AGENDA ELMHURST PARK DISTRICT REGULAR BOARD MEETING Administrative Office 375 West First Street September 9, :00 p.m.

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1 AGENDA ELMHURST ARK DISTRICT REGULAR BOARD MEETING Administrative Office 375 West First Street September 9, 215 7: p.m. 1. CALL TO ORDER... 7: p.m. a. Commissioner Attendance via Electronic Means 2. LEDGE OF ALLEGIANCE 3. ROLL CALL. ADDITIONS/DELETIONS/CHANGES TO AGENDA... moved item #6a to 9a(1) 5. REMARKS/CORRESONDENCE FROM VISITORS 6. COMMITTEE REORTS a. Stormwater Subcommittee 7. UCOMING COMMITTEE MEETINGS... Noted a. Elmhurst Art Museum September 9, 215 b. Gateway September 1, 215 c. Stormwater Subcommittee September 1, 215 d. E September 17, 215 e. Sugar Creek Golf Course September 22, 215. CONSENT AGENDA... Approved * a. Approval of August 26, 215 Regular Meeting Minutes * b. Approval of August 26, 215 Closed Meeting Minutes * c. Voucher Lists 9. BOARD BUSINESS a. Unfinished Business (Old): * 1) Stormwater Management Discussion... Discussed b. New Business: * 1) Window Replacement roject Bids - The Abbey... Approved * 2) rogram Service Report: Recreation Department... Noted 1. COMMISSIONER INFORMATION ITEMS a. Announcements... Noted * b. Future Agenda... No Changes 11. STAFF ANNOUNCEMENTS... Noted 12. CLOSED SESSION:... :16 p.m. a. ursuant to 5ILCS 12/2(c)(5) for the discussion of the purchase or lease of real property for the use of the District. 13. ADJOURNMENT... :23 p.m. lease contact the ADA Compliance Officer, hours prior to the meeting, for a reasonable accommodation to participate in this ark District activity at (63) 993-9, Monday through Friday from -5 p.m. Requests for a qualified interpreter require five (5) days advance notice. lease turn off all cellular telephones prior to the meeting. Cellular telephones interfere with the audio recording of the ark Board Meeting. *Written information on item included in packet.

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15 Agenda #9a (1) E L M H U R S T A R K D I S T R I C T B O A R D O F A R K C O M M I S S I O N E R S M E M O R A N D U M DATE: September 9, 215 TO: Board of ark Commissioners FROM: James W. Rogers, Executive Director RE: STORMWATER MANAGEMENT ISSUE The stormwater subcommittee met with the City on Thursday, August 27 in Council Chambers with public present to continue discussions concerning the City s request to use park property for stormwater detention. DISCUSSION Approximately 16 residents attended the meeting and 3 spoke during public comment. Utilizing the same format as the Board reviewed at its August 26 meeting, your subcommittee reviewed the revised terms of the IGA that we presented to the City. The subcommittee discussed several items including the inclusion of all five sites in the IGA, the possibility of the City funding the agreed upon recreational improvements in the parks (i.e. basketball and volleyball courts at York Commons ark) and the ark District being responsible for the construction of those amenities, tree replacement, subsequent modifications to the sites and the termination clause. We also had a lengthy discussion about our approach to discussions with IDNR in which I reiterated that the ark District is not seeking a request for dual use, but is amenable to requesting to have flexibility to phase in the conversion process of acquiring replacement properties. Discussion also took place concerning conceptual ideas that your subcommittee suggested for East End and Crestview parks. The subcommittee received those conceptual plans (see attached) from the City only a couple of hours prior to the meeting, therefore requiring more time to thoroughly review the plans with Greg Wolterstorff of V3 Engineering. The next subcommittee meeting will be held September 1, 215. Following the meeting, staff, along with Andrew aine of Tressler, met with the City Manager and City Attorneys last week to further discuss the City s reaction to the ark District s revised IGA. Items discussed included potential approaches to address the inclusion of all five sites on a conceptual basis, IDNR required appraisals, the extension of the maintenance facility lease, review of plans, construction scheduling, tree replacement, subsequent modifications and termination. Based upon our discussions, the City s attorney will prepare a revised draft of the IGA. Concurrently, staff has also begun working on a formal request to the IDNR concerning Golden Meadows ark. RECOMMENDATION That the Board of ark Commissioners reviews and discusses the information presented. Thank you. Attachment: Conceptual lans: East and Crestview arks August 27, 215

16 ( Legend roposed Flood Storage ( Duage County Two-Foot Topography ( '' ( ( 6 I Feet 1 inch = 6 feet Storm Manhole Storm Sewer ( Sanitary Manhole Sanitary Sewer Sanitary Forcemain '' 6 RAM '' '' 1'' ( '' '' N GENEVA AV ( N BUCHOLZ ( 6 6 Source: Esri, DigitalGlobe, GeoEye, i-cubed, USDA, USGS, AEX, Getmapping, Aerogrid, IGN, IG, swisstopo, and the GIS User Community CL IENT: CITY OF ELMHURST NO. DAT E FILE NAME NATURE OF REVISION CHKD. DSGN. DWN. CHKD. SCAL E: LOT DATE: CAD USER: MODEL : 1"= 6' TIT LE: EAST END ARK - WESTERN LOBE CONCETUAL GRADING LAN ROJ. NO. 1-1 DAT E: SHEET 1 OF 1 DRAWING NO. EXH

17 LAK E 12'' 6 N ADELE ST 2 N EMROY AV 1'' 2 21' 6 ' FRO N TAG ER OA D Source: Esri, DigitalGlobe, GeoEye, i-cubed, USDA, USGS, AEX, Getmapping, Aerogrid, IGN, IG, swisstopo, and the GIS User Community DS G N. CL IE NT: TIT LE : DW N. CITY OF ELMHURST CH K D. SC AL E : NO. DAT E FIL E NA M E '' '' ST 6 1'' 2 12'' 15'' 6 2 N HOWARD AV VAN AUKEN AV 6'' 12'' '' ' 6 '' 6 1 '' '' ' '' '' '' 2 N WILLOW RD 6 '' inch = 15 feet I2 9 1 Feet 2 '' 7 M 12 2 A I 2 N EMROY AV N VAN AUKEN ST 12'' E ARMITAGE AV R '' 69 6 Storm Sewer Storm Manhole 2 Duage County Two-Foot Topography N INDIANA ST 6'' roposed Flood Storage 2 N KENILWORTH AV '' 2 Legend NAT U RE O F RE V IS IO N CH K D. L OT D ATE : CA D US E R: MO D EL : 1" = 6 ' CRESTVIEW ARK STUDY AREA FLOOD STORAGE ON IDOT ARCEL CONCETUAL GRADING LAN R O J. N O. 1-1 DAT E : SH EE T 1 OF DR AW IN G NO. EXH 1

18 Agenda #9b (1) E L M H U R S T A R K D I S T R I C T B O A R D O F A R K C O M M I S S I O N E R S M E M O R A N D U M DATE: September 9, 215 TO: Board of ark Commissioners FROM: James W. Rogers, Executive Director Angela Ferrentino, Director of arks and Recreation E. Anne Scheppele, Division Manager-Facilities Bradley Anderson, Facilities Maintenance Supervisor RE: WINDOW RELACEMENT ROJECT - THE ABBEY ISSUE: Included as part of the park District s FY16 Capital lan, this project calls for the removal and replacement of all of the ten existing exterior windows at The Abbey. This project addresses the Board s Strategic lan Theme: Fiscal Agility, Objective B: Take Care of What We Have. DISCUSSION: Time and exposure to the elements have taken a toll on the existing windows at The Abbey classroom and multi-purpose room. Most of the units have become warped and wedged in place preventing them from opening. The window hardware is failing and the framing has deteriorated leading to leaks. The completion of this project will replace aging, inefficient/drafty windows with energyefficient windows that add aesthetics to the building while improving safety and security. The replacement windows will consist of ten fixed pane picture windows and four smaller double hung windows. The proposed replacement windows are fiberglass framed to reduce maintenance and contain low-e glass to improve energy efficiency. The larger windows are fixed pane to help eliminate leakage problems as well as improve security and ensure environmental temperature control. The picture windows allow more natural light to enter the building for a more open and appealing look. The smaller windows will have an operable lower sash that can be locked from the inside yet still open to allow ventilation. The proposed project is scheduled to take place October 2-3, 215. The building schedule at The Abbey has been rearranged during this time to allow the contractor to mobilize once and work uninterrupted in the building. The exterior tuck-pointing and windows replacement projects were originally planned for completion in late July, backto-back as one project with the tuck-pointing completed first followed immediately by the window replacement. The tuck-pointing project took longer than anticipated due to the

19 amount of repair needed to the exterior brick and mortar which caused the window project to be rescheduled to a later date. lans and specifications were developed and a legal ad was placed in a local newspaper on August 7, 215. Bid packets and specifications were then made available. Five contractors attended the mandatory pre-bid meeting on August 19 and three bids were opened and read publicly on August 25, 215. A copy of the bid tally sheet is attached. The lowest bidder for the project is Integrity Designs of Westmont, IL with a bid of $21,71. Staff has performed due diligence and contacted reference checks including, Elmhurst residents Randy Inion, Al eroni of Niles, IL, and Craig Cartland of North Aurora, IL and is satisfied that Integrity Designs is a reputable company that can successfully complete the work in accordance with the required specifications and schedule. A records search has also been completed with the Illinois Department of Labor (IDOL) and Dun & Bradstreet, Inc. with no violations found. Funds for this project were designated in the Capital Improvement Budget in the amount of $25,. This funding included the exterior tuck-pointing project (that was completed in late July) and the window replacement project. The tuck-pointing project was completed at a cost of $12,65.25, leaving a fund balance of $12, Staff recommends using funds from the District s 215 Capital Fund Contingency Line Item to fund the balance of $9, RECOMMENDATION: That the Board of ark Commissioners (1) awards the Window Replacement roject - The Abbey bid in the amount of $21,71 to Integrity Designs of Westmont, IL (2) approves the use of $9,36.25 from the District s Capital Fund Contingency line item for the project and (3) authorizes the Executive Director to execute said contract accordingly. Thank you. Attached: Bid Tally 2

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21 Agenda #9b (2) E L M H U R S T A R K D I S T R I C T B O A R D O F A R K C O M M I S S I O N E R S M E M O R A N D U M DATE: September 9, 215 TO: Board of ark Commissioners FROM: James W. Rogers, Executive Director Cindy Szkolka, Director of Recreation RE: ROGRAM AND SERVICE REORT: RECREATION DEARTMENT ISSUE The Recreation Department will present a rogram and Service Report that will provide an overview of the Department s new Mission, Vision and Benefits Statements, recently launched at the first ever all-department fall staff training/orientation program. DISCUSSION As a result of recommendations made in the District s recent Staffing Study stating that The Department should identify new approaches to instilling the District s mission, vision and values in both full time and part time employees as they perform their daily roles and responsibilities to ensure that mission is valued throughout the organization, department managers set out to align the efforts of program and registration staff most closely with the District s mission and vision. The outcome of these efforts is encapsulated in these statements, identifying who we are, what we do, and most importantly, why we do it. RECOMMENDATION That staff present the information to the ark Board and answer any questions that the Commissioners may have. Thank you.

22 Agenda #1b FUTURE AGENDA Revised 9/9/15 New Indoor Sports and Aquatics Facilities (3/26/1) Discussed: 5/13/15 and /26/15 Land-Cash Donation Ordinance (/9/1) Sugar Creek Golf Course Debt (requested /23/1 and /12/15) Future Direction of ark/city/school Committee (9/2/1) York Street rairie ath otential Crossing Changes (9/2/1) Discussion of egovernance technology for board documents (6/1/15) Discussed: 7/22/15 Correspondence from visitors (6/2/15) olicy Committee to consider an award nomination policy (/26/15)