1 FOX VALLEY PARK DISTRICT BOARD OF COMMISSIONERS Serving the Fox Valley Park District Kane, DuPage, Kendall and Will Counties, Illinois OPEN SESSION MEETING AGENDA June 11, 2018 6:00 PM Prisco Community Center 150 W. Illinois Avenue, Aurora 1.0 CALL MEETING TO ORDER President Anderson 2.0 PLEDGE OF ALLEGIANCE AND MOMENT OF SILENCE President Anderson 3.0 ROLL CALL President Anderson 4.0 ADDENDA TO THE AGENDA President Anderson 5.0 CONSENT AGENDA President Anderson The following items require a Roll Call vote. 5.1 Approve the Open Session meeting minutes of May 14, 2018. 5.2 Approve payables for the period ending May 31, 2018 in the amount of $3,742,998.06. 5.3 Approve the statement of estimated revenues and expenses for period ending April 30, 2018. 5.4 Approve Department Directors and other reports. 5.5 Approve the capital projects permitting fees & charges, cost summaries, and project bid schedule reports. 5.6 Approve the request from the Village of Montgomery to operate the Montgomery Fest beer garden at Montgomery Park on August 10, 11 and 12, 2018. 5.7 Reject the bids for the Stuart Sports Complex north restroom/concession building renovation work. 5.8 Ratify the bid submitted by Artlow Systems, Inc. in the amount of $30,201.00 for the Prisco Community Center epoxy flooring work. 5.9 Approval to allow staff to enter into a lease agreement with TCF Equipment Financing for the lease to own purchase of two (2) ride-on Smithco sand rakes in the total not-to-exceed of amount of $45,000.00 over the lease term. 6.0 PRESENTATIONS AND SPECIAL RECOGNITION President Anderson 6.1
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FOX VALLEY PARK DISTRICT BOARD OF COMMISSIONERS OPEN … · 2019-06-01 · 3 13.0 RETURN TO OPEN SESSION President Anderson 13.1 President’s Comments. 14.0 ADJOURNMENT President
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FOX VALLEY PARK DISTRICT BOARD OF COMMISSIONERS Serving the Fox Valley Park District
Kane, DuPage, Kendall and Will Counties, Illinois OPEN SESSION MEETING AGENDA
June 11, 2018 6:00 PM Prisco Community Center
150 W. Illinois Avenue, Aurora
1.0 CALL MEETING TO ORDER President Anderson
2.0 PLEDGE OF ALLEGIANCE AND MOMENT OF SILENCE President Anderson
3.0 ROLL CALL President Anderson
4.0 ADDENDA TO THE AGENDA President Anderson
5.0 CONSENT AGENDA President Anderson
The following items require a Roll Call vote.
5.1 Approve the Open Session meeting minutes of May 14, 2018.
5.2 Approve payables for the period ending May 31, 2018 in the amount of $3,742,998.06.
5.3 Approve the statement of estimated revenues and expenses for period ending April 30, 2018.
5.4 Approve Department Directors and other reports.
5.5 Approve the capital projects permitting fees & charges, cost summaries, and project bid schedule reports.
5.6 Approve the request from the Village of Montgomery to operate the Montgomery Fest beer garden at Montgomery Park on August 10, 11 and 12, 2018.
5.7 Reject the bids for the Stuart Sports Complex north restroom/concession building renovation work.
5.8 Ratify the bid submitted by Artlow Systems, Inc. in the amount of $30,201.00 for the Prisco Community Center epoxy flooring work.
5.9 Approval to allow staff to enter into a lease agreement with TCF Equipment Financing for the lease to own purchase of two (2) ride-on Smithco sand rakes in the total not-to-exceed of amount of $45,000.00 over the lease term.
6.0 PRESENTATIONS AND SPECIAL RECOGNITION President Anderson 6.1
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7.0 PUBLIC COMMENT - For matters not on the agenda. President Anderson (Limited to one-3 minute comment per person; maximum 15 minutes).
8.0 ATTORNEY BUSINESS Attorney Hodge 8.1
9.0 EXECUTIVE DIRECTOR BUSINESS Director Pilmer
9.1 Executive Director’s Report
10.0 CONTINUED BUSINESS
11.0 NEW BUSINESS
11.1 Approve the appointment of Jim Pilmer to the Fox Valley Special Recreation
Association Board of Directors, and Dan Leahy as alternate for its fiscal year 2018-2019. Director Pilmer
11.2 Ratify emergency purchase expenses for Splash Country Water Park repairs. John Kramer
11.3 Approve Ordinance Number 18-484 annexing the 25-acre property located west of State Route 59 and south of 75th Street in Aurora into the Fox Valley Park District. Jeff Palmquist
11.4 Approve the display of up to four sculptures at Blackhawk Park in 2018 as recommended by the Art Advisory Committee subject to the execution of the “Agreement for the Installation of Public Art at Blackhawk Park.” Jeff Palmquist
11.5 Approve the base bid in the amount of $215,000 and Alternate 1 in the amount of $8,400 submitted by Wilkinson Excavating, Inc. for the construction of the 0.84-acre park on Palace Street, plus the additional acceptance of Alternate 2 in amount of $10,500, Alternate 3 in the amount of $16,500 and Alternate 4 in the
amount of $7,138 subject to grant funding availability. Jeff Palmquist
11.6 Approve the purchase of playground parts and apparatus from Gametime, Inc. in the amount not to exceed $136,000, and from BCI Burke, LLC in the amount not to exceed $107,000. Jeff Palmquist
12.0 CLOSED SESSION President Anderson
12.1 Approval to convene into closed session of the Fox Valley Park District Board of Commissioners to consider one or more of the following subjects under the Open Meetings Act: Appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the District or its legal counsel; collective negotiation matters between the District and its employees or representatives or deliberations regarding salary schedules for one or more classes of employees; the purchase or lease of real estate or whether to acquire real estate, or the setting of a price for sale or lease of property of the District; pending, probable or imminent litigation (for which a specific finding shall be stated and recorded in the minutes); review of the minutes of lawfully closed sessions.
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13.0 RETURN TO OPEN SESSION President Anderson 13.1 President’s Comments.
14.0 ADJOURNMENT President Anderson
The Fox Valley Park District is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding the accessibility of the meeting or the facilities, are required to contact ADA Coordinator, Mr. Michael Pieroni at (630-897-0516) promptly to allow the District to make reasonable accommodations.
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FOX VALLEY PARK DISTRICT BOARD OF COMMISSIONERS Serving the Fox Valley Park District
Kane, DuPage, Kendall and Will Counties, Illinois OPEN SESSION MEETING MINUTES
May 14, 2018 6:00 PM Prisco Community Center
150 W. Illinois Avenue, Aurora 1.0 CALL MEETING TO ORDER
President Anderson called the meeting to order at 6:00PM.
2.0 PLEDGE OF ALLEGIANCE AND MOMENT OF SILENCE President Anderson led in the recitation of the pledge of allegiance.
3.0 ROLL CALL President Anderson directed the Board Secretary to take attendance by roll call. The following members of the Fox Valley Park District Board of Commissioners were present: Jerry Butler, Matt Hicks, Jr., Cynthia Penne, and President Chuck Anderson. Mary Anne Cummings and Holly Scholz attended by telephone. Excused absent: Theodia Gillespie. Holly Scholz left the meeting at approximately 6:43PM due to telephone connectivity.
4.0 ADDENDA TO THE AGENDA None presented.
5.0 CONSENT AGENDA Matt Hicks, Jr., motioned to approve the Consent Agenda, seconded by Cynthia Penne. Roll call voting Aye: Jerry Butler, Mary Anne Cummings, Matt Hicks, Jr., Cynthia Penne, Holly Scholz, and President Chuck Anderson. Voting Nay: none. The motion carried and the Consent Agenda was approved. 5.1 Approve the Open Session meeting minutes of April 9, 2018. 5.2 Approve payables for the period ending April 30, 2018 in the amount of $2,100,928.01. 5.3 Approve the statement of estimated revenues and expenses for period ending March 31, 2018. 5.4 Approve Department Directors and other reports. 5.5 Approve the capital projects permitting fees & charges, cost summaries, and project bid schedule
reports. 5.6 Approve the change in date for the August Board of Commissioners meeting from August 13, 2018
to August 6, 2018. 5.7 Approve a not-to-exceed amount of $59,000.00 for web hosting and GIS data assistance to Baxter &
Woodman Consulting Engineers for 2018. 5.8 Approve staff to enter into a contract for the additional access control devices and additional
communications devices with Miner Electronics Corp. for a not-to-exceed amount of $12,773.00. 5.9 Approve the bid submitted by George’s Landscaping, Inc. in the amount of $20,500.00 for the
construction of the Blackberry Farm Farmer’s Junction shade structures. 5.10 Approve the Memorandum of Understanding between the Illinois Math and Science Academy and
the Fox Valley Park District for the Park District use of one IMSA ball field.
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6.0 PRESENTATIONS AND SPECIAL RECOGNITION 6.1 Aquatics Presentation
Jaime Ijams introduced and highlighted the achievements of three swimmers from the Fox Valley Park District Riptides Swim Team; Leah Hayes, Benjamin Murphy, Skylar Ruggles. She also congratulated Swim Coach Nancy Hooper on a successful inaugural season as well as Indoor Aquatics Manager, Erik Enslen.
7.0 PUBLIC COMMENT - For matters not on the agenda. None presented.
8.0 ATTORNEY BUSINESS None presented.
9.0 EXECUTIVE DIRECTOR BUSINESS 9.1 Executive Director’s Report
Director Pilmer reported on the following: • The Finance Department completed the Popular Annual Financial Report (PAFR), which is a
condensed version of the CAFR, written in layman’s terms. The PAFR will be made available to the public and will be submitted to the GFOA.
• The Aquatics Administrative Board meeting was held on April 24, at which it was reported that season pass sales have far exceeded revenue compared to the same time in previous years. The FVPD and COA are working together on a joint study that will be reported on in June.
• IAPD Legislative Conference-Director Palmquist and Commissioner Cummings attended in Chicago on April 24 and 25 where they met with the District’s grant coordinator at the IDNR, met with legislators at the Legislator reception and dinner, and attended IAPD workshops.
• ITEP/IDOT Overview-Director Palmquist informed the Board that the District was recently awarded a $610,000 grant to be used for trail connectivity and paving on the Prairie Path. This was a very competitive process and the District is pleased with the award.
• New Operations and Recreation employees were introduced by Director Kramer and Director Ijams.
• The annual Board Workshop to review the five-year plan will be held on July 30, 2018 at OVGC restaurant. There will be a budget presentation for the Commissioners in September/October.
• Marketing has created a handout of summer concerts and events.
10.0 CONTINUED BUSINESS 10.1 Approval of the 3-year stepped shelter increase and portable stage increase as presented.
John Kramer and Diana Erickson recommended approval of the 3-year stepped rental rate increase for the District shelters and portable stage. Jerry Butler motioned, Matt Hicks, Jr., seconded. Roll call voting Aye: Jerry Butler, Mary Anne Cummings, Matt Hicks, Jr., Cynthia Penne, Holly Scholz, and President Chuck Anderson. Voting Nay: none, and the increase in rental rates were approved.
11.0 NEW BUSINESS 11.1 Approval of revised Ethics Ordinance #18-482 (Formerly #05-373).
Diana Erickson recommended approval of the revised ethics ordinance. Cynthia Penne motioned, Jerry Butler seconded. Roll call voting Aye: Jerry Butler, Mary Anne Cummings, Matt Hicks, Jr., Cynthia Penne, and President Chuck Anderson. Voting Nay: none, and the Ethics Ordinance was approved.
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11.2 Approval of Resolution #18-002 for designation of IMRF Authorized Agent. Diana Erickson recommended approval of the resolution to designate the IMRF authorized agent. Cynthia Penne motioned, Matt Hicks, Jr. seconded. Roll call voting Aye: Jerry Butler, Mary Anne Cummings, Matt Hicks, Jr., Cynthia Penne, Holly Scholz, and President Chuck Anderson. Voting Nay: none and the resolution was approved.
11.3 Approval of proposed Membership Rates and Sales Structure. Jaime Ijams recommended approval of the proposed membership rates and sales structure. Jerry Butler motioned, Matt Hicks, Jr. seconded. Roll call voting Aye: Jerry Butler, Mary Anne Cummings, Matt Hicks, Jr., Cynthia Penne, and President Chuck Anderson. Voting Nay: none and the membership rates and sales structure was approved.
11.4 Approval of a contract increase to Terrapin Aquatics in the amount of $9,672 to manage floating rooted weeds at Waubonsie Lake. John Kramer asked for direction regarding the level of service the District will provide for District-wide lake management. After discussion regarding the cost to provide increased lake management services, specifically to control weeds and natural water-based plants for the purpose of aesthetics, it was determined that the options for weed management would be reexamined, testing will be conducted and the results will be presented to the public for future decision making. Jerry Butler motioned to reject the contract increase, seconded by Cynthia Penne. Roll call voting Aye: Jerry Butler, Mary Anne Cummings, Matt Hicks, Jr., Cynthia Penne, and President Chuck Anderson. Voting Nay: none and the contract increase was rejected.
11.5 Approval of Ordinance Number 18-483 annexing the 102.29-acre property located between State Route 25 and Banbury Road in North Aurora into the Fox Valley Park District. Jeff Palmquist recommended approval of the ordinance to annex the North Aurora property. Cynthia Penne motioned, Matt Hicks, Jr. seconded. Roll call voting Aye: Jerry Butler, Mary Anne Cummings, Matt Hicks, Jr., Cynthia Penne, and President Chuck Anderson. Voting Nay: none and the ordinance was approved.
11.6 Approval of the Fox Valley Park District Public Art Policy. Jeff Palmquist recommended approval of the Public Art Policy. Cynthia Penne motioned, Matt Hicks, Jr. seconded. Roll call voting Aye: Jerry Butler, Mary Anne Cummings, Matt Hicks, Jr., Cynthia Penne, and President Chuck Anderson. Voting Nay: none and the policy was approved.
Items 11.7 and 11.8 were bundled together for voting purposes. 11.7 Approval of the bid submitted by Pandecon, Inc. in the amount not to exceed $272,000 for the
construction of the Blackberry Farm event pavilion.
11.8 Approval of the bid submitted by R.C. Wegman in the amount not to exceed $243,000 for the construction of the Cole Center storage building. Jeff Palmquist recommended approval of the bids from Pandecon, Inc. and R.C. Wegman. Cynthia Penne motioned, Matt Hicks, Jr. seconded. Roll call voting Aye: Jerry Butler, Mary Anne Cummings, Matt Hicks, Jr., Cynthia Penne, and President Chuck Anderson. Voting Nay: none and the bids were approved.
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12.0 CLOSED SESSION The Board of Commissioners of the Fox Valley Park District did not convene into closed session.
13.0 RETURN TO OPEN SESSION 13.1 Approval of Closed Session Minutes from April 9, 2018.
Matt Hicks, Jr. motioned to approve the closed session minutes, seconded by Jerry Butler. Roll call voting Aye: Jerry Butler, Mary Anne Cummings, Matt Hicks, Jr., Cynthia Penne, and President Chuck Anderson. Voting Nay: none and the minutes were approved.
13.2 Approval of the Resolution to Release Closed Session Minutes and Destroy Audio Recordings of Closed Session Minutes. Attorney Hodge recommended approval of the resolution to release eligible closed session minutes and destroy eligible audio recordings of closed sessions. Cynthia Penne motioned to approve the resolution, Jerry Butler seconded. Roll call voting Aye: Jerry Butler, Mary Anne Cummings, Matt Hicks, Jr., Cynthia Penne, and President Chuck Anderson. Voting Nay: none and the resolution was approved.
13.3 President’s Comments. President Anderson commended Margaret Gazdacka for a job well done with Fearn Elementary School students. He also encouraged everyone to participate in the Canoe Race on June 3, and wished everyone a good night.
14.0 ADJOURNMENT Matt Hicks, Jr. motioned to adjourn the meeting, Cynthia Penne seconded. Voice voting Aye: Jerry Butler, Mary Anne Cummings, Matt Hicks, Jr., Cynthia Penne, and President Chuck Anderson. Voice voting Nay: none and the meeting was adjourned at 7:30PM.
Respectfully submitted by: Kim Nooncaster Board Secretary
The Fox Valley Park District is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding the accessibility of the meeting or the facilities, are required to contact ADA Coordinator, Mr. Michael Pieroni at (630-897-0516) promptly to allow the District to make reasonable accommodations.
20600003 54270 70.44G/L: Invoice # PLUMBING PARTS INV4504023
Total invoices ZORO TOOLS, INC 700.81
TOTAL INVOICES $3,742,998.06
Page 59 of 59Fox Valley Park District - List of Bills - As of May 31, 2018
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Fox Valley Park District Financial Statement Summary Narrative
April 2018
Fund 100 - Corporate Fund Revenue activity for April in the Corporate Fund include a year-to-date amount of $237,817 in Corporate Replacement Taxes which is 34% less than last year at this time, $36,693 in Investment Income which is favorable from last year by 41%, and $77,894 in intergovernmental revenue for TIF (Tax Increment Financing) rebates, primarily from the City of Aurora. Expenditures for the month of April include $12,291 for radio service and equipment, $85,185 for mower rentals, $10,390 for Oakhurst building repairs, $46,690 for natural area maintenance, $15,218 for tree removal and transplantation, $25,675 for software costs related to the Cartegraph system, $11,328 for gasoline, $11,037 for park and playground supplies, $5,856 for equipment parts and supplies, and $8,605 for land improvements. Fund 101 - Liability Fund For the month of April, no significant activity was recorded. Fund 105 - Orchard Valley Golf Course Since 2010, the Billy Casper Golf Management Company (BCG) took over the management of the Orchard Valley Golf Course and Restaurant. We will not be recording their monthly financial information on our financial system, except for the capital improvements and licenses agreement fees received and accrued along with other revenues as outlined in the agreement. For the month of April, no significant activity was recorded. Fund 107 – Aquatics This fund accounts for the outdoor pool activity which is a 50/50 debt share with the City of Aurora which will end after 2018. The pools are closed until the end of May. There will be minimal activity in this fund with the exception of startup expenditures. One such expenditure for Splash Country is the replacement of concession tables at Splash Country for $22,580. Fund 109 – Fox Bend Golf Course Proceeds For the month of April, no significant activity was recorded. Fund 200 - Recreation Fund This fund includes all revenues and expenditures for the three facilities of Vaughan, Prisco and Eola in addition to Stuart Sports Complex, and including administration areas such as Marketing,
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Parks and Administration. The Recreation Fund is partially supported by Property Tax receipts and partially dependent on user fees. Year-to-date revenues for facility room rental are unfavorable by 15.6%; however, soccer and athletic field rental are favorable by 12%, investment income is favorable by 26%, fees and memberships are favorable by 2.5% over last year at this time, and program revenues are increased 13.3%. The year-to-date advertising revenue which is primarily from Pepsi and Northwestern Medicine, is favorable by 192.5% at $28,250. Larger expenditures for the month of April include $52,288 for two months of electric at the VAC, $9,385 for one month at Eola and $7,214 for one month at Prisco, $8,459 for natural gas at VAC, $11,244 for two months of custodial at Prisco, $21,760 for two months at Eola and $28,182 for two months at the VAC, $15,067 for boiler replacement at Eola, $13,196 for building repairs at the VAC, $10,800 in postage, $15,994 in credit card fees, $17,200 for grass seed at Stuart Sports Complex, $12,708 for fitness equipment at the VAC, and $265,659 for the Prisco renovation project. Fund 201 - Museum Fund This fund includes both Red Oak Nature Center and Blackberry Farm. Blackberry Farm is closed until May 1st and Red Oak Nature Center is open all year around. For the month of April, this fund received $9,090 for the 5K run at Blackberry Farm which is favorable from last year by 49.3%. Significant expenditures for this fund are $18,493 in maintenance and repairs at Blackberry Farm, $7,950 for landscape supplies, $10,835 for gift shop merchandise, and $5,900 for engineering for the Red Oak Nature Center roof project. Fund 202 - Police and Security Fund For the month of April, no significant activity was recorded. Fund 205 - Fox Valley Special Recreation No significant revenues or expenditures were recorded for the month of April. Fund 206 - Illinois Municipal Retirement Fund For the month of April, expenses included for payroll of $55,095 which is to cover all IMRF expenses. Fund 207 - Social Security Fund For the month of April, expenses included for payroll of $52,213 which is to cover all FICA expenses.
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Fund 208 - Audit Fund No significant revenues or expenditures were recorded for the month of April. Fund 301 - Land Cash Fund No significant revenues or expenditures were recorded for the month of April. Fund 303 – Capital Development Fund This fund has been created to use for capital equipment, capital needs in facilities and other capital development projects. Revenues for the month include $6,791 in Investment Income. Expenses for April include $9,803 for computer replacements, $27,476 for the Copley I project, $9,648 for Palace Park, and $124,532 for Park Department equipment. Fund 307 – 2017 Bond Fund This fund tracks the bond proceeds from the 2017 General Obligation Bond issue and the associated capital projects for this issuance. No significant revenues or expenditures were recorded for the month of April. Fund 308 – 2015A Bond Fund This fund tracks the bond proceeds from the 2015 General Obligation Bond issue and the associated capital projects this issuance funds. Expenses for this fund include $6,780 for WI-FI upgrades, $29,996 for the sound system upgrade at Prisco, and $448,771 for the Prisco renovation project. Fund 400 - Debt Service Fund No significant revenues were recorded for the month of April. Expenditures for the month include $200,000 for the City of Aurora principal payment related to the outdoor aquatics. Funds 600 - Employee Benefit Fund The Employee Benefit Fund is the fund where all activity for the District’s partially self-funded health plan is recorded for active employees. The ending fund balance for March 2018 activity is $354,239. Funds 601 – Other Post Employment Benefit Fund (OPEB) The OPEB Fund is the fund where all activity for the District’s partially self-funded health plan is recorded for retirees. The fund balance ending for March 2018 activity is $409,647.
as of April 30, 2018 Schedule of Cash and Investments
Cash Money Market Certificate ofDeposit Agencies Municipal
TO: Jim Pilmer, Executive Director FROM: Diana Erickson, Senior Director of Finance and Administration DATE: June 11, 2018 RE: Purchases between $10,000 and $20,000 + cumulative The following items between $10,000 and $20,000 were purchased utilizing the board purchasing policy approved (board approved bids, agreements and utilities are not included): Description Vendor Amount Electric/Plumbing Artlip & Sons $ 18,137 Consultants Pavement Plan Baxter & Woodman, Inc. $ 14,911 Gasoline Feece Oil Co. $ 17,188 Tree Removal J.P.C. Tree Care LLC $ 12,385 Blue Lights Eola/VAC Kapital Electric Inc. $ 20,827 Landscape Supplies & Services Siteone Landscape Supply $ 15,622
TOTAL 0 49655:50 1 207868:39 Footnotes: The monthly hours provided are totals hours before time card corrections. Reported Injuries with Days Away or Restricted Time;
• No injuries to report Reported injuries with no day’s away or lost time;
• Employee was chopping wood at Blackberry farm and a piece of wood hit employee in face; Clinic • Employee was handling an opossum at Red Oak Nature Center and it bit employee on the arm; Clinic • Employee was off-site assisting students at a dance dress rehearsal and fell from the stage, injuring hand and hip; Clinic • Employee was moving tables at Eola and one slid off the moving cart, striking employee in the leg/shin; No treatment • Employee was walking at Blackberry Farm and tripped down the Adventure Playground stairs, causing a twisted ankle; Clinic • Employee was walking a pony at Blackberry Farm when the pony stepped on the employee’s foot; No treatment
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TO: Jim Pilmer, Executive Director FROM: Jaime Ijams, Director of Recreation DATE: June 11, 2018 RE: Recreation Board Report for May 2018
Updated membership and attendance figures, listed by facility, representing activity through May are provided below. Fitness Membership Analysis – May 2017 to 2018 May 2017 Vaughan Eola Prisco
Members 5,756 1,960 135 Revenue $154,841 $51,683 $1,300
May 2018 Members 5,966 1,934 184
Revenue $158,030 $51,922 $860 Monthly Scan Reports: February – May Location updates
Vaughan Athletic Center – Monthly Scan Report
Membership Visits February 2018 March 2018 April 2018 May 2018
Fitness 27,698 30,837 28,157 25,063
Indoor Aquatics 2,137 2,820 1,678 1,638
Tennis 915 925 993 448
Childcare 983 1,104 976 883
Open Gym 1,448 1,712 1,554 1,268
*Childcare count includes punch pass scans and membership scans
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Eola Community Center – Monthly Scan Report
Membership Visits February 2018 March 2018 April 2018 May 2018
Fitness 11,755 12,395 11,655 10,251
Open Gym 1,193 1,113 1,069 954
Prisco Community Center – Monthly Scan Report
Membership Scans February 2018 March 2018 April 2018 May 2018
Off-site Red Oak School Programs (including Mighty Acorns)
1,143
Family Programming at Red Oak & Lippold (including birthday parties and scout programs)
50
Creative Play & Nature Play Preschool Current School Year Preschool Registration for the
upcoming preschool year Preschool Location 2016/17 2017/18 2017/18 2018/19
Eola 208 226 133 164 Prisco 35 37 15 26 Red Oak 35 26 26 12 Blackberry Farm 0 36 31 44 Total 278 325 205 246 Preschool registration begins in January for the following school year. Preschool registration is up 20% from last year as of June 5th.
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Blackberry Farm Season Passes
Season Pass Type 2017 YTD 2018 YTD
Family 1,547 1,789
Individual 531 551
Total 2,078 2,340
Outdoor Aquatics Season Passes - # of members
Season Pass Type 2017 YTD 2018 YTD
Outdoor Aquatics - Children Under 2 14 49
Outdoor Aquatics - Child Pass (Ages 2-12) 476 628
Outdoor Aquatics - Standard Pass (Ages 13 to 61) 518 690
Splash Pass for Vaughan Members (Ages 13 to 61) 3 11
Outdoor Aquatics - Family of Four or more 1,237 1,624
Total 2,330 3,094
Stuart & Outdoor Athletic Rentals - May 2017 to May 2018
Diamonds # of Games 2018 # of Games 2017 2017 Revenue 2018 Revenue
Stuart 385 363 $18,015 $18,865
Other 466 517 $12,915 $14,920
Fields # of Games 2018 # of Games 2017 2017 Revenue 2018 Revenue
Stuart 547 687 $33,966 $34,111
Rios 0 30 $775 $0
Other 11 27 $675 $275
Totals 1,409 1,624 $66,346 $68,171
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TO: Jim Pilmer, Executive Director FROM: Jeff Palmquist, Senior Director of Planning, Research and Grants DATE: June 11, 2018 RE: Capital Projects Cost Summaries and Project Bid Schedule Report
BACKGROUND: The June 2018 Pending and Completed Significant Capital Projects Cost Summary Report and the Upcoming Project Bid or RFP Schedule are attached. The projects listed represent construction activity of a noteworthy size and scope, or that may that trigger involved permitting processes and permit related costs. The Pending and Completed Cost Summary is now listing projects that are scheduled for completion in 2018. These projects include the Blackberry Farm event pavilion, the Cole Center rear outbuilding and the Palace Street park. The reduction of projects on the Upcoming Project Bid or RFP Schedule reflect the shift in project progress from the development of plans and bidding to the administration of the construction processes for 2018 capital projects. REVIEW BY OTHERS: Director of Operations, Senior Park Planner, Landscape Architect. FINANCIAL IMPACT: The impact of permit related costs significantly impacts the project implementation schedule and the overall project construction cost.
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PENDING AND COMPLETED SIGNIFICANT CAPITAL PROJECTS COST SUMMARY
Project Approved
Project Budget
Construction Bid Awards
Changes to Construction
Contracts Fees & Permit
Costs Other Costs Total Final
Project Cost
Austin Park restroom renovation
$250,000
$219,980
Village of Montgomery plumbing inspection fee $300
Copley 1 Park ball field lighting Copley 1 Park site improvements Copley 1 Park restroom renovation
$375,000 in FY 2018
$159,802 (for ball field lighting only) $351,220 $88,800
$4,553.96 for extra fill for ADA path $360 Add for exterior wood painting. $66 Add for ADA vertical grab bar in restroom interior.
$2,425.40 City of Aurora building permit fee $1,152 COA building permit fee
$496.48 bidding legal notice. $4,119.93 for landscaping per Grant reqts. $4,644.04 for infield imprvts. Per Grant reqts. $1,322.10 for trail re-routing signs. $3,916 for signage installation.
$162,227.40 (cost only for ball field lighting and permit fee)
Prisco Community Center renovation and expansion
$3.4 million
$3,270,323 R.C. Wegman guaranteed maximum price (pending Board of Commissioners approval).
$1,500 City of Aurora engineering review/inspection fee. $1,339 Kane-DuPage Soil and Water Conservation permit fee.
$16,881.33 ATT service replacement and design engineering fee. $5,500 to Engineering Enterprises, Inc. for civil engineering. $4,484.50 for phase 1 and 2 environmental report. $8,130 to Frank Marshall Electric for interior phone line re-routing. $168,313 CCA architectural fee
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Blackberry Farm event pavilion
$280,000
$1,300 electrical design. $2,200 topo survey. $3,500 structural engineering fee. $2,717.78 cost of Menard’s signed, sealed construction drawings.
Cole Center outbuilding
$180,000 budget allocation in FY 2018
$1,200 electrical design. $3,100 structural engineering fee. $1,460.56 cost of Menard’s signed, sealed construction drawings.
Palace Street park development
Prorated amount of $550,000 budget line item to be determined.
$839 Kane-DuPage Soil and Water Conservation permit fee. $265.11 legal notice.
Engineering consultant fee not-to-exceed $20,000.
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June 11, 2018 5.5
UPCOMING PROJECT BID OR REQUEST FOR PROPOSAL (RFP) SCHEDULE
Project Anticipated Bid/RFP
Release Date Anticipated Bid/Project
Award Date
Palace Street Park
May 11
June 11
Red Oak Nature Center
Kiosk and signage
July 2
(bid quotes solicited as cost to be under $20,000)
July 16
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TO: Jim Pilmer, Executive Director FROM: Jeff Palmquist, Senior Director of Planning, Research and Grants DATE: June 11, 2018 RE: Montgomery Fest Beer Garden Staging at Montgomery Park Montgomery Fest is the Village of Montgomery’s annual three-day summer festival, typically held over the second weekend of August. A focal point of many Montgomery Fest activities is the Fox Valley Park District’s Montgomery Park, located along the west side of the river in downtown Montgomery. The Village and the Park District coordinate each year to support Montgomery Fest activities at the Park. Last year, the Village received formal approval from the Park District to locate the Montgomery Fest beer garden on Montgomery Park. In previous years, the amusement rides/carnival and the beer garden had been located on River Street. Following the success of last year’s beer garden and Montgomery Fest layout, the Village is again requesting Park District approval to locate the beer garden on Montgomery Park. Because alcohol is otherwise not permitted at this Park site, Board of Commissioners approval of this request is again required to allow for the operation of the beer garden at Montgomery Park. The Village’s operational plans for the beer garden remain the same as last year:
- Size: a beer trailer, approximately 4’ x 12’ is to be used, plus a tent of roughly 10’ x 20’ is set up for shade.
- Hours of Operation: Friday, August 10 from 5:00 to 10:00 pm, Saturday, from 12:00 to 10:00 pm and Sunday, from 12:00 to 9:00 pm.
- Security: Fencing is to be used to restrict the beer garden area. A separate station is to be established where ID’s are to be checked and wristbands distributed. Village Police officers are to be stationed at the tent whenever it is open. Members of the Montgomery Foundation serve the beer. All are basset trained.
I recommend to the Board of Commissioners to approve the request from the Village of Montgomery to operate the Montgomery Fest beer garden on Montgomery Park on August 10, 11 and 12, 2018.
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TO: Jim Pilmer, Executive Director FROM: Jeff Palmquist, Senior Director of Planning, Research and Grants DATE: June 11, 2018 RE: Stuart Sports Complex North Restroom/Concession Building Renovation Bids The District’s 2018 annual budget allocates $350,000.00 for restroom improvements at the Stuart Sports Complex. Specifically, the scope of the work was to include the renovation of the aging north permanent restroom/concession structure and the construction of up to two prefabricated vaulted permanent single toilet structures. The restroom/concession building renovation plan provided for new restroom interior work, the elimination of the existing concession area and serving window, the addition of a family restroom, and more storage. Staff had worked with architectural consultants Kluber and Associates on the building renovation plan over the winter, and bid the project in the spring. The results of the bid opening, provided on the attached bid tabulation, indicate that R.C. Wegman submitted the low bid in the amount of $248,000.00. However, as District staff continues to evaluate capital priorities, maintenance and repair needs, as well as the operations at the Stuart Sports Complex, staff is recommending that the Stuart north restroom/concession renovation work be re-evaluated as part of the 2019 budget process. In order to properly complete the administration of the bidding process, the Board of Commissioners must formally reject the two outstanding bids. I recommend to the Board of Commissioners to reject the bids for the Stuart Sports Complex north restroom/concession building renovation work.
BID TABULATION FORM
Bidders Name Bidders Location Adnd. 1 Bid Bond Base Bid
R.C. Wegman Construciton Co. Aurora, IL x x $248,000.00
Edwin Anderson Construction Company Schiller Park, IL x x $259,000.00
Date: 5-8-18, 10:00am
Project: Stuart Sports Complex-North Restroom Remodel
Attendees: Greg, Jorie, Kim
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TO: Jim Pilmer, Executive Director FROM: Jeff Palmquist, Senior Director of Planning, Research and Grants DATE: June 11, 2018 RE: Prisco Community Center Polished Concrete and Epoxy Flooring Bids At the March 12, 2018 meeting of the Fox Valley Park District Board of Commissioners, the Board ratified the low bids from numerous separate contractors who were to perform as subcontractors to R.C. Wegman, the District’s construction manager for the expansion and renovation of the Prisco Community Center. The bid results for one of the items of work- polished concrete and epoxy flooring-is attached for reference. This flooring work was to consist of establishing a polished concrete flooring finish for a portion of the new fitness area as well as the placement epoxy flooring comparable to the existing flooring in the new and disturbed hallways. However, prior to starting, the low bidder withdrew based upon their own bid miscalculations. Further, as part of the comprehensive value engineering process, a more appropriate fitness flooring option, to be placed by a separate fitness flooring contractor, was identified in lieu of polished concrete for the fitness area. This eliminated polished concrete from epoxy flooring scope of work. Therefore, R.C. Wegman followed up with the second low bidder, Artlow Systems, Inc. to establish a value engineered bid price of $30,201.00 for the installation of the epoxy flooring. I recommend to the Board of Commissioners to ratify the bid submitted by Artlow Systems, Inc. in the amount of $30,201.00 for the Prisco Community Center epoxy flooring work.
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BID TABULATION FORM
Polished Concrete and Epoxy Flooring
Bidders Name Bidders Location Base Bid
CCI Flooring, Inc. Crest Hill $42,900.00
Artlow Systems, Inc. Carol Stream $58,557.00
Menconi Terrazzo Bensenville $98,875.00
Date: January 18, 2018 3:30pm
Prisco Community Center Renovation and Expansion
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TO: Jim Pilmer, Executive Director FROM: John Kramer, Director of Operations DATE: June 11, 2018 RE: Ride-on Sand Rake Lease The District maintains over 50 sand play areas and volleyball courts Districtwide. Staff is requesting authorization to lease two dedicated ride-on powered sand rakes to maintain these areas at a higher standard for guest satisfaction. The purchase price of the two units from Burris Equipment Company is $38,299.38. Staff secured municipal pricing from Burris Equipment using the GSA Cooperative Purchasing Agreement and has contacted TCF Equipment Financing for a lease to own equipment purchase for the two units
I recommend to the Board of Commissioners, to authorize staff to enter into a lease agreement with TCF Equipment Financing for a lease to own purchase agreement for two (2) ride-on Smithco sand rakes in the total not-to-exceed of amount of $45,000.00 over the lease term.
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Execu ve Director Jim Pilmer a ended or par cipated in the following events during May 2018:
Execu ve Director Jim Pilmer met with Mr. Ricky Rodgers, Execu ve Director of the African American Men of Unity for a discussion of community programs of mutual interest.
Execu ve Director Jim Pilmer met with Ms. Lillian Perry for a planning discussion of summer ac vi es she is organizing at Wilbert Walters Park.
Execu ve Director Jim Pilmer met with Mayor Richard Irvin and Alderman Robert O’Connor for a discussion about community aqua cs.
Execu ve Director Jim Pilmer and Director Ijams met with the mother of a dance program par cipant for a discussion about the dance program and dance troupe.
Execu ve Director Jim Pilmer, President Anderson, Commissioner Butler and several staff met with the Vaughan Advisory Commi ee.
FVPD par cipated in the opening of the Aurora Sports Fes val. Director Leahy represented the District with President Anderson and Commissioner Hicks.
Execu ve Director Jim Pilmer a ended the Fox Valley Special Recrea on budget planning board mee ng.
Execu ve Director Jim Pilmer with President Anderson a ended the merger event of Emmanuel House and Joseph Corpora on.
Execu ve Director Jim Pilmer, President Anderson and Commissioner Hicks presented at the bi-monthly 5th ward neighborhood mee ng as a guest of Alderman Carl Franco.
Execu ve Director Jim Pilmer a ended the bi-monthly Communi es in School Board mee ng.
Execu ve Director Jim Pilmer and Director Ijams met with Tim Rater and Shannon Cameron of the Paramount Arts Center to discuss future collabora on.
Execu ve Director Jim Pilmer a ended the Fox Valley Special Recrea on Associa on Board Mee ng.
Execu ve Director Jim Pilmer and Commissioner Gillespie along with several staff a ended the Kiwanis God and Fellow Man Award Dinner in honor of re red Trustee Dennis Wiggins.
Execu ve Director Jim Pilmer, Commissioner Gillespie and Commissioner Cummings a ended the East Aurora School District Board Mee ng to meet the newly appointed Superintendent, Dr. Jennifer Norrell.
Execu ve Director Jim Pilmer met with Take Back our Community (TBOC) leader Avis Miller.
Execu ve Director Jim Pilmer with President Anderson and Director Palmquist met with Mayor Irvin and city staff for establishing a meline and plan for a study of community aqua cs to be presented at the next Aqua cs Administra ve Board Mee ng.
EXECUTIVE DIRECTOR’S REPORT June 2018
DATES TO REMEMBER June 19-Aquatics Administrative Board Meeting June 25-Golf For Kids July 3-Cole Center closes at 3:00pm in observance of Independence Day July 4-Cole Center closed-Independence Day July 16-FVPD Board of Commissioners Meeting
Executive Director’s Report contains highlights of activities and events since the previous board meeting and previews of upcoming events.
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TO: Jim Pilmer, Executive Director FROM: John Kramer, Director of Operations DATE: June 11, 2018 RE: Ratification of Emergency Purchase at Splash Country Water Park On May 19th, 2018 after successfully starting up Splash Country Water Park, the main pool at that facility was experiencing an unknown water loss during normal operations. After analysis it was determined the facility was losing ~8000/gallons of water per day. At this loss rate the facility was not able to maintain levels in the surge pit (chemical feed / recirculating vessel). The inability to maintain filtration (circulation of the pool through gutters at elevation around the perimeter of the pool) would prevent the District to operate the pool by State requirements. Staff coordinated with two contractors to complete emergency repairs to support the successful repair of the infrastructure to stop the water loss. The anticipated repairs were further defined after the pool was drained and supply lines were isolated and pressure tested. RJ O’Neil Mechanical Contractor was selected to general contract the emergency repairs, this was predicated on their experience with the facility, and their relationship with IDPH (Illinois Dept. of Public Health, which is the State regulatory agency) as a certificated contractor for aquatic facilities. RJ O’Neil was responsible for the leak identification, repairs, concrete saw cutting and the electrical ground grid replacement in the repair area. Don Bohr and Son’s was contracted to make the concrete repairs. The facility successfully opened after these repairs on June 2. The cause of the water loss was discovered to be a 6” schedule 80 PVC supply line that suffered differential settlement causing a circumference crack at a tee connection. Downstream lateral lines were also removed and replaced due to their inability to hold air pressure upon testing. We have concluded that these lateral lines likely failed due to pipe fracture caused by freezing. The attached photo illustrates the scope of the repairs.
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The following is a list of emergency related costs and contractors for the repairs. Staff is requesting the Board of Commissioners ratify the expenses related to the Splash Country Water Park repairs.
• Contractual concrete repairs, Don Bohr $13,963.00 • Rental equipment, United Rentals $532.82
– Light towers • Pool supply heads, AquaPure $337.07
Total $55,272.98
I recommend the Board of Commissioners ratify emergency purchases in the amount of $55,272.98 for Splash Country Water Park repairs.
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TO: Jim Pilmer, Executive Director FROM: Jeff Palmquist, Senior Director of Planning, Research and Grants DATE: June 11, 2018 RE: 25-acre M/I Homes Property Annexation Ordinance Number 18-484 As previously reported, in February the Aurora City Council approved the annexation agreement and preliminary plan for the residential development of the vacant 25-acre site near Route 59, south of 75th Street, and just east of the Meadow Lakes subdivision (see attached Location Exhibit). The developer, M/I Homes, is proposing to construct 171 townhomes. The project is to also include a one-acre park site to be dedicated to the Fox Valley Park District. As the property adjacent to the M/I Homes project would develop as residential in the future, additional adjacent park land would be dedicated to increase the overall size of this initial one-acre park. As part of the development process and required under the terms of the annexation agreement with the City, M/I Homes must also annex the property into the Fox Valley Park District. The Illinois Park District code states that annexation of territory into a Park District requires formal Board of Commissioner action. The Fox Valley Park District’s formal action is executed through approval of the attached annexation ordinance. I recommend to the Board of Commissioners to approve Ordinance Number 18-484 annexing the 25-acre property located west of State Route 59 and south of 75th Street in Aurora into the Fox Valley Park District.
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ORDINANCE NO. 18-484 AN ORDINANCE ANNEXING CERTAIN TERRITORY TO THE FOX VALLEY PARK DISTRICT A PARK DISTRICT ORGANIZED UNDER THE LAWS OF THE STATE OF ILLINOIS
WHEREAS, the Fox Valley Park District is a park district organized and existing under the provisions of the Park District Code approved May 17, 1951, as amended; and
WHEREAS, 70 ILCS 1205, Section 3-10, of the currently effective Park District Code provides in part as follows:
"Whenever a Park District operating within territory predominately in a city or village or 2 or more cities or villages would become coterminous or nearly coterminous with such city or village or 2 or more cities or villages upon the annexation of additional territory within such municipalities but not incorporated within a park district, such Park District may annex such additional territory by the passage of an ordinance to that effect.";
and
WHEREAS, the territory described herein lies within the corporate limits of the City of Aurora, Illinois, having been annexed to said Village by its Ordinance 018-021, passed and approved by the City Council of the City of Aurora, Illinois, on the 2nd day of February 2018, but does not presently lie within the corporate limits of the Fox Valley Park District; and
WHEREAS, the Fox Valley Park District is presently operating within territory predominantly within the corporate limits of the City of Aurora, the Village of North Aurora, and the Village of Montgomery; and
WHEREAS, upon the annexation of the territory described in Exhibit A and attached hereto, the boundaries of the Fox Valley Park District and the City of Aurora will become contiguous or nearly contiguous.
NOW, THEREFORE, BE IT ORDAINED BY THE BOARD OF COMMISSIONERS OF
THE FOX VALLEY PARK DISTRICT situated in the Counties of Kane, DuPage, Kendall and Will,
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State of Illinois that:
SECTION 1. The territory described in Exhibit A attached hereto shall be and the same is hereby annexed into the domain of the Fox Valley Park District.
SECTION 2. That the corporate limits of the Fox Valley Park District be and they are hereby extended to include the territory annexed to the Fox Valley Park District (and not already annexed therefore) situated in the Counties of Kane, DuPage, Kendall and Will, State of Illinois, by this Ordinance, and in addition shall extend to the far side of any adjacent highway and shall include all of every highway within the area annexed.
SECTION 3. The territory hereby annexed to said Park District is described in Exhibit A which is attached hereto and made a part hereof.
SECTION 4. That the Secretary of this Board be and she is hereby directed to forthwith file a certified copy of this Ordinance, together with an accurate map of the annexed territory herein described, in the office of the County Clerk of DuPage County and the Recorder of DuPage County, State of Illinois.
SECTION 5. That this ordinance shall be in full force and effect from and after its passage, signing and recording as provided by law.
PASSED this day of , A.D. 2018.
APPROVED this day of , A.D. 2018.
_____________________________ President, Board of Commissioners Fox Valley Park District
ATTEST: ______________________________ Secretary, Board of Commissioners Fox Valley Park District
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TO: Jim Pilmer, Executive Director FROM: Jeff Palmquist, Senior Director of Planning, Research and Grants DATE: June 11, 2018 RE: Blackhawk Park Public Art Last month, the Board of Commissioners approved the District’s first public art policy. A key provision of the policy notes that the Public Art Committee, comprised of representatives of the Aurora Public Art Commission and the Park District, is responsible for bringing forth recommended public art selections to the Board of Commissioners. Coordination between District and the Aurora Public Arts Commission has led to the identification of up to four sculptures for placement at Blackhawk Park in 2018. These four have been judged to be worthy and appropriate for public display by committee representatives. Photographs of these sculptures are attached for review. The respective artists have a proven track record of fabricating and displaying quality outdoor sculptures in public spaces. Following the approval of the Public Art Policy last month, staff and Attorney Hodge have worked on the draft agreement to be executed between the artists and the District to address considerations such as installation requirements, removal, insurance and indemnification, and fee (note that a fee of $750 per sculpture will be paid in 2018 by the Aurora Public Art Commission). Because work on the agreement is not completely resolved as installation requirement details still need to be exactly identified and agreed upon, staff recommends that approval of the display of these sculptures is conditioned upon execution of the appropriate agreements.
I recommend to the Board of Commissioners to approve the display of up to four sculptures at Blackhawk Park in 2018 as recommended by the Public Art Advisory Committee subject to the execution of the “Agreement for the Installation of Public Art at Blackhawk Park.”
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TO: Jim Pilmer, Executive Director FROM: Jeff Palmquist, Senior Director of Planning, Research and Grants DATE: June 11, 2018 RE: Park Construction Bids for the 0.84-acre Site Located at the West Side of Palace Street
Between Michigan Avenue and Colorado Avenue At the February meeting of the Board of Commissioners, the Board reviewed and discussed a recommended concept plan for the development of a park on the existing 0.84-acre parking lot along the west side of Palace Street. The February Board meeting was preceded by a public hearing which was well attended by residents of the two adjacent neighborhoods. Residents generally endorsed the concept plan and encouraged the Park District to proceed with the development of the park. After the February Board meeting, staff contracted with WBK Engineering for engineering and the formulation of construction plans and specifications. A copy of the final plan, consistent with the concept plan, is attached. The concept plan and playground images are also attached for reference. The bid opening for the park development project was conducted on May 30, 2018. The results are provided on the attached bid tabulation. To ensure that the project can meet the $300,000 general budget allocation (including all soft costs), the bidding included four alternates. Alternate 1 consists of the placement of the concrete walk/pad for picnic tables which wraps around the north edge of the playground. Alternate 2 is the fabrication cost of a metal picnic shelter. Alternate 3 is the restoration of the chain link fence located along the west property line. Alternate 4, landscaping, is the planting of four shade trees and six evergreen trees. The assessment of staff following a review of the bid submittal and follow-up due diligence is that the low bidder, Wilkinson Excavating, Inc., submitted the lowest responsive, responsible bid. This low bid further complies with the District’s Responsible Bidder Ordinance. The total cost of the low base bid, Alternative 1 and all soft costs is approximately $297,000. However, staff has identified potential grant funding opportunities to cover costs for Alternates 2, 3 and 4 plus the cost of the shelter materials. Therefore, the below recommendation conditions further acceptance of Alternates 2-4 on the ability to secure grant funding to augment the District’s budget allocation.
I recommend to the Board of Commissioners to approve the base bid in the amount of $215,000 and Alternate 1 in the amount of $8,480 submitted by Wilkinson Excavating, Inc. for the construction of the 0.84 acre park on Palace Street, plus the additional acceptance of Alternate 2 in the amount of $10,500, Alternate 3 in the amount of $16,500 and Alternate 4 in the amount of $7,138 subject to grant funding availability.
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BID TABULATION FORM
Bidders Name Bidders Location Bid Bond Base Bid Alt. Bid No. 1 (Concrete Walk) Alternate Bid No. 2 (Shelter Installation)**Alternate Bid No. 3 (Fence
Restoration)Alternate Bid No. 4 (Trees)
Wilkinson Excavating Somonauk, IL X $215,000.00 $8,480.00 $10,500.00 $16,500.00 $7,138.00
Elanar Construction Co. Chicago, IL X $229,840.00 $9,275.00 $9,200.00 $11,005.00 $8,520.00
R.C. Wegman, Construction Co. Aurora, IL X $240,000.00 $9,500.00 $20,100.00 $16,700.00 $7,500.00
Hacienda Landscaping, Inc. Plainfield, IL X $245,709.75 $8,480.00 $10,000.00 $11,390.00 $7,300.00
** Shelter would be purchased seperately
Date: May 30, 2018 3:30 PM
Project: Palace Street Park
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TO: Jim Pilmer, Executive Director FROM: Jeff Palmquist, Senior Director of Planning, Research and Grants DATE: June 11, 2018 RE: Playground Parts and Apparatus Purchase The Fox Valley Park District Master Plan Update, conducted by Wight and Company at the end of 2017, presented a change in approach from past practices for the renovation of the District’s playgrounds. Since the District’s successful 2008 referendum passage, the District addressed aging playgrounds (18-20+) years old) by replacing the entire playground and reconfiguring the entire fall zone/concrete curb containment area. The Master Plan Update, however, recognized the increasing number of aging playgrounds coupled with more limited capital funding available for playground replacement. Therefore, the approach described in the Master Plan Update outlines a more targeted, strategic process which keeps much of the existing sound playground structures in place, but replaces obsolete or broken parts and play elements, plastic play features, stairs, climbers and such apparatus. Consistent with this approach, Planning and Operations Department staff have collaborated to identify and evaluate the playgrounds (24 total) which are 16 years old and older. Most of these playgrounds were manufactured by Gametime or BCI Burke. Each of these playgrounds was thoroughly assessed, with all necessary replacement parts and apparatus inventoried. The cost of all parts and apparatus projected to be replaced in 2018 would not exceed $136,000 for Gametime equipment and $107,000 for BCI Burke equipment. The District’s 2018 budget allocation for overall playground renovation is $385,000. The remaining budget balance after the purchase of the playground replacement parts would be directed toward playground related concrete repair, drainage improvements, new benches, trash receptacles, equipment painting and any labor necessary to assist Operations Department staff with repairs. Because the aggregate cost to purchase replacement parts and apparatus, per manufacturer, exceeds $20,000, Board of Commissioners approval of the respective purchases is required. I recommend to the Board of Commissioners to approve the purchase of playground parts and apparatus from Gametime, Inc. in the amount not to exceed $136,000, and from BCI Burke, LLC in the amount not to exceed $107,000.