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Minutes of the Park Board of Commissioners Meeting of February 18, 2014

ATTENDANCE AT MEETING

Board Members Present:    

President Mike Reid

Vice President Susan Aberman

Commissioner Michael W. Alter                                                      

Commissioner Maureen Yanes

Others Present:                                

Director/Secretary John V. Ohrlund

Treasurer William G. Schmidt

Superintendent of Parks Michael Rea

Superintendent of Recreation and Facilities Michelle Tuft

Assistant Superintendent of Recreation Jon Marquardt

Executive Administrative Assistant Ann Perez

Absent:                                             

Commissioner Jerry B. Clarito        

 

CALL TO ORDER

President Reid called the regular meeting of the Board of Park Commissioners to order at 7:00 p.m., followed by the recitation of the Pledge of Allegiance.

COMMENTS FROM CITIZENS

There were no citizen comments.

CONSENT AGENDA APPROVAL

With no items removed from the Consent Agenda, Commissioner Alter moved to approve the Consent Agenda.  Commissioner Yanes seconded the motion.  On a roll call vote, all Commissioners voted aye. Commissioner Clarito was absent. Motion carried.  The Consent Agenda consisted of:  Minutes of the Regular Board Meeting of January 21, 2014; Bills Payable for the months of January 2014/February 2014, Treasurer’s Report; and Staff Reports.

AUTHORIZATION TO JOIN JOINT PURCHASING ORGANIZATION

Superintendent Rea requested approval to join the Cooperative Purchase Program, National Joint Powers Alliance.   Superintendent Rea explained that this organization uses vendors throughout the United States.  By approving this agreement the Park District can purchase equipment through different cooperative purchase programs.

Commissioner Alter inquired if we were required to purchase equipment through this organization. Superintendent Rea responded no, staff can use other vendors, but the Park District may get the best price through this program. Commissioner Yanes inquired if we look at other vendors outside of the joint purchasing organization. Superintendent Rea responded yes.

Commissioner Alter moved to join the National Joint Powers Alliance purchase cooperative.  Commissioner Alter seconded the motion. Commissioner Clarito was absent.  Motion carried.

APPROVAL OF PURCHASE OF REPLACEMENT SPIN BIKES

Superintendent Tuft reported that the spin bikes were aging. Seven of the bikes were broken and repairable at a cost that would not be advisable since the spin bikes are scheduled to be replaced in the next fiscal year.  The funds are available in the capital fund.

The new spin bikes are from Free Motion and are very similar to the Schwinn bikes.  Computer technology can be added to the bikes at a future date.

The Park District received a trade-in value of $120.00 per bike from the vendor.

Superintendent Tuft recommended replacing the bikes at this time due to the number of spin bikes that are not operable.

Commissioner Yanes inquired if patrons were satisfied with the new location of the spin room. Superintendent Tuft responded yes, the spin room was updated with new stereo equipment, fan and mirrors.  The classes are full.

Commissioner Yanes moved to authorize the purchase of 23 spin bikes from Direct Fitness Solutions in the amount of $34,615.00.  Commissioner Alter seconded the motion. On a roll call vote, all Commissioners voted aye.  Commissioner Clarito was absent. Motion carried.

APPROVAL OF BID FOR OAKTON COMMUNITY CENTER FLOORING REPLACEMENT

Assistant Superintendent Marquardt requested approval of the bid for the Oakton Community Center floor replacement.  5 bids were received for the flooring.  The base bid was for vinyl composite tile which is the same product that is currently on the floor.  There were four alternates to the base bid.  The alternates were for luxury vinyl tile.  Luxury vinyl tile is more durable, easier to maintain and is available in many different colors and designs.

Staff is recommending the first alternate for the installation of 12” Armstrong Natural Creations Earthcuts luxury vinyl tile.  The low bidder, TMCM Construction met all of the bid requirements and received excellent references. Alternates 2, 3 and 4 were described.

Commissioner Yanes asked if the luxury vinyl tile is more durable. Assistant Superintendent Marquardt responded that it is a thicker tile with a polyurethane coating and is more durable.  It has the look of ceramic tile.

Assistant Superintendent Marquardt stated that $20,000.00 was budgeted for this project.  The cost of the alternate being recommended is $31,217.00.

Vice President Aberman inquired about the funding of this project since it was over budget. Superintendent Tuft responded that funds are available in the capital budget for the additional costs  due to savings in other projects.

Commissioner Alter moved to award the bid to TMCM Construction for the Oakton Community Center tile replacement in the amount of $31,217.00.  Vice President Aberman seconded the motion. On a roll call vote, all Commissioners voted aye.  Commissioner Clarito was absent. Motion carried.

APPROVAL OF SKOKIE PARK TENNIS CENTER CHANGE ORDER #4

Superintendent Rea requested approval of the Skokie Park Tennis Center Change Order #4.  This is a deductive change order due to the contractor’s failure to complete the final walk through punch list items.  An independent company identified the surface blemishes and provided an estimated value for the repairs.  The contractor agreed to a $1,000 value for this deductive change order.  With this deduction the cost for the project is $220,069.31. The project is $94,930.60 under budget.

Vice President Aberman moved to approve Change Order #4 for the Skokie Park Tennis Center project for a deduction of $1,000.00. Commissioner Alter seconded the motion. On a roll call vote, all Commissioners voted aye. Commissioner Clarito was absent. Motion carried.

PRESIDENT’S REPORT

President Reid discussed the date for the March Board Meeting. The next Regular Meeting of the Board of Park Commissioners will be held on Tuesday, March 18, 2014 at 7:00 p.m. at Weber Leisure Center.  The tentative date for the April Board Meeting is Thursday, April 24th at 7:00 p.m.

President Reid reminded the Board of the two Finance Committee Meetings which will be held on Thursday, March 6th and Tuesday, March 11th at 6:30 p.m. in the Weber Leisure Center Board Room.

COMMISSIONER COMMENTS

Commissioner Alter inquired if there was a policy for the use of electronic cigarettes in the buildings. He has seen patrons smoking electronic cigarettes in the Skatium bleachers.  There was some discussion. Executive Director Ohrlund said staff will research electronic cigarettes and consider a policy change when reviewing other policies this year.

Commissioner Yanes inquired about the dates for the Legislative Conference in Springfield.  Executive Director Ohrlund stated that the date is April 29-30.

Commissioner Yanes spoke about a community wellness workshop that she and Jennie Bever, Fitness First Manager, attended at the IPRA Conference.  Commissioner Yanes stated that the different agencies in Oak Park work together in a collaborative effort to promote wellness in the community.  Commission Yanes said the speaker offered to make a presentation to the Park District if there was an interest.  Discussion took place.

Superintendent Tuft said after looking at the program it appears the program is primarily school driven.    Superintendent Tuft said she could speak with some school district superintendents to determine if there is any interest in this type of community program.

The Park District provides many recreation, fitness and wellness activities. Superintendent Tuft met recently with the Marketing Department and discussed ways to further promote fitness and wellness activities.

Executive Director Ohrlund said staff will make some contacts with the different local agencies to gauge interest.

Commissioner Yanes, President Reid and Director Ohrlund met with two of the Village Trustees to discuss the Walk around the Village program. There was interest in the program. The target date is spring of 2015.

Vice President Aberman suggested asking Steve Adams, Tressler, LLP, the Park District Attorney to attend a future board meeting to present information on board member liability and the open meetings act.

Vice President Aberman said there was some information she gathered at conference that she wanted to share with staff on communicating the value of parks and recreation.  Vice President Aberman suggested getting different sponsors interested in the Skokie Sports Park East development.  She said the new site will bring more people to the Skokie area where they will be eating and shopping. Executive Director Ohrlund said sponsorship opportunities and naming rights have been and will continue to be discussed. He said that Superintendent Tuft is leading a team to discuss the development of the Skokie Sports Park East.  The first planning meeting was held yesterday.

President Reid informed the Board of some new events planned for Friday evenings in downtown Skokie beginning in June.  This is an effort to bring more business into the downtown area.  The event is called First Friday.  The Park District will host a family overnight campout on September 5th at Lorel Park. There will be a movie and the Independent Merchants of Downtown Skokie will offer a pancake breakfast.

Vice President Aberman said the event may be restrictive to the Orthodox community.  President Reid said he would relay her suggestion and concerns at the next meeting of the First Friday committee.

Executive Director Ohrlund distributed the IAPD membership cards to the board members.

Executive Director Ohrlund said there was a meeting yesterday with the Hitchcock Design Group to kick off the comprehensive planning.  The Hitchcock Design Group toured the Weber Leisure Center facility.  They will be gathering information and collecting input from the community and the Board. Updates will be made at future Board meetings.

Executive Director Ohrlund informed the Board that as part of the concealed carry gun law the Park District is required to post signs that concealed weapons are not allowed in public facilities.  The Safety Committee Meeting will be discussing this issue tomorrow at their meeting.

Commissioner Yanes asked if signs needed to be posted at every entrance. Superintendent Rea responded yes.

Executive Director stated that staff will be reviewing policies and procedures as part of the Distinguished Agency Accreditation process.

Commissioner Yanes mentioned some Fitness First concerns that were expressed to her by some patrons. Superintendent Tuft responded to the concerns.

Vice President Aberman congratulated the Tot Learning Staff on their achievement of receiving a new five year term of NAEYC Accreditation.

ADJOURNMENT

Commissioner Alter moved to adjourn the regular meeting. Commissioner Yanes seconded the motion.  On a roll call vote, all Commissioners voted aye. Commissioner Clarito was absent.   Motion carried.  The regular meeting ended at 8:13 p.m.

 

__________________________________                            __________________________________

Michael Reid                                                                           John V. Ohrlund

President                                                                                 Secretary