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Minutes of the Park Board Meeting - June 21, 2011

Minutes of the June 21, 2011 Meeting

ATTENDANCE AT MEETING

Board Members Present:      

President Mike Reid                                      

Vice President Susan Aberman

Commissioner Michael W. Alter

Commissioner Jerry B. Clarito

Commissioner Maureen Yanes

 

Others Present:                      

Director/Secretary Mark Schneiderman

Treasurer William G. Schmidt

Superintendent of Recreation Michelle Tuft

Superintendent of Parks and Facilities John Ohrlund

 

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

Mr. Ray Gilbert, 4421 Estes, Lincolnwood, Illinois addressed the Board. Mr. Gilbert is a member of the Still Acting Up Troupe.  Mr. Gilbert thanked the Board for their support of the Still Acting Up Troupe. Mr. Gilbert stated that the acting troupe purchased new speakers and sound equipment and wanted to donate the used speakers and sound system to the Oakton Center.  The Board thanked Mr. Gilbert for the donation of the speakers and sound equipment.

CONSENT AGENDA

With no items removed from the Consent Agenda, Commissioner Clarito moved to approve the Consent Agenda. Vice President Aberman seconded the motion.  On a roll call vote, all Commissioners voted aye.   Motion carried.  The Consent Agenda consisted of: Minutes from the Regular Board Meeting of May 17, 2011, the Minutes of the Annual Meeting of May 17, 2011; Minutes of the Special Meeting of May 25, 2011, Bills Payable for the month of June 2011; Treasurer’s Report; and Staff Reports.

ADOPTION OF ORDINANCE #11-010 PROVIDING FOR THE SUPPLEMENTAL ABATEMENT OF CERTAIN TAXES LEVIED FOR THE PAYMENT OF THE PRINCIPAL AND INTEREST ON GENERAL OBLIGATION PARK BONDS, SERIES 1994-B (CAPITAL APPRECIATION BONDS) AND GENERAL OBLIGATION REFUNDING BONDS SERIES 2004A OF THE SKOKIE PARK DISTRICT

Superintendent Schmidt reminded the Board that in May an abatement ordinance was approved.  The dollar amount to abate was not correct and supplemental ordinance #11-010 requests a supplemental amount of $56,875.00.  This must be done for the balance of the bond and interest costs to be removed from the Park District tax levy. Superintendent Schmidt will file the ordinance before the end of the month.

Commissioner Yanes moved to approve Ordinance #11-010 to authorize the supplemental abatement of certain taxes levied for the payment of the principal and interest on the above mentioned General Obligation Bonds. The amount is $56,875.00 Commissioner Alter seconded the motion.  On a roll call vote, all Commissioners voted aye. Motion carried.

TALKING FARM AGREEMENT

Executive Director Schneiderman asked for the representatives of the Talking Farm to be introduced.  Director Schneiderman reported that in February the Board approved the use of the TLC property for the Talking Farm operations subject to the approval of a final use agreement.  The Phase 1 agreement was drafted by staff and reviewed by the attorneys for use of the site.  One of the Talking Farm representatives presented the site plan for the Talking Farm and their vision of the site in five years. Commissioner Yanes moved to approve the use agreement between the Park District and the Talking Farm. Commissioner Alter seconded the motion. On a roll call vote, all Commissioners voted aye. Motion carried.

APPROVAL OF THE PREVAILING WAGE ORDINANCE #11-009

Executive Director Schneiderman reported that state law requires that local governmental agencies approve an ordinance setting the prevailing wages for construction projects annually in the month of June. 

Vice President Aberman moved to approve Ordinance #11-009 setting the prevailing wage rate. Commissioner Clarito seconded the motion.  On a roll call vote, all Commissioners voted aye. Motion carried.

APPROVAL OF BID FOR PARKING LOT REPAIRS FOR DEVONSHIRE AND LARAMIE PARKS

Superintendent Ohrlund reported that eight bids were received for the asphalt repairs for the parking lot repairs at Devonshire and Laramie Parks.  The projects were budgeted for a total of $60,000.00. The low bidder, Arrow Road Construction, can complete the Devonshire Park parking lot for $29,310.00 and Laramie Park parking lot for $13,820 for a total of $43,130.00.  Both parks have significant damage and until the project begins it is not known to what extent the excavation will need to be done.  Staff is requesting to proceed with the repairs with the ability to provide additional repairs up to the budgeted amount of the total cost of the projects.    

Commissioner Yanes moved to approve the low bid of Arrow Road Construction for parking lot repairs for $43,130.00 and a total not to exceed the cost of $60,000.00 for the additional repairs if necessary.  Commissioner Alter seconded the motion. On a roll call vote, all Commissioners voted aye. Motion carried.

APPROVAL OF BID TO PURCHASE SPIN BIKES FOR FITNESS FIRST!

Superintendent Tuft reported that two bids were received for the spin bikes.  The bid included four options.  The alternates were for purchasing the bikes, leasing the bikes, extended warranty on parts and labor for four years and a trade-in value for the current spin bikes.

Staff is recommending purchasing the Schwinn spin bikes from Direct Fitness including the extended warranty and the trade-in value for 17 of the current spin bikes. The total cost of $31,743.85.  The low bidder did not bid on the Schwinn model.  Staff would like to continue to use the Schwinn spin bikes and therefore is recommending accepting the bid of Direct Fitness. 

President Reid inquired as to when the new bikes would be acquired. Superintendent Tuft responded as soon as possible, likely next month.

Vice President Aberman moved to award the bid to Direct Fitness for the purchase of 23 Schwinn spin bikes in the amount of $31,743.85.  Commissioner Clarito seconded the motion. On a roll call vote, all Commissioners voted aye. Motion carried.

APPROVAL OF BID FOR MAINTENANCE CONTRACT AT FITNESS FIRST!

Superintendent Tuft stated that four bids were received for the maintenance contract at Fitness First!  The low bidder, Total Fitness, has not proved satisfactory in providing the service and response time for the current contract. Staff is recommending Fitness Connection for the maintenance contract.  The maintenance contract is for the monthly scheduled upkeep and cleaning of the equipment, a 48 hour response to any broken equipment and a bi-annual overhaul of all strength and cardio equipment excluding spin bikes.

Commissioner Yanes moved to award the bid to Fitness Connection for the maintenance contact at Fitness First in the amount of $12,000.00 per year.  Commissioner Alter seconded the motion. On a roll call vote, all Commissioners voted aye. Motion carried.

APPROVAL OF SKATIUM CHANGE ORDERS #1 AND #2

Superintendent Ohrlund requested approval of Change Orders #1 and #2.  Change Order #1 relates to the modifications for the parking lot that were approved last month.  The final correct amount of the change order to the contract is for $434,931.00.  Change Order #2 relates to electrical revisions and the moving of a sanitary sewer line.  The electrical cost is $1,543.00 and the sewer line cost is $4,264.00.

Commissioner Clarito moved to approve Change Order #1 for parking lot improvements for $434,931.00.  Vice President Aberman seconded the motion. On a roll call vote, all Commissioners voted aye. Motion carried.

Commissioner Clarito moved to approve Change Order #2 for electrical and sewer modifications for $5,807.00.  Vice President Aberman seconded the motion. On a roll call vote, all Commissioners voted aye. Motion carried.

APPROVAL OF CHANGE ORDER FOR SKATIUM CAFÉ EQUIPMENT

Superintendent Ohrlund explained that during the planning stages of the Skatium project the café equipment was removed from the bid documents as part of “value engineering”.  It was the anticipation that the equipment would be part of the concessionaire’s costs.  After discussing and reviewing information on the café equipment, it was determined that it would be necessary for the Park District to provide the café equipment. 

To determine the type of equipment and cost, staff consulted with the concessionaire and consultants. The original cost was $42,604.00. It was discovered that the consultant had included sales tax in the cost in the change order and after deducting $5,500 for sales tax the amount of $38,000.00 was determined.

Vice Aberman moved to approve the Change Order #3 for the Skatium project for café equipment for an amount not to exceed $38,000.00.  Commissioner Clarito seconded the motion.  On a roll call vote, all Commissioners voted aye. Motion carried. 

APPROVAL OF FOOD SERVICE AGREEMENT FOR THE SKATIUM

Superintendent Ohrlund reported that an agreement with Rent-a-Chef for providing food service for the Skatium is being reviewed by the attorneys. Superintendent Ohrlund stated that there were some minor issues. The contract is for four years with an initial fee of $6,231.24 per year.  The Park District will own the majority of equipment and has some influence on the food selection. 

Commissioner Yanes moved to approve a food service agreement for the Skatium with Rent-a-Chef for a four year period subject to final attorney review.  Commissioner Yanes seconded the motion. On a roll call vote, all Commissioners voted aye. Motion carried.

APPROVAL OF SIGN BID PACKAGE FOR THE SKATIUM PROJECT

Superintendent Ohrlund requested approval of the sign bid for interior signs for the Skatium.  Three proposals were received.  Sign-A-Rama was the low bidder.  Commissioner Yanes inquired about the types of signs. Superintendent Ohrlund responded explaining the different types of interior door and facility signage.

Commissioner Yanes moved to approve the bid for interior signage for the Skatuim project to Sign-A-Rama for $5,740.92.  Vice President Aberman seconded the motion. On a roll call vote, all Commissioners voted aye. Motion carried.

AUTHORIZATION TO BID PURCHASE OF RENTAL SKATES

Superintendent Ohrlund requested authorization to bid the purchase of new rental skates.  The existing skates are very old and in poor condition.  $30,000.00 has been budgeted for replacement of the rental skates.  The old skates will be traded or donated.  Commissioner Aberman suggested donating the old skates to Emily Oaks. Executive Director Schneiderman stated that most of the skates are not in usable condition.

Commissioner Clarito moved to authorize staff to bid out the replacement of rental skates for the Skatium.  Commissioner Yanes seconded the motion. On a roll call vote, all Commissioners voted aye. Motion carried.

AUTHORIZATION TO BID PROTECTIVE NETTING FOR WEBER PARK GOLF COURSE

Superintendent Ohrlund reported that as one of the changes in the Skatium project was the reconstruction of the main parking lot at the Weber Center.  With the reconfiguration of parking spaces, parking spaces will be closer to the Weber Park Golf Course.  There is the potential that golf balls may find their way to the cars in the parking lot so it is requested that safety netting along the left side of hole #1 be installed.

Commissioner Yanes moved to authorize staff to bid out the protective netting for Weber Park Golf Course.  Commissioner Clarito seconded the motion. On a roll call vote, all Commissioners voted aye. Motion carried.

APPROVAL TO PURCHASE REPLACEMENT TRACTOR & 3 PICKUP TRUCKS

Superintendent Ohrlund reported that a tractor and three pickup trucks are scheduled for replacement this year.  The vehicles are available through the state, municipal and county association group bids.  This allows the Park District to utilize their bidding programs. 

The vehicles are:

Tractor #53 which is budgeted at $45,000.00. A 2011 John Deere Model 5065 4x4 utility tractor with enclosed cab is available from Buck Brothers, Inc. of Wauconda for $44,905.04 with a 48 month/2000 hour warranty.

  1. Crew Cab Pickup #32 is budgeted at $39,000.00. A 2012 Ford F-250 4x4 crew cab pickup with a propane kit is available from Currie Motors of Frankfort for $24,968.00.  With additional equipment the final cost is $29,437.00.
  2. Crew Cab Pickup #20 is budgeted at $34,000.00.  A 2012 Ford F-250 crew cab pickup with propane prep kit is available for Currie Motors of Frankfort for $24,673.00.  With additional equipment the final cost is $28,673.00.
  3. Vehicle #15- a 1998 Ford F-150 pickup will be replaced by a 2012 Ford Fusion hybrid available from Morrow Brothers for $25,630.00. 

The total cost for the four vehicles is $128,645.04 for a savings of $16,355.00.

Commissioner Alter moved to purchase a 2011 John Deer Model 5065 4x4 utility tractor with enclosed cab and extended warranty from Buck Brothers, Inc. of Wauconda in the amount of $44,905.44.  Commissioner Clarito seconded the motion. On a roll call vote, all Commissioners voted aye. Motion carried.

Commissioner Yanes moved to purchase a 2012 Ford F-250 4x4 crew cab pickup from Currie Motors of Frankfort for $24,968.00.  Commissioner Alter seconded the motion. On a roll call vote, all Commissioners voted aye. Motion carried.

Vice President Aberman moved to purchase a 2012 Ford F-250 4x4 crew cab pickup from Currie Motors of Frankfort for $24,673.00.  Commissioner Yanes seconded the motion. On a roll call vote, all Commissioners voted aye. Motion carried.

Commissioner Clarito moved to purchase a 2012 Ford Fusion hybrid from Morrow Brothers for $25,630.00.  Vice President Aberman seconded the motion. On a roll call vote, all Commissioners voted aye. Motion carried.      

SKOKIE SPORTS PARK LEASE AGREEMENT

Executive Director Schneiderman stated that at this time negotiations and attorney review are ongoing and there is no lease amendment to present at this time. 

PRESIDENT’S REPORT

At this time President Reid confirmed the date of the July Board meeting with the other Commissioners. The next regular meeting of the Board of Park Commissioners will be held on Tuesday, July 19, 2011 at 7:00p.m.   

The date for the public hearings for Emerson Park and Emily Oaks Nature Center playgrounds was set for Tuesday, July 12, 2011 at 7pm at Emily Oaks Nature Center.

At this time President Reid announced that Executive Director Schneiderman will be retiring in June 2012 and that the Board of Park Commissioners unanimously selected John Ohrlund as the new Executive Director of the Skokie Park District.  

COMMISSIONERS COMMENTS

Commissioner Yanes inquired about the status of the discussions with the Northlight Theatre.  Executive Director Schneiderman stated that staff met with representatives of the theatre to discuss ways to improve programming for the Skokie residents.  There is some overlapping in programming. The Northlight Theatre staff has offered their instructors for some classes and workshops which will be very beneficial.

Commissioner Clarito complimented staff on the success of the Festival of Cultures event. Commissioner Clarito said the expertise of the committee members makes the event look effortless.

Commissioner Yanes said that the opening ceremony at the Festival of Cultures event is very moving. 

Executive Director Schneiderman reminded the Commissioners of two upcoming events.  On Wednesday, June 29th, the Skokie Voice Organization will hold a forum on housing issues in Skokie at the Oakton Community Center at 7pm.  On Thursday, June 30th State Representative Lou Lange will hold a Niles Township Democratic Meeting at Devonshire Center at 7:30p.m.   

President Reid mentioned the Skokie Chamber Movie Night on Wednesday on Village Green.

Executive Director Schneiderman informed the Park Commissioners that a new Director of Information Technology was hired. He is working with staff to create the paperless board reports for the Commissioners and download the report to an IPAD.

President Reid commented on the increase in camp enrollment and class registration. He said it was fantastic.

EXECUTIVE SESSION

A motion was made by Vice President Aberman to adjourn to Executive Session for the purpose of reviewing Executive Session Minutes.  Commissioner Yanes seconded the motion. On a roll call vote, all Commissioners voted aye. Motion carried.

The regular meeting re-convened at 8:10 p.m. 

APPROVAL OF ORDINANCE #11-011

Vice President Aberman moved to approve Ordinance #11-011 authorizing the destruction of verbatim records.  Commissioner Alter seconded the motion.  On a roll call vote, all Commissioners voted aye.  Motion carried.

APPROVAL OF ORDINANCE #11-012

Commissioner Clarito moved to approve Ordinance #11-012 authorizing the employment of John Ohrlund as Executive Director.  Vice President Aberman seconded the motion.   On a roll call vote, all Commissioners voted aye. Motion carried.

ADJOURNMENT

A motion was made by Commissioner Alter to adjourn the regular meeting.  Commissioner Yanes seconded the motion.  On a roll call vote, all Commissioners voted aye.   Motion carried. The regular meeting ended at 8:15p.m.

________________________________                 _______________________________

Michael Reid                                                                Mark Schneiderman

President                                                                       Secretary