director of Natural Resources Management, John Goreth, Director of Operations, Caitlin Rodeghero, Administrative Specialist, Jerry Hodge, Attorney, Ellen J. Maglio, Recording Secretary
Leadership Academy Class V graduates: Kyle Bergmann, Sam Cahill, Doug Fenske, Ryan Goodenough, Taylor Joray, Monika Kastle, Ed Lopez, James Martin, Jared Mrzlak, Kolton Oftedal, Kai Volkhart
II. Approval of Minutes from February 1, 2019
RESULT: ACCEPTED [UNANIMOUS]
MOVER: Drew Frasz, Commissioner
SECONDER: John Martin, Commissioner
AYES: Michael Kenyon, Mark Davoust, Penny Wegman, Theresa Barreiro, Drew Frasz, John Hoscheit, Bill Lenert, John Martin
ABSENT: Susan Starrett, Deborah Allan
III. Public Comment (Each Speaker is limited to three minutes)
Josh Wegger represents the IIIFFC and presented the Committee with information relating to the Responsible Bidder Ordinance. He stated that the ordinance maintains standards of service as well as insuring public bodies are contracting with the highest quality vendors.
IV. Presentation and Approval of Bills and Commissioners' Per Diem from February 2019
RESULT: MOVED FORWARD BY VOICE VOTE [UNANIMOUS]
TO: FOREST PRESERVE DISTRICT COMMISSION 3/12/2019 9:00 AM
MOVER: Bill Lenert, Commissioner
SECONDER: John Martin, Commissioner
AYES: Michael Kenyon, Mark Davoust, Penny Wegman, Theresa Barreiro, Drew Frasz, John Hoscheit, Bill Lenert, John Martin
ABSENT: Susan Starrett, Deborah Allan
V. Presentation
A. Presentation of the Forest Preserve District Leadership Academy I, Class V Graduates
Human Resources Director Smith, recapped the Leadership Academy curriculum and stated that the culture of the District is accentuated and cultivated through this program. She thanked Executive Director Meyers as well as the Commissioners for their support for the program. The graduates were then introduced individually and given their certificates of completion. The next class is planned for the Fall of this year as well as the Leadership II program which is currently being produced. Congratulations to all.
DISCUSSION: President Kenyon said that this is the sort of program that makes the Forest Preserve stand out for itself and for other agencies in excellence. He congratulated all.
VI. Finance and Administration
A. Presentation and Approval of Accepting the 3rd Year Option with Lauterbach & Amen LLP
In Fiscal year 2014, the District conducted a request for proposal (RFP) for auditing services. Many firms were evaluated and the recommendation that was approved by the Commission was to award Lauterbach & Amen, LLP with a three-year contract for fiscal years 2014 through 2016. The District also included the option within the RFP to extend the contract for up to an additional 3 years if it so chooses and has exercised the first two option years for fiscal years’ 2017 & 18. For fiscal year 2019, Lauterbach & Amen would increase the pricing from $25,000 to $25,600 for the standard audit and from $3,300 to $3,400 for a single audit (if required).
Staff has been very satisfied with the professionalism and punctuality in dealing with L&A. The District has been able to receive the Certificate of Achievement for Excellence in Financial Reporting from the Government Finance Officers Association for the past five years and expects to receive it for fiscal year 2018 that was submitted in the fourth quarter of 2018.
DISCUSSION: None.
RESULT: MOVED FORWARD BY VOICE VOTE [UNANIMOUS]
TO: FOREST PRESERVE DISTRICT COMMISSION 3/12/2019 9:00 AM
MOVER: Bill Lenert, Commissioner
SECONDER: Mark Davoust, President Pro Tem
AYES: Deborah Allan, Theresa Barreiro, Mark Davoust, Drew Frasz, John Hoscheit, Michael Kenyon, Bill Lenert, John Martin, Susan Starrett, Penny Wegman
B. Presentation and Approval of a Professional Services Contract with V3 Companies Inc. for the Muirhead Springs Wetland Mitigation Project
District Staff has continued to proceed through the United States Army Corps of Engineers (USACOE) process to create a wetland mitigation bank at the Muirhead Springs Forest Preserve. The next step is to select a consultant to provide professional services for the creation of a Mitigation Banking Instrument (MBI) in accordance with the Final Rule for Compensatory Mitigation for Losses of Aquatic Resources and the Interagency Coordination Agreement (ICA) on Mitigation Banking. The MBI document will contain the required twelve essential elements as set forth in the associated regulations. There are two significant components to this project, one is the typical wetland mitigation banking portion and the other is stream restoration project for stream restoration mitigation credits.
District Staff used a Qualification Based Selection (QBS) process similar to the Kane County Division of Transportation to select a consultant. The RFP was advertised and provided to twenty-one (21) consulting firms of which four (4) responded. Staff evaluated the proposals submitted and concurred that V3 Companies Inc. was the most qualified firm to complete the project.
The approval by the US Army Corps of Engineers of the MBI and the ICA will conclude this preliminary engineering phase with V3. The District will then be authorized to sell credits up to 30% of the approved wetland area. The District will then move into the final design phase when adequate revenues have been generated through the bank. The US Army Corps of Engineers will then approve the final design and the District will have the authority to initiate the construction phase of the bank when adequate revenues have been generated through the bank. Following completion of the construction, the project will move into the maintenance phase, continuing to utilize generated revenues from the bank as needed.
DISCUSSION: President Pro-Tem Davoust stated that this is a great return on our investment. It has a potential for millions in revenues.
RESULT: MOVED FORWARD BY VOICE VOTE [UNANIMOUS]
TO: FOREST PRESERVE DISTRICT COMMISSION 3/12/2019 9:00 AM
MOVER: Mark Davoust, President Pro Tem
SECONDER: John Martin, Commissioner
AYES: Deborah Allan, Theresa Barreiro, Mark Davoust, Drew Frasz, John Hoscheit, Michael Kenyon, Bill Lenert, John Martin, Susan Starrett, Penny Wegman
C. Presentation and Approval of the 2019 Surplus Vehicle and Equipment List
In 2013, the District began using an on-line auction house to dispose its surplus vehicles and equipment with good results. Attached is a current listing of vehicles and equipment that staff is requesting the Committee to declare as surplus and approve disposing of them through an on-line auction service. Staff views this process instrumental in obtaining the best results with numerous bids submitted. All proceeds from the auction go into the General Fund under 01-00-00-3070 Sale of Material. In calendar year 2018, the District received $38,775.69 from the on-line sale of vehicles & equipment.
DISCUSSION: None.
RESULT: MOVED FORWARD BY VOICE VOTE [UNANIMOUS]
TO: FOREST PRESERVE DISTRICT COMMISSION 3/12/2019 9:00 AM
MOVER: Bill Lenert, Commissioner
SECONDER: John Martin, Commissioner
AYES: Deborah Allan, Theresa Barreiro, Mark Davoust, Drew Frasz, John Hoscheit, Michael Kenyon, Bill Lenert, John Martin, Susan Starrett, Penny Wegman
VII. Land Acquisition
A. Presentation and Acknowledgement of Lands by Gift from the Edwards Family in Plato Township
In late 2017, Don Edwards donated his 24-acre property in Plato Township to the Forest Preserve District. Mr. Edwards’ late wife Helen Thom Edwards was a citizen conservationist and a lover of nature. The two spent years carefully protecting and preserving this heavily wooded lot that includes Stony Creek. Stony Creek connects to both Bowes Creek and Otter Creek. Freshwater mussels are present, an indication of the waterway’s quality. The District plans to recognize the Edwards family with a historical sign at the site, as well as trails named for both Don and Helen.
DISCUSSION: Commissioner Frasz stated that this is a significant donation and the District should acknowledge it in the near future.
RESULT: MOVED FORWARD BY VOICE VOTE [UNANIMOUS]
TO: FOREST PRESERVE DISTRICT COMMISSION 3/12/2019 9:00 AM
MOVER: Theresa Barreiro, Commissioner
SECONDER: Deborah Allan, Commissioner
AYES: Deborah Allan, Theresa Barreiro, Mark Davoust, Drew Frasz, John Hoscheit, Michael Kenyon, Bill Lenert, John Martin, Susan Starrett, Penny Wegman
B. Presentation and Approval of Land Acquisition of the Siljestrom Property in Plato Township Adjacent to the Bowes Creek Woods Forest Preserve
23 acer parcel bordering Bowes Creek Woods Forest Preserve to the south east.
DISCUSSION: None.
RESULT: MOVED FORWARD BY VOICE VOTE [UNANIMOUS]
TO: FOREST PRESERVE DISTRICT COMMISSION 3/12/2019 9:00 AM
MOVER: Susan Starrett, Secretary
SECONDER: Deborah Allan, Commissioner
AYES: Deborah Allan, Theresa Barreiro, Mark Davoust, Drew Frasz, John Hoscheit, Michael Kenyon, Bill Lenert, John Martin, Susan Starrett, Penny Wegman
C. Presentation and Approval of Land Acquisition of the Knierim Property in Sugar Grove Township Adjacent to the Bliss Woods Forest Preserve
21.94 acer parcel bordering Bliss Woods Forest Preserve to the south east and north of KaDeKa Road.
DISCUSSION: None.
RESULT: MOVED FORWARD BY VOICE VOTE [UNANIMOUS]
TO: FOREST PRESERVE DISTRICT COMMISSION 3/12/2019 9:00 AM
MOVER: Bill Lenert, Commissioner
SECONDER: John Martin, Commissioner
AYES: Deborah Allan, Theresa Barreiro, Mark Davoust, Drew Frasz, John Hoscheit, Michael Kenyon, Bill Lenert, John Martin, Susan Starrett, Penny Wegman
D. Presentation and Approval of Land Acquisition of Kane County Tax Sale Property in Rutland Township Adjacent to the Freeman Kame Forest Preserve
.03 parcel along railroad and roadway adjoining Freeman Kame Forest Preserve. Currently available through the Kane County’s tax sale program.
DISCUSSION: None.
RESULT: MOVED FORWARD BY VOICE VOTE [UNANIMOUS]
TO: FOREST PRESERVE DISTRICT COMMISSION 3/12/2019 9:00 AM
MOVER: Drew Frasz, Commissioner
SECONDER: John Martin, Commissioner
AYES: Deborah Allan, Theresa Barreiro, Mark Davoust, Drew Frasz, John Hoscheit, Michael Kenyon, Bill Lenert, John Martin, Susan Starrett, Penny Wegman
VIII. New or Unfinished Business
A. Discussion Regarding Modifications to the District's Purchasing Ordinance
Discussion began with the introduction of the District's Purchasing Policy. The District currently adheres to the guidelines regarding prevailing wages and the competitive bidding process.
Commissioner Hoscheit added that the District has always been aggressive with limited resources during the bidding process. The prevailing wage ordinance is union scale. Historically, the District has experienced positive results with quality vendors. Discussion continued. Commissioner Frasz stated that as a small non-union business owner, he appreciates the District’s existing procedure that allows for the qualified bidder to meet requirements existing in the District’s Purchasing Ordinance. It was suggested that if Commissioner Barreiro feels the current Purchasing Ordinance is in need of modification, that she review and bring any suggestions and changes forward.
IX. Closed Session to Discuss Land Acquisition, Contracts, Litigation and Personnel
8:50 AM to discuss land acquisition.
RESULT: ROLL CALL VOTE [UNANIMOUS] Entered into Closed Session
MOVER: John Martin, Commissioner
SECONDER: Susan Starrett, Secretary
AYES: Deborah Allan, Theresa Barreiro, Mark Davoust, Drew Frasz, John Hoscheit, Michael Kenyon, Bill Lenert, John Martin, Susan Starrett, Penny Wegman
Discussion until exited at 8:58 AM.
RESULT: VOICE VOTE [UNANIMOUS] Exited Closed Session
MOVER: John Hoscheit, Commissioner
SECONDER: John Martin, Commissioner
AYES: Deborah Allan, Theresa Barreiro, Mark Davoust, Drew Frasz, John Hoscheit, Michael Kenyon, Bill Lenert, John Martin, Susan Starrett, Penny Wegman
X. Communications
The Conservation Foundation Winter Luncheon was held recently, Executive Director Meyers has membership applications available for anyone interested.
The Volunteer Recognition Dinner will be held on March 21 5:30-9:30pm at the Riverside Banquets in Geneva. Commissioners are welcome. It is a wonderful way to acknowledge the great contribution our 300+ volunteers make to the District.
The Maple Sugaring event was held the past weekend and over 350 people attended.
XI. President's Comments – None
XII. Financial Reports
A.Bond Investment Analysis Report January 2019
B.Cash & Investment Report January 2019
C. Revenue & Expense Report Through January 2019
RESULT: PLACED ON FILE BY VOICE VOTE [UNANIMOUS]
MOVER: Penny Wegman, Treasurer
SECONDER: Mark Davoust, President Pro Tem
AYES: Deborah Allan, Theresa Barreiro, Mark Davoust, Drew Frasz, John Hoscheit, Michael Kenyon, Bill Lenert, John Martin, Susan Starrett, Penny Wegman
ABSENT: John Martin
XIII. Adjournment
RESULT: ADJOURNED BY VOICE VOTE [UNANIMOUS]
MOVER: Penny Wegman, Treasurer
SECONDER: Drew Frasz, Commissioner
AYES: Deborah Allan, Theresa Barreiro, Mark Davoust, Drew Frasz, Michael Kenyon, Bill Lenert, Susan Starrett, Penny Wegman
ABSENT: John Hoscheit, John Martin
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