District Business

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Board Minutes from May 17, 2011

ATTENDANCE AT MEETING

Board Members Present:
President Mike Reid
Commissioner Susan Aberman
Commissioner Michael W. Alter
Vice President Jerry B. Clarito
Commissioner Maureen Yanes

Others Present:                     
Director/Secretary Mark Schneiderman
Treasurer William G. Schmidt
Superintendent of Parks and Facilities John Ohrlund
Superintendent of Recreation Michelle Tuft                                       

CALL TO ORDER
President Reid called the regular meeting of the Board of Park Commissioners to order at 6:02 p.m., followed by the recitation of the Pledge of Allegiance.  Commissioner Aberman was absent.

COMMENTS FROM CITIZENS
There were no citizen comments.

CONSENT AGENDA
With no items removed from the Consent Agenda, Vice President Clarito moved to approve the Consent Agenda. Commissioner Alter seconded the motion.  On a roll call vote, all Commissioners voted aye. Motion carried.  The Consent Agenda consisted of: Minutes of April 21, 2011; Bills Payable for the month of May 2011; Treasurer’s Report; and Staff Reports.   Commissioner Aberman arrived at the meeting at 6:04p.m.

2011 SERIES C REFUNDING BOND SALES RESULTS 
Superintendent Schmidt reported that the 2011 Series C Refunding Bonds took place on April 28, 2011. The only bidder was Chase Bank. The Chase Bank bid met all of the requirements of the ordinance. The rate was .09795%.  No motion is required, informational purposes only.

ADOPTION OF ORDINANCE #11-006 AUTHORIZING THE ISSUANCE OF $3,485,000

GENERAL OBLIGATION REFUNDING BONDS SERIES 2011B OF THE SKOKIE PARK DISTRICT
John Miller from Ehlers and Associates reported on the details of the bond sale that took place this morning for the $3,485,000 General Obligation Refunding Bonds, Series 2011B. This is the annual refunding bond issue to pay the principal and interest payments that are due on Series 1994-B Capital Appreciation bonds. Five bids were received. The low bidder was Bernardi Securities, Inc. 

Mr. Miller discussed the sale in detail.  The true rate for the bonds is 1.0250%.  This was a very good result.  The Aa2 Moody’s rating for the Park District was affirmed prior to the sale. 

Vice President Clarito moved to approve Ordinance #11-006 to authorize the issuance of $3,485,000 of General Refunding Bonds Series 2011B.  Commissioner Alter seconded the motion.  On a roll call vote, all Commissioners voted aye. Motion carried. 

ADOPTION OF ABATEMENT ORDINANCE #11-007
Superintendent Schmidt stated that now that the Board has approved the two refunding issues of Series B and Series C, an abatement ordinance needs to be approved  in order for these bonds and interest cost to be removed from the Park District tax levy.

Commissioner Yanes moved to approve Ordinance #11-007 to authorize the abatement of certain taxes levied for the payment of the principal and interest on the above mentioned General Obligation Bonds.

Commissioner Alter seconded the motion. On a roll call vote, all Commissioners voted aye. Motion carried. 

APPROVAL OF THE 2011 FIRST REFUNDING ECROW DEPOSIT AGREEMENT
Superintendent Schmidt reported that the 2011 first refunding escrow deposit agreement is necessary and goes along with the refunding bond Series 2011B ordinance.  This agreement allows for the proceeds of the refunding bond issue Series 2011B to be invested in government obligations so that the maturing principal of and the interest earned can be applied together with other funds held to be sufficient to pay each installment of the Debt Service payments as they become due and payable.

Commissioner Aberman moved to approve the 2011 Frist Refunding Escrow Deposit Agreement to authorize the District to escrow $3,485,000 of debt service payments into a special and irrevocable escrow fund per the attached agreement.  Vice President Clarito seconded the motion. On a roll call vote, all Commissioners voted aye. Motion carried. 

ADOPTION OF SUPPLEMENTAL ORDINANCE #11-008 PROVIDING THE ISSUANCE OF GENERAL OBLIGATION BONDS (ALTERNATE REVENUE SOURCE) SERIES 2011D OF THE SKOKIE PARK DISTRICT

Superintendent Schmidt asked Mr. John Miller of Ehlers and Associates to report on the bond sale. 

Mr. Miller reported that there was not as good a result with this bond sale today. He stated that this is a different type of bond issue. He explained that Capital Appreciation Bonds do not pay any interest until its maturity.  Mr. Miller said that long bond issue interest rates are “fuzzy” at this time. Underwriters are not certain where the interest rates should be. 

Two bids were received.  One bid did not meet all of the requirements.  The other bid was not satisfactory because of the high interest rate causing the amount of money available to be too little.  Mr. Miller stated that the market is not receptive for this type of bond at this time.

Mr. Miller offered a suggestion to the Board. He stated that it might be better for the Park District to work with the bidders that bid today and have a negotiated sale with one of them.  In a negotiated sale, the Park District would select an underwriter, come to an agreement on the terms of the bonds, and an ordinance would then be drafted and brought to the Board for approval. 

Commissioner Aberman inquired as to why this happened today.  Mr. Miller stated that the long term market is “murky” where the rates should be.  The State of Illinois’s financial distress has caused some disadvantage for Illinois bonds.  Capital Appreciation Bonds rates, because of their nature, are generally higher. These interest rates are harder to predict.  Commissioner Aberman inquired if other agencies are experiencing these issues.  Mr. Miller responded yes.

Commissioner Aberman moved to reject the bids from the May 17, 2011 sale of general obligation bonds 2011D series. Vice President Clarito seconded the motion. On a roll call vote, all Commissioners voted aye. Motion carried. 

Vice President Clarito moved to authorize Ehlers and Associates to negotiate with either BMO or Raymond James as the underwriter to achieve the Park District’s capital appreciation bond objectives of 2011 and bring the terms of the negotiations to the Board for approval. Commissioner Yanes seconded the motion. On a roll call vote, all Commissioners voted aye. Motion carried. 

APPROVAL OF BID PACKAGE 2 FOR THE SKATIUM PROJECT
Jerry Aulisio presented the three scope packages that were included in Bid Package 2 for the Skatium Project.  The millwork and carpentry bids were rebid as no bids were received in the first bid. 

The millwork bid did not receive any bid in the second bidding process.  Proposals were requested from four contractors. Meilahn is the lowest proposal.  The budgeted amount was $61,565.00. The difference of $19, 965.00 will be taken from the construction contingencies.

Two bids were received for the carpentry bid.  M& E construction was the low bidder.  The budgeted amount was $105,500.00.  M & E Construction’s bid $128,925.00.  The difference will be taken from the construction contingencies. 

The third piece of the bidding package was the parking lot. A deductive alternate was taken to not construct the north parking lot.  The net parking lot spaces gain is 45 spaces.  The parking lot will be resurfaced and provide easier access to the entrance doors. 

Asphalt work had to be bid.  The low bidder is Glander Paving at $157,900.00.

The concrete bid was received from a subcontractor and can be done as a change order. An electrical proposal from Genesis Electric for $44,345.00 was received.  Excavation, landscaping and traffic/safety management proposals were received.  The parking lot construction total will be $460,771.00. 

$80,000.00 will be taken from the owner’s contingencies. 

Vice President Clarito moved to approve the bid of Glander Paving for Bid Packet # 2 for $157,900.00.

Commissioner Aberman seconded the motion. On a roll call vote, all Commissioners voted aye. Motion carried. 

Commissioner Aberman moved to approve a change order for parking lot improvements to Bulley and Andrews for $302,821.00. Vice President Clarito seconded the motion. On a roll call vote, all Commissioners voted aye. Motion carried. 

APPROVAL OF FUNITURE BID PACKAGE FOR SKATIUM PROJECT
Superintendent Ohrlund reported that three bids were received for the furniture and fixtures for the Skatium project.  Hendricksen was the low bidder at $51,507.98.  The budgeted amount was $55,000.00. Staff has used Hendricksen on the recent Exploritorium renovation and was very pleased with their furniture and equipment. 

Commissioner Yanes inquired about the furniture quality and products.  Superintendent Ohrlund responded that all of the office equipment was similar and the same product. The furniture brand was National Furniture.

Commissioner Yanes moved to approve the bid for furniture and equipment for the Skatium project to Hendricksen for $51,507.98.  Commissioner Aberman seconded the motion. On a roll call vote, all Commissioners voted aye. Motion carried. 

APPROVAL OF EVAPORATIVE CONDENSER BID FOR SKATIUM PROJECT

Superintendent Ohrlund reported to the Board that five bids for a replacement evaporative condenser were opened on May 10, 2011.  The evaporative condenser is the large cooling tower and serves as the refrigeration system to cool the rink floors so ice can be made.  The low bidder was Dual Temp of Illinois. Superintendent Ohrlund stated that their references were high quality. 

Vice President Clarito inquired if there was a mistake in the bids because of the difference in pricing from the next bidder. Superintendent Ohrlund responded that all of the bids were checked and correct.

Commissioner Aberman moved to approve the bid of Dual Temp of Illinois for $45,278.82 for the replacement of the Skatium evaporative condenser.  Vice President Clarito seconded the motion. On a roll call vote, all Commissioners voted aye. Motion carried. 

APPROVAL OF FOOD CONCESSIONS PROPOSAL
Superintendent Ohrlund reported that only one proposal was received for the food concessions. Over 24 request for proposal packets were sent to various vendors.

Rent-a-Chef submitted the one proposal. The Rent-a-Chef owners toured the facility and were very interested in this new opportunity.  The Commissioners discussed some of the food that will be offered by the concession vendor.  Superintendent Ohrlund stated that negotiations will be conducted with Rent-a-Chef owners and a final agreement will be brought to the Board for approval.

Vice President Clarito inquired on the length and terms of the agreement.  Superintendent Ohrlund stated that length and terms of the agreement will be determined during negotiations with Rent-a-Chef.

President Reid and Commissioner Aberman commented that the proposal was quite impressive and provided some nice references.

Commissioner Aberman moved to authorize staff to work out an agreement with Rent-a-Chef for food concession service for the Skatium and return it to the Board for approval.  Vice President seconded the motion. On a roll call vote, all Commissioners voted aye. Motion carried. 

APPROVAL OF PROFESSIONAL SERVICES FOR EMILY OAKS NATURE CENTER AND EMERSON PARK PLAYGROUND RENOVATIONS
Superintendent Ohrlund requested approval to enter into an agreement with Brusseau Design Group for the Emerson Park and Emily Oaks Nature Center playground renovations.  The negotiated fee for these professional services for the projects is $13,975.00.  As Brusseau Design Group has designed playgrounds in the past staff is recommending them for these projects.

Commissioner Aberman stated that the wooden playground at Emily Oaks Nature Center attracts bees, the wood is deteriorating, and that the playground needs to be replaced.

Commissioner Yanes moved to approve the agreement with Brusseau Design Group for professional services for Emerson Park and Emily Oaks Nature Center playground renovations for $13,975.00 plus construction observation costs.   Commissioner Alter seconded the motion. On a roll call vote, all Commissioners voted aye. Motion carried. 

AUTHORIZATION TO BID PAINTING OF RANGE POLES AT SKOKIE SPORTS PARK
Superintendent Ohrlund requested authorization for painting of the range poles at the Skokie Sports Park.  $24,000.00 is budgeted for the painting of the range poles.  Superintendent Ohrlund stated that the paint is worn and chipped on the poles. With the warmer weather months ahead the work could be completed.

Commissioner Alter moved to authorize staff to bid the painting of the range poles at Skokie Sports Park.  Vice President Clarito seconded the motion. On a roll call vote, all Commissioners voted aye. Motion carried. 

AUTHORIZATION TO BID ROOF REPAIRS AT PARK SERVICES AND SKOKIE SPORTS PARK
Superintendent Ohrlund requested authorization to bid roof repairs at Park Services and Skokie Sports Park.   The repairs are budgeted at $55,000.00 for Park Services and $11,000.00 for Skokie Sports Park.  Staff would like authorization to bid the roof repairs and have the work completed before winter.

Commissioner Alter moved to authorize staff to prepare specifications and bid roofing repairs at Park Services and Skokie Sports Park.  Vice President Alter seconded the motion. On a roll call vote, all Commissioners voted aye. Motion carried. 

AUTHORIZATION TO BID FLOORING REPLACEMENT AT DEVONSHIRE CENTER
Superintendent Tuft requested authorization to bid flooring replacement for program rooms 1 & 2 and the five preschool/early childhood bathrooms at Devonshire Culture Center.  The current tile in the program rooms is over ten years old and is worn and severely damage.  The tile flooring in the preschool/early childhood bathrooms is a more absorbent material and is not desirable for the restroom flooring. A different type of flooring will be bid out.

Commissioner Yanes moved to authorize staff to prepare bid specifications for the flooring replacement at Devonshire Cultural Center for program rooms 1 and 2 and the five preschool/early childhood bathrooms.  Commissioner Alter seconded the motion. On a roll call vote, all Commissioners voted aye. Motion carried. 

AUTHORIZATION TO REJECT THE SPIN BIKE LEASE AND REBID THE LEASE OR PURCHASE OF SPIN BIKES FOR FITNESS FIRST!
Superintendent Tuft reported that staff encountered a problem with the recently approved bid for the spin bikes lease at Fitness First with Direct Fitness.  Staff is requesting to reject the bid and rebid the leasing or purchasing of spin bikes.  Direct Fitness submitted a bid that was not correct in the pricing and the bid could not be honored. 

Staff would like to rebid a new bid package including an option to lease and an option to buy. The bid would be for 23 new Schwinn AC Sport spin bikes with a “smart release” option.  The leasing option would be for a 4 year lease.   Both options will include a 4 year warranty and quarterly preventive maintenance package.

Superintendent Tuft reported that the manufacturer stated that Direct Fitness is a sole source provider, but Superintendent Tuft did receive some information from another vendor that may bid.

Commissioner Alter inquired if Direct Fitness bid again what would happen. Superintendent Tuft stated she would consider the bid.  Superintendent said that an honest mistake was made in the calculations submitted in the previous bid by an inexperienced individual that caused this request to reject and rebid the spin bikes lease/purchase.

Vice President Clarito moved to reject the bid from Direct Fitness for the lease of spin bikes in the amount of $$35,038.00 that was awarded at the April 21, 2011 board meeting.  Commissioner Alter seconded the motion. On a roll call vote, all Commissioners voted aye. Motion carried. 

Vice President Clarito moved to authorize staff to prepare bid specifications for the leasing or buying of spin bikes including an extended warranty and a maintenance package.  Commissioner Yanes seconded the motion.  On a roll call vote, all Commissioners voted aye. Motion carried. 

AUTHORIZATION TO BID MAINTENANCE CONTRACT FOR FITNESS FIRST!
Superintendent Tuft reported that staff is not satisfied with the current maintenance company for Fitness First!   The current company’s contract expired in September of 2011 and has been working on a month to month basis.  Staff would like authorization to bid out a maintenance contract for Fitness First!

Commissioner Yanes moved to prepare specifications and bid for the Maintenance Contract at Fitness First!  Commissioner Alter seconded the motion. On a roll call vote, all Commissioners voted aye. Motion carried. 

PRESIDENT’S REPORT
At this time President Reid confirmed the date of the June Board Meeting with the other Commissioners. The next regular meeting of the Board of Park Commissioners will be held on Tuesday, June 21, 2011 at 7:30p.m (amended to 7:00p.m.).

COMMISSIONERS COMMENTS
Commissioner Yanes inquired about more floor staff at Fitness First!  Commissioner Yanes stated that she had attended a customer service seminar. At the seminar more than two thirds of the attendees responded that they have staff on the floor performing customer service and assisting of customers. 

There was a discussion by the Commissioners and Superintendent Tuft and it was decided that staff would be reminded that their job duties include monitoring of patrons on the floor, straightening up equipment in the stretching area and miscellaneous pick up of towels and trash at Fitness First! 

Commissioner Yanes asked if we could promote our new Skatium concession at Fitness First!

Commissioner Aberman inquired about the status of the Northlight Theatre.   Executive Director Schneiderman had nothing to report at this time. 

ADJOURNMENT SINE DIE OF REGULAR MEETING
Vice President Clarito moved to adjourn the regular meeting.  Commissioner Aberman seconded the motion.  On a roll call vote, all Commissioners voted aye. Motion carried.  The regular meeting ended at

7:00p.m.

 

 

 

________________________________                 _______________________________

Michael Reid                                                                  Mark Schneiderman

President                                                                         Secretary