Kane County Forest Preserve District Executive Committee met Nov. 1.
Here is the minutes provided by the committee:
I. Call to Order
The Forest Preserve District Executive Committee meeting was held Friday, November 1, 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:
Commissioner Deborah Allan Present
Commissioner Theresa Barreiro Absent
President Pro Tem Mark Davoust Absent
Commissioner Drew Frasz Absent
Commissioner John Hoscheit Absent
President Michael Kenyon Present
Commissioner Bill Lenert Present
Commissioner John Martin Present
Secretary Susan Starrett Present
Treasurer Penny Wegman Absent
Others Present:
Monica Meyers, Executive Director, Ken J. Stanish, Chief Financial Officer, Ken Anderson, Jr., Chief of Planning and Operations, Ben Haberthur, Director of Natural Resource Management, John Goreth, Director of Operations, Tracey Smith, Director of Human Resources, Laurie Metanchuk, Director of Community Affairs, Mike Gilloffo, Director of Public Safety, Dave Petschke, Accounting Manager, Jerry Hodge, Attorney, Ellen J. Maglio, Recording Secretary
II. Approval of Minutes from October 4, 2019
RESULT: ACCEPTED [UNANIMOUS]
MOVER: Bill Lenert, Commissioner
SECONDER: John Martin, Commissioner
AYES: Deborah Allan, Michael Kenyon, Bill Lenert, John Martin, Susan Starrett
ABSENT: Theresa Barreiro, Mark Davoust, Drew Frasz, John Hoscheit, Penny Wegman
III. Public Comment (Each Speaker is limited to three minutes) None.
IV. Presentation and Approval of Bills and Commissioners' Per Diem from October 2019
RESULT: MOVED FORWARD BY VOICE VOTE [UNANIMOUS]
TO: FOREST PRESERVE DISTRICT COMMISSION 11/12/2019 9:00 AM
MOVER: Deborah Allan, Commissioner
SECONDER: Bill Lenert, Commissioner
AYES: Deborah Allan, Michael Kenyon, Bill Lenert, John Martin, Susan Starrett
ABSENT: Theresa Barreiro, Mark Davoust, Drew Frasz, John Hoscheit, Penny Wegman
V. Finance and Administration
A. Presentation and Approval of a Bid to Purchase a Bull Hog Forestry Mower for the Natural Resource Management Department The Commission approved $30,000 in the FY 2019/20 budget to purchase a second forestry mower attachment for the second skid steer. The bid was advertised and sent to 45 vendors with six replying. The lowest qualified bid was provided by Steve’s Equipment Service, Inc. of West Chicago, Illinois for a Fecon BH74SS forestry mower in the amount of $25,977. DISCUSSION: None.
RESULT: MOVED FORWARD BY VOICE VOTE [UNANIMOUS]
TO: FOREST PRESERVE DISTRICT COMMISSION 11/12/2019 9:00 AM
MOVER: John Martin, Commissioner
SECONDER: Bill Lenert, Commissioner
AYES: Deborah Allan, Michael Kenyon, Bill Lenert, John Martin, Susan Starrett
ABSENT: Theresa Barreiro, Mark Davoust, Drew Frasz, John Hoscheit, Penny Wegman
B. Presentation and Approval to Purchase Replacement Trucks through the State Bid for the Planning & Operations Department.
The Commission approved $168,000 this fiscal year to replace four vehicles within the Planning and Operations Department (#101, #319, #321, #3230. The new replacement vehicle #101 for the Trades Division, is a Ford F-450 equipped with fiberglass utility side packs. It will be utilized for hauling tools and materials, and is versatile enough for towing the open-deck trailer with a skid steer, along with other equipment. This truck will be purchased through the state procurement contract and through Bob Ridings Ford from Taylorville, Illinois with a purchase price of $44,445. The fiberglass utility pack will be purchased from R.A Adams Enterprises, Inc. from McHenry, Illinois with the lowest qualified quote of $16,468.82, for a total of $60,927.82. We budgeted $60,000 for this purchase.
The purchase of a replacement truck for vehicle #101 with a Ford F-450 work truck, from Bob Ridings Ford of Taylorville, Illinois for a price of $44,445 as well as the utility box from R.A. Adams Enterprises, Inc. of McHenry, Illinois for a price of $16,468.82, for a total of $60,927.82. The purchase of three replacement trucks for vehicles #319, #321 and #323, will be a Ford F- 150 4x4 super cab, and be purchased from Morrow Brothers Ford of Greenfield, Illinois, for a total of $106,730.
Trucks #319, #321, and #323 are Ford F-150’s assigned to the North Operations Division. All three trucks will be purchased through the state procurement contract, from Morrow Brothers Ford from Greenfield, Illinois for a total price of $106,730. All vehicles were evaluated by the District’s certified mechanic, who has recommended full replacement. Total for all four vehicles is $167,657.82.
DISCUSSION: None.
RESULT: MOVED FORWARD BY VOICE VOTE [UNANIMOUS]
TO: FOREST PRESERVE DISTRICT COMMISSION 11/12/2019 9:00 AM
MOVER: Deborah Allan, Commissioner
SECONDER: John Martin, Commissioner
AYES: Michael Kenyon, Susan Starrett, Deborah Allan, Bill Lenert, John Martin
ABSENT: Mark Davoust, Penny Wegman, Theresa Barreiro, Drew Frasz, John Hoscheit
C. Presentation and Approval of the Third Amendment to the Intergovernmental Agreement with the County of Kane to Fund Improvements at Settler's Hill Golf Course
This Third Amendment to the IGA provides for an immediate payment of Four Million Dollars ($4,000,000) from the County to the District with the additional Three Hundred Thousand dollars ($300,000) held in Contingency until after the final payouts to the contractors and engineer for the Cross Country Course Project are made and final acceptance of the Cross Country Course by the District. Should the Cross Country Course exceed the Four Million Dollar ($4,000,000) budget, the additional funds required to complete the Cross Country Course shall be subtracted from the Three Hundred Thousand Dollar ($300,000) Contingency. The Settler’s Hill Golf Course Project completion is contingent on receiving these funds from the County. The agreement was reviewed by our legal counsel and is being sent through the County Committees and Board meetings this month as well. DISCUSSION: None.
RESULT: MOVED FORWARD BY VOICE VOTE [UNANIMOUS]
TO: FOREST PRESERVE DISTRICT COMMISSION 11/12/2019 9:00 AM
MOVER: John Martin, Commissioner
SECONDER: Bill Lenert, Commissioner
AYES: Deborah Allan, Michael Kenyon, Bill Lenert, John Martin, Susan Starrett
ABSENT: Theresa Barreiro, Mark Davoust, Drew Frasz, John Hoscheit, Penny Wegman
D. FP-O-19-11-0555 An Ordinance of the Board of Commissioners of the Forest Preserve District of Kane County, Kane County, Illinois for the Levy of Taxes for the Fiscal Year Beginning July 1, 2020 and Ending June 30, 2021 for the: GENERAL FUND
The exact increase in new construction and expiring Tax Increment Financing Districts will not be established until after the Forest Preserve District’s deadline to establish the property tax levy and the increase within the General Fund is an estimate of the increase in property tax attributable to new construction and expiring Tax Increment Financing. The fiscal year beginning July 1, 2020 and ending June 30, 2021, the total sum of Six Million Nine Hundred Ninety-Three Thousand Seven Hundred Seventy-One Dollars ------ $6,993,771.
DISCUSSION: None.
RESULT: MOVED FORWARD ITEMS D-H BY VOICE VOTE [UNANIMOUS]
TO: FOREST PRESERVE DISTRICT COMMISSION 11/12/2019 9:00 AM
MOVER: Deborah Allan, Commissioner
SECONDER: Bill Lenert, Commissioner
AYES: Deborah Allan, Michael Kenyon, Bill Lenert, John Martin, Susan Starrett
ABSENT: Theresa Barreiro, Mark Davoust, Drew Frasz, John Hoscheit, Penny Wegman
E. FP-O-19-11-0556 An Ordinance of the Board of Commissioners of the Forest Preserve District of Kane County, Kane County, Illinois for the Levy of Taxes for the Fiscal Year Beginning July 1, 2020 and Ending June 30, 2021 for the: ILLINOIS MUNICIPAL RETIREMENT FUND
That there is required to be raised by taxation and that there is levied upon all taxable property within the territorial limits of said Forest Preserve District of Kane County, Kane County, Illinois, for the fiscal year beginning July 1, 2020 and ending June 30, 2021, the total sum of Ten Thousand Dollars ------ $10,000.00.
DISCUSSION: None.
F. FP-O-19-11-0557 An Ordinance of the Board of Commissioners of the Forest Preserve District of Kane County, Kane County, Illinois for the Levy of Taxes for the Fiscal Year Beginning July 1, 2020 and Ending June 30, 2021 for the: CONSTRUCTION & DEVELOPMENT FUND
That there is required to be raised by taxation and that there is levied upon all taxable property within the territorial limits of said Forest Preserve District of Kane County, Kane County, Illinois, for the fiscal year beginning July 1, 2020 and ending June 30, 2021, the total sum of One Hundred Twelve Thousand Dollars ------ $112,000.00.
DISCUSSION: None.
G. FP-O-19-11-0558 An Ordinance of the Board of Commissioners of the Forest Preserve District of Kane County, Kane County, Illinois for the Levy of Taxes for the Fiscal Year Beginning July 1, 2020 and Ending June 30, 2021 for the: INSURANCE LIABILITY FUND
That there is required to be raised by taxation and that there is levied upon all taxable property within the territorial limits of said Forest Preserve District of Kane County, Kane County, Illinois, for the fiscal year beginning July 1, 2020 and ending June 30, 2021, the total sum of Ten Thousand Dollars ------ $10,000.00.
DISCUSSION: None.
H. FP-O-19-11-0559 An Ordinance of the Board of Commissioners of the Forest Preserve District of Kane County, Kane County, Illinois for the Levy of Taxes for the Fiscal Year Beginning July 1, 2020 and Ending June 30, 2021 for the: SOCIAL SECURITY FUND
That there is required to be raised by taxation and that there is levied upon all taxable property within the territorial limits of said Forest Preserve District of Kane County, Kane County, Illinois, for the fiscal year beginning July 1, 2020 and ending June 30, 2021, the total sum of Ten Thousand Dollars ------ $10,000.00.
DISCUSSION: None.
I. FP-O-19-11-0560 An Ordinance Abating the Tax Heretofore Levied for the Year 2019 to Pay Debt Service on the Taxable General Obligation Refunding Bonds Series 2016B, of the Forest Preserve District of Kane County, Kane County, Illinois An ordinance abating the tax levied for the year 2019 to pay debt service on the Taxable General Obligation Refunding Bonds (Alternate Revenue Source), Series 2016B, of the Forest Preserve District of Kane County, Kane County, Illinois.
The Board of Commissioners, by ordinance adopted on the 10th day of November 2015, the issue of $5,860,000 Taxable General Obligation Refunding Bonds (Alternate Revenue Source), Series 2016B (the “Bonds”), and the levy of a direct annual tax sufficient to pay principal and interest on the Bonds.
The District has irrevocably deposited Pledged Revenues or other available funds in the Bond Fund (as each is defined in the Bond Ordinance) sufficient to pay debt service on the Bonds on June 15, 2020 and December 15, 2020. It is necessary and in the best interests of the District that the tax heretofore levied for the year 2019 to pay such debt service on the Bonds be abated.
DISCUSSION: None.
RESULT: MOVED FORWARD BY VOICE VOTE [UNANIMOUS]
TO: FOREST PRESERVE DISTRICT COMMISSION 11/12/2019 9:00 AM
MOVER: Bill Lenert, Commissioner
SECONDER: Deborah Allan, Commissioner
AYES: Deborah Allan, Michael Kenyon, Bill Lenert, John Martin, Susan Starrett
ABSENT: Theresa Barreiro, Mark Davoust, Drew Frasz, John Hoscheit, Penny Wegman
VI. Planning & Utilization
A. Presentation and Approval of a Bid for Tree and Brush Clearing at the Freeman Kame Meagher Forest Preserve
The project would be the Option 1 bid from Central Tree and Landscape Mulch, Inc. of Hoffman Estates, IL for tree and brush removal across 35.6 acres within the Freeman Kame-Meagher Forest Preserve, south Phase VII area for $73,950 and 30 full cords of firewood production and delivery to two sites for $10,800, for a total contract cost of $84,750.
DISCUSSION: None.
RESULT: MOVED ITEMS A-D FORWARD BY VOICE VOTE [UNANIMOUS]
TO: FOREST PRESERVE DISTRICT COMMISSION 11/12/2019 9:00 AM
MOVER: Deborah Allan, Commissioner
SECONDER: Susan Starrett, Secretary
AYES: Deborah Allan, Michael Kenyon, Bill Lenert, John Martin, Susan Starrett
ABSENT: Theresa Barreiro, Mark Davoust, Drew Frasz, John Hoscheit, Penny Wegman
B. Presentation and Approval of a Bid for Tree and Brush Clearing at the Lone Grove Forest Preserve
The bid was distributed to 24 vendors with 4 responding. The lowest qualified bids for both options of this project were submitted by Applied Ecological Services, Inc. of Brodhead, WI Option 1 includes 17.5 acres totaling $22,295 and Option 2 includes 30.9 acres totaling $39,327. Current remaining funds will limit the current project to Option 1 only at a total project cost of $22,295.
DISCUSSION: None.
C. Presentation and Approval of a Bid for Tree and Brush Clearing at Helm Woods Forest Preserve
The bid was distributed to 24 vendors with 3 responding. The qualified, lowest bids for both options of this project were submitted by Applied Ecological Services, Inc. of Brodhead, Wisconsin, in the amount of $48,262 for Option 1, and $18,218 for Option 2 for a total project cost of $66,480.
Funds totaling $24,000 were budgeted in FY 19/20 to be combined with savings from FY 18/19 carry-over from Phase 2 for this project (project #20606). Sufficient funds are available to cover the brush-removal project expense totaling $66,480.
DISCUSSION: None.
D. Presentation and Approval of a Bid for Tree and Brush Clearing at the Meissner Corron Forest Preserve
This year, bids were sought to clear the remaining six-acre fen area, and an additional 45.6 acres of invasive non-native brush. The brush clearing is being combined with a spring re-sprout treatment of freshly germinated weed seeds, to prevent re-invasion of the site, and reduce competition for our native species.
The qualified, lowest bid was submitted by Applied Ecological Services, Inc. of Brodhead, Wisconsin for $49,412. Funds were budgeted in FY 19/20 to be combined with savings from FY 18/19 carry-over from Phase 1 for this project (project #20605). Sufficient funds are available to cover the brush-removal project expense, totaling $49,412.
DISCUSSION: None.
E. Presentation and Approval of a Bid for Native Seed to Use for Natural Restoration of District Lands
The bid was advertised and sent to 25 vendors with five replying. The bid had 225 species. Quotes were received for 173 of the 225 species. All five vendors provided the low bid for at least one of the species.
Approval is requested for the bid for native seed purchase from the following vendors at the corresponding amounts below and at a total cost of $141,824.12:
Cardno, Inc. $2,526.00
Applied Ecological Services, Inc./Taylor Creek Restoration $2,374.00
Nurseries
Genesis Nursery, Inc. $12,516.79
Prairie Moon Nursery $46,478.33
Shooting Star Native Seed $77,929.00
GRAND TOTAL SEED QUOTED $141,824.12
Funding was split between various project funds for this large project expense for a total purchase cost of $141,824.12.
DISCUSSION: None.
RESULT: MOVED FORWARD BY VOICE VOTE [UNANIMOUS]
TO: FOREST PRESERVE DISTRICT COMMISSION 11/12/2019 9:00 AM
MOVER: Deborah Allan, Commissioner
SECONDER: Susan Starrett, Secretary
AYES: Deborah Allan, Michael Kenyon, Bill Lenert, John Martin, Susan Starrett
ABSENT: Theresa Barreiro, Mark Davoust, Drew Frasz, John Hoscheit, Penny Wegman
F. Presentation and Approval of a Proposal for Professional Services for the Marsh Bird Habitat & Wetland Restoration Project at the Pingree Grove Forest Preserve
A request for qualifications (RFQ) process was utilized to select a firm for professional services. Engineering work will consist of a field condition survey (including pictures) within the project limits, preparation of detailed plans and specifications, preparation of contract proposal and all necessary bidding documents, estimate of construction costs, submittal and coordination of all necessary permit requirements, assistance obtaining clearances from all regulatory agencies, soil investigations, surveying, hydrological studies as needed, and all work necessary to comply with standards and any other federal, state, and local regulations. Hey and Associates, Inc., was selected for the project. A scope of work was developed including data collection, conceptual design, design of engineering and construction documents, and project permitting. Total fee for services was quoted at $54,624.
RESULT: MOVED FORWARD BY VOICE VOTE [UNANIMOUS]
TO: FOREST PRESERVE DISTRICT COMMISSION 11/12/2019 9:00 AM
MOVER: Deborah Allan, Commissioner
SECONDER: Bill Lenert, Commissioner
AYES: Deborah Allan, Michael Kenyon, Bill Lenert, John Martin, Susan Starrett
ABSENT: Theresa Barreiro, Mark Davoust, Drew Frasz, John Hoscheit, Penny Wegman
Forest Preserve District Executive Committee Minutes November 1, 2019
G. Presentation and Approval of Change Order #4 for Engineering Services from Wills Burke Kelsey Engineering, LLC., for the Fox River Trail Raymond Street Re-route Project
Change Order #4 from Wills Burke Kelsey Engineering, LLC (WBK) to complete additional engineering services associated with the Fox River Trail Re-route project. WBK is submitting Change Order #4 for $60,000 to complete additional work related to Phase II engineering design requests from the UPRR and questions from Phase II engineering - Alfred Benesch & Company. This will increase the total Phase II engineering services cost to $309,232.56.
The District will receive an 80% reimbursement following the completion of the project. IDOT has completed the bid process and Phase II engineering, and construction of the project has begun. The District will be responsible for 20% of the project construction costs as it moves forward.
DISCUSSION: None.
RESULT: MOVED FORWARD BY VOICE VOTE [UNANIMOUS]
TO: FOREST PRESERVE DISTRICT COMMISSION 11/12/2019 9:00 AM
MOVER: Deborah Allan, Commissioner
SECONDER: Susan Starrett, Secretary
AYES: Deborah Allan, Michael Kenyon, Bill Lenert, John Martin, Susan Starrett
ABSENT: Theresa Barreiro, Mark Davoust, Drew Frasz, John Hoscheit, Penny Wegman
VII. New or Unfinished Business
A. FP-R-19-11-2761Resolution Authorizing the Delegate(s) to Vote on Matters Presented During the Illinois Association of Park Districts' (IAPD) Annual Business Meeting Held on January 25, 2020
RESULT: MOVED FORWARD BY VOICE VOTE [UNANIMOUS]
TO: FOREST PRESERVE DISTRICT COMMISSION 11/12/2019 9:00 AM
MOVER: Susan Starrett, Secretary
SECONDER: Bill Lenert, Commissioner
AYES: Deborah Allan, Michael Kenyon, Bill Lenert, John Martin, Susan Starrett
ABSENT: Theresa Barreiro, Mark Davoust, Drew Frasz, John Hoscheit, Penny Wegman
B. Presentation and Approval of the Forest Preserve District's 2020 Committees Schedule
RESULT: MOVED FORWARD BY VOICE VOTE [UNANIMOUS]
TO: FOREST PRESERVE DISTRICT COMMISSION 11/12/2019 9:00 AM
MOVER: Susan Starrett, Secretary
SECONDER: Deborah Allan, Commissioner
AYES: Deborah Allan, Michael Kenyon, Bill Lenert, John Martin, Susan Starrett
ABSENT: Theresa Barreiro, Mark Davoust, Drew Frasz, John Hoscheit, Penny Wegman
C. Presentation and Approval of the Forest Preserve District's Holiday Schedule for 2020
RESULT: MOVED FORWARD BY VOICE VOTE [UNANIMOUS]
TO: FOREST PRESERVE DISTRICT COMMISSION 11/12/2019 9:00 AM
MOVER: Deborah Allan, Commissioner
SECONDER: Bill Lenert, Commissioner
AYES: Deborah Allan, Michael Kenyon, Bill Lenert, John Martin, Susan Starrett
ABSENT: Theresa Barreiro, Mark Davoust, Drew Frasz, John Hoscheit, Penny Wegman
VIII. Closed Session to Discuss Land Acquisition, Contracts, Litigation and Personnel Closed Session to Discuss Litigation. Entered into Closed Session at 9:15 AM
RESULT: ROLL CALL VOTE [UNANIMOUS]
MOVER: Bill Lenert, Commissioner
SECONDER: Susan Starrett, Secretary
AYES: Deborah Allan, Michael Kenyon, Bill Lenert, John Martin, Susan Starrett
ABSENT: Theresa Barreiro, Mark Davoust, Drew Frasz, John Hoscheit, Penny Wegman
Exited Closed Session10:08 AM
RESULT: VOICE VOTE [UNANIMOUS]
MOVER: Susan Starrett, Secretary
SECONDER: Bill Lenert, Commissioner
AYES: Deborah Allan, Michael Kenyon, Bill Lenert, John Martin, Susan Starrett
ABSENT: Theresa Barreiro, Mark Davoust, Drew Frasz, John Hoscheit, Penny Wegman
IX. Communications
The Holiday Recognition Event will be held at the Grand Victoria Riverboat in Elgin on Friday, December 6, 2019 it is a luncheon, please RSVP to Betsy or Tracey.
The Master Plan Commission Retreat will be on Monday, December 9, 2019, 8:30 AM at the Belding Lodge Brewster Creek Forest Preserve. A light breakfast will be served.
X. President's Comments None.
XI. Financial Reports
A. Revenue and Expense Report through September 2019
B. Cash Investment Report 2019 September
C. Bond Investment Analysis Report for September 2019
RESULT: PLACED ITEMS A-C ON FILE BY VOICE VOTE [UNANIMOUS]
MOVER: Susan Starrett, Secretary
SECONDER: Bill Lenert, Commissioner
AYES: Deborah Allan, Michael Kenyon, Bill Lenert, John Martin, Susan Starrett
ABSENT: Theresa Barreiro, Mark Davoust, Drew Frasz, John Hoscheit, Penny Wegman
XII. Adjournment
RESULT: ADJOURNED BY VOICE VOTE [UNANIMOUS]
MOVER: Susan Starrett, Secretary
SECONDER: Deborah Allan, Commissioner
AYES: Deborah Allan, Michael Kenyon, Bill Lenert, John Martin, Susan Starrett
ABSENT: Theresa Barreiro, Mark Davoust, Drew Frasz, John Hoscheit, Penny Wegman
President Michael Kenyon, Chairman Forest Preserve District Executive Committee Forest Preserve District of Kane County
Adjournment until: Friday, December 6, 2019 at 8:30 am
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