AGENDA ELMHURST PARK DISTRICT REGULAR BOARD MEETING

Transcription

1 AGENDA ELMHURST PARK DISTRICT REGULAR BOARD MEETING Administrative Office 375 West First Street Monday, October 23, 2017 Immediately following BINA Hearing 1. CALL TO ORDER... 7:04 p.m. a. Commissioner Attendance via Electronic Means 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL... Quorum 4. ADDITIONS/DELETIONS/CHANGES TO AGENDA 5. REMARKS/CORRESPONDENCE FROM VISITORS... None 6. COMMITTEE REPORTS... Noted * a. Gateway * b. PEP 7. UPCOMING COMMITTEE MEETINGS... Noted a. Sugar Creek Golf Course October 24, 2017 b. Elmhurst Art Museum October 25, 2017 c. Gateway November 9, 2017 d. Lizzadro Museum November 16, 2017 e. PEP November 16, CONSENT AGENDA... Approved * a. Approval of October 10, 2017 Regular Meeting Minutes * b. Approval of October 10, 2017 Closed Meeting Minutes * c. Voucher Lists 9. BOARD BUSINESS a. Unfinished Business (Old): 1) None b. New Business: * 1) 2018 Proposed Budget: Capital and Debt Presentation... Noted * 2) IAPD Credentials... Approved 10. COMMISSIONER INFORMATION ITEMS a. Announcements... Noted * b. Future Agenda... No Changes 11. STAFF ANNOUNCEMENTS... Noted 12. CLOSED SESSION:... 8:40 p.m. a. Pursuant to 5ILCS 120/2(c)(5) for the discussion of the purchase or lease of real property for the use of the District. 13. ADJOURNMENT... 9:37 p.m. Reasonable accommodation requests to participate in this meeting should be directed to the ADA Compliance Officer 48 hours prior to the meeting at (630) Monday through Friday from 8 a.m. to 5 p.m. Requests for a qualified interpreter require a 5-day advance notice. TDD (630) Electronic communication devices may be turned on, but must be set to silent during board meetings. *Written information on item included in packet.

2 Gateway Special Recreation Association Board Meeting Thursday, October 12, :00 PM Oakbrook Family Recreation Center 1450 Forest Gate Road Oakbrook, IL I. CALL TO ORDER II. III. IV. OPEN FORUM BOARD MEMBER COMMENTS COMMUNICATIONS V. OMNIBUS AGENDA All items on the Omnibus Agenda are considered to be routine in nature by the Gateway Board and will be enacted in one motion. There will not be separate discussion of these items unless a Board member so requests, in which event the item will be removed from the Omnibus Agenda and considered separately. A. Approval of August, 2017 Regular Meeting Minutes B. Approval of the September 2017 Regular Meeting Minutes C. Approval of October, 2017 Check Register D. Approval of October, 2017 Treasurer s Report VI. VII. VIII. IX. REPORTS A. RGA Monthly Report OLD BUSINESS A. Articles of Agreement and Indemnification B. JMS Billing NEW BUSINESS A. Audit 2016/2017 OPEN FORUM X. ADJOURNMENT Items listed on the agenda will be discussed and considered by the Board. The Board welcomes public comment on the agenda items during discussion Gateway Special Recreation is subject to the requirements of the Americans with Disabilities Act of 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 requested to contact Cindy Szkolka, at or at cszkolka@epd.org promptly to allow the Board to make reasonable accommodations for those persons.

3 GATEWAY SPECIAL RECREATION ASSOCIATION BOARD OF DIRECTOR S MEETING September 14, 2017 I. Call to Order: Chairman Cindy Szkolka called the Gateway Special Recreation Association Board of Director s Meeting to order at 3:00pm on September 14, 2017 at the Oakbrook Family Recreation Center, 1450 Forest Gate Road in Oakbrook, Illinois. A Quorum was present. Roll Call: Board Members present: Jim Pacanowski, Burr Ridge; Sharon Peterson, Countryside; Cindy Szkolka, Elmhurst; Matt Russian, Pleasant Dale; Lianne Robinette, Westchester; John Fenske, Willowbrook; Scott Nadeau, York Center Karen Spandikow, Oakbrook arrived to the meeting at 3:05 after roll call Absent: Heather Bereckis, Hinsdale Staff Present: Ray Graham Staff: Ryan Massengill Visitors: Jim Burg, Westchester Park District II. III. IV. VIII. Open Forum: None Board Member Comments: Chairman Szkolka requested an adjustment to the agenda as she wanted to discuss Item VIII.A.- IPARKS prior to the Omnibus Agenda. Communications: None New Business: IPARKS-Anniversary Payment, Anniversary Information Acknowledgement Form, Schedule Changes- Motion was made by Jim Pacanowski, Burr Ridge; to approve the anniversary payment and motion was seconded by Scott Nadeau, York Center. Chairman Szkolka noted that this is a standard renewal of insurance and the total is coming in lower that budget expectations. On a voice vote, the motion passed unanimously. V. Omnibus Agenda: President Szkolka stated that each item on the Omnibus Agenda would need to be heard individually. A. Approval of August 2017 Regular Meeting Minutes-This item to be tabled until October meeting as the minutes had not been submitted to the board as of yet. B. Approval of August 2017 Check Register-The open billing issue with JMS auto remains. On May 5, the board held onto a $ check which still has not been sent. On June 30, the board

4 held onto a $30.42 check which left the amount in question owed to JMS for services at $ This month s check register has two bill payments ($ and $383.48) which if deducted from what Gateway owed JMS, that new total would be $ Chairman Szkolka would like to discuss with Garry Kasanders in order to determine how this situation can be resolved where Gateway pays what is owed to JMS as well as settle what was incorrectly paid to JMS due to billing errors. The suggestion is to pull those two checks from this month s check register and pay at a future point once correct numbers have been reached. Superintendent Massengill said she had spoken with JMS but was having trouble getting a concise answer from the JMS accountant. The optimal resolution would be for JMS to cut Gateway a check for services that were billed yet not rendered and then Gateway would release the checks that are indeed owed to JMS. Scott Nadeau noted that Gateway still owes JMS money that we are holding therefore we are in a favorable position relating to the issue. JMS has been giving Gateway the runaround and recently mentioned an unpaid invoice from last year (of which Gateway was unaware) as justification for not resolving the issue at hand. Motion was made by Sharon Peterson, Countryside; to approve the August 2017 check register without the two checks for JMS Auto seconded by John Fenske, Willowbrook. On a voice vote, the motion passed unanimously. C. Approval of August 2017 Treasurer s Report-Jim Pacanowski, Burr Ridge; made a motion to approve and motion was seconded by Sharon Peterson, Countryside. On a voice vote, the motion passed unanimously. VI. Reports: A. RGA Monthly Report-Superintendent Massengill noted that registration numbers are solid despite the program brochure getting out later that last year. There is one full program and one program with one participant on a wait list. Programs started last Monday and there are few classes with the potential for cancellation due to low enrollment. Staffing is alright at this point as some of the summer seasonal staff has stayed on to continue working. There are no issues with any vehicles at this point in time. The demographic reports have been updated to show a comparison between participants, ages, sex, and home agencies. Scott Nadeau offered an apology as due to a power outage at his facility, programs for that evening had to be canceled and Gateway staff weren t notified and subsequently showed up to the facility and had be turned away. Lastly, a few special events were highlighted as being successful and enjoyed by a variety of participants. Special events have high participation and summer camp was very well received this year.

5 VII. Old Business: A. Articles of Agreement-Indemnification- Chairman Szkolka requested that any agency that hasn t turned in their paperwork to please do so. B. Comprehensive Report-This report was discussed as part of Item VI.A.-RGA Monthly Report IX. Open Forum: Matt Russian had a question regarding the Treasurer s Statement. The current YTD total under financial assistance was $4833 of a budgeted $4000 very early into the fiscal year. Jim Pacanowski mentioned that that number doesn t seem to mix with the scholarship totals from RGA reports. Scott Nadeau is going to check with Garry Kasanders to see if there is a simple error within that line item. Karen Spandikow raised a question about a Ray Graham bill on the check registry-under billing and correction of prior quarters. Chairman Szkolka said she was aware of those bills and stated that the bills that RGA had submitted were less than then agreed upon amount. X. Adjournment: Jim Pacanowski, Burr Ridge; made a motion to adjourn the meeting, seconded by Karen Spandikow, Oak Brook. Motion passed on a voice vote. Meeting adjourned at 3:23pm.

6 Agenda #6b Minutes of Board Meeting October 19, 2017 Present: Absent: Call to Order: Approval of Minutes: September 21, 2017 Old Business Financial Report o Discuss Treasurer position o Financial Accounts Authorized Signature New Business Board Elections Future Board Membership Wilder Flooring Proposal Adjournment Next Meeting: November 16, 2017, 8 a.m.

7 Minutes of Board Meeting September 21, 2017 Present: Pete Goworowski, Jerry Sletten, Peg Koch, Vanessa Clohessy, Colette Kubiesa and Kari Felkamp, Pat O Neill, Jim Rogers Absent: Pat Moll Call to Order: P. Goworowski called the meeting to order at 8:05 a.m. Approval of Minutes: J. Sletten made a motion to approve the July 20 minutes. V. Clohessy seconded the motion. The minutes were unanimously approved. Financial Update Pete presented July numbers to the board, since we did not have an August meeting. Total balance is $97, with $75, in reserves. $22, in general fund. Rolled over CD; rates are the same as last year. Comes up for renewal September, P. Koch made a motion and C. Kubiesa seconded the motion to cut a check for $1,000 to Kiwanis for partnership in our PEP/Kiwanis Golf Outing. Therefore, balance in Rec Assistance Fund is $5, Touch a Truck funds collected as donation to PEP totaled $ C. Kubiesa made a motion to cut a check to the Elmhurst Park District for $ to go to EPD Rec Assistance fund. V. Clohessy seconded motion. Unanimously approved. Picnic Tables: request by K. Felkamp recommended purchase of 10 picnic tables for use at EPD Community Events, branded with PEP logo. J. Sletten made a motion to purchase the ten tables and V. Clohessy seconded the motion. All voted in favor of purchasing the 10 tables. K. Felkamp will purchase the 10 tables. First use, Family Fall Fest event on October 14, Amazon Smile K. Felkamp will purchase tables from Amazon, with a portion of the funds going to PEP s Amazon Smile Fund. New Business Rebranding PEP Foundation EPD to work on the rebranding effort. Should take 6 months or so for this effort. Once completed, new logo will be put on picnic tables. Discussion over color of tables took place. Putty vs. Hunter Green. Color will be taken under consideration.

8 Future Fundraising: J. Rogers discussed 2020 Vision and shared high level outcome of what the community is looking for from the District. Entering a new phase, with rebranding, and Vision Will use in our approach in the coming months as we recruit for additional members to the board, and the types of projects PEP will be raising funds for including a dog park, indoor sports facility, etc. District looking to go to referendum possibly over the next 2-3 years and this will also impact what projects PEP will take on. Mansion: Informal request from EPD for $6,700 (10% of Mansion funds), to replace the wood on the second floor landing. EPD to make formal request next month.. Elmhurst Fall Fest: Brief update on where EPD stands with planning of Family Fall Fest event. V. Clohessy has confirmed that she will run the PEP booth/fall fest golf game. Pete Goworowski announced his resignation from the board. He has agreed to stay through October. Will set a separate date to take P. Goworowski out for a celebration for all his work on behalf of the Elmhurst Park District over the years both for his years of service on the Elmhurst Park District Board and his service on the PEP Foundation Board. Elmhurst Park District Finance Department will take over managing PEP books temporarily. Next meeting will be held on Thursday, October 19, 2017, 8 a.m. in EPD Board Room. Adjournment J. Sletten made a motion to adjourn, V. Clohessy seconded the motion; motion approved. Meeting adjourned at 9:09 a.m.

9 vchlist 10/11/ :55:58AM Voucher List Elmhurst Park District Agenda #9c Page: 8 Bank code : epd Voucher Date Vendor Invoice PO# Description/Account ;;:: Accounts Payable Check Date ~~ \3, a0\1 Accounts Payable Run Total \53,<::n5. CS!.. Amount I, the undersigned, hereby authorize the aforementioned accounts payable check run for payme~nt JJ~ For the Elmhurst Park District Board of Commissioners, by Commisioner..,.--'-----=-:...:..._-""-----"....~ Date: /0-t'l. -11 I, the undersigned, hereby attest the authorization signature of the above Commissioner. I, the undersigned, also attest that the aforementioned accounts payable check run has been accurately compiled in form and substance. Page: 8

10 vchlist Voucher List Page: 1 10/11/ :55:58AM Elmhurst Park District Bank code: epd Voucher Date Vendor Invoice PO# Description/Account Amount /13/ A MOON JUMP 4-U INC FALL FEST-CORN MAZE, PUMPKIN 1, Total : 1, /13/ ABLOY SECURITY, INC BUILDING SUPPLIES-LOCKER LOC Total : /13/ ADDISON ENGRAVING, INC LOCKER SIGN Total : /13/ AMAZON CAPITAL SERVICES 11 KL-VXJH-9QCV KINDERGARTEN KAPERS WATER l KL-VXJH-N3WF MISC. BOOKS QY-T1YD-WQ7T BLUETOOTH SPEAKER ON WHEEL TH-3MWX-MLWY BULLETIN BOARD TRIM TH-3MWX-TWDH SUPPLIES-WALL CLOCK TH-3MWX-YLMT ABC YOGA LN-G1 CV-1 RWK SPATULAS GH3-WM4Y-PQVJ BIRTHDAY CHART XQG-P7FD-QFVC CALENDARS Total: /13/ ANDERSON LANDSCAPE SUPPLY V68460 MULCH V70064 DEPOT V70069 DEPOT V70070 DEPOT STUMPS Total: /13/ AQUA FECTION, INC WILDER MANSION FOUNTAIN REP1 2, Total: 2, /13/ AVINO, MICHAEL TRIVIA HOST-10/20/17 EVENT Total : /13/ BEACON BALLFIELDS, DIV. RAINBOW Gf IN BASEBALL SUPPLIES 1, IN PITCHING RUBBER Total: 1, /13/ BOSMAN, HANNAH MILEAGE REIMBURSEMENT 8.56 Page:

11 vchlist Voucher List Page: 2 10/11/ :55:58AM Elmhurst Park District Bank code : epd Voucher Date Vendor Invoice PO # Description/Account Amount /13/ BOSMAN, HANNAH (Continued) Total : /13/ BUMPER TO BUMPER RETURN-CALIPER # PLUG # STARTER # CREDIT Total : /13/ C.E. RENTA LS, INC STUMP GRINDER STUMP GRINDER STUMP GRINDER Total: 1, /13/ CASE LOTS CUSTODIAL SUPPLIES Total : /13/ CENTURY T ILE X1 TILE FOR RESTROOM AT Total : /13/ CHICAGO RECORDS MANAGEMENT OFF-SITE RECORD STORAGE Total: /13/ CINTAS FIRST AID & SAFETY EYE WASH Total : /13/ COMCAST MONTHLY INTERNET SERVICE/SU< Total : /13/ CONSTELLATION NEW ENERGY, INC KH ELECTRIC SERVICE/SALT CREEK ELECTRIC SERVICE/BERENS 2, ELECTRIC SERVICE/WCC 1, ELECTRIC SERVICE/CRESTVIEW ELECTRIC SERVICE/BU TENNIS ELECTRIC SERVICE/EE 1, ELECTRIC SERVICE/CRESTVIEW T ELECTRIC SERVICE/BERENS HUBE ELECTRIC SERVICE/ABBEY ELECTRIC SERVICE/GREENHOUSE Page: 2

12 vchlist Voucher List Page: 3 10/11/ :55:58AM Elmhu rst Park District Bank code: epd Voucher Date Vendor Invoice PO # Description/Account Amount /13/ CONSTELLATION NEW ENERGY, INC (Continued) ELECTRIC SERVICE/G LOS ELECTRIC SERVICE/DEPOT ELECTRIC SERVICE/COURTS PLU~ L3 ELECTRIC SERVICE/MANSION 1, ELECTRIC SERVICE/WILD MEADO\ ELECTRIC SERVICEIYC ELECTRIC SERVICE/COURTS P LU ~ 11, Total : 21, /13/ DAWSONS TREE SERVICE, INC STUMP REMOVALS 1, WI-KENTUCKY COFFEE REMOVAL CRAB REMOVAL-220 E. SOUTH M. DAVIS FENCE P ROJ -TR EE/BRU~ 4, Total : 7, /13/ DIAMOND GRAPHICS CP FLYERS/STAFF BUSINESS CARl Total : /13/ DIPLOMAT WEST BANQUETS, THE /F MEALS FOR 10/16117 EVENT 3, ~ -- Total : 3, ~ /13/ DISCOUNT SCHOOL SUPPLY P MISC. CRAFT SUPPLIES Total : /13/ DOCUMENT IMAGING, DIMENSIONS, INC TONER Total : /13/ DUPAGE COU NTY COLLECTOR H 2016 PROPERTYTAX./207 N. HAMP! 7, Total : 7, /13/ DUPAGE COUNTY COLLECTOR A 2016 PROPERTY TAX/447 W. ARMil 3, Total : 3, /13/ EBEL'S ACE HARDWARE /4 # HARDWARE /4 DUCT TAPE 5.39 Total: Page: 3

13 vchlist 10/11/ :55:58AM Voucher List Elmhurst Park District Page: 4 Bank code : epd Vo ucher Dat e Vendor /13/ FACTORY MOTOR PARTS, BIN /13/ GERMAN la SEED COM PANY /13/ GIORDANO DANCE CHICAGO /13/ HACIENDA LANDSCAPE /13/ HAGGERTY VILLA PARK, BUICK GMC /13/ HARPESTAD Ill, MARSHALL /13/ HOME DEPOT CREDIT SERVICES /13/ INTERSTATE BATIERY SYSTEM /13/ KEEPER GOALS, DEMAND & PRECISION /13/ KIEFT BROS., INC /13/ LIFE FITNESS /13/ LOVATO, MIRANDA Invoice D PO# Description/Account Amount #11026 BELTS # SWITCH Total : BRUNSWICK/GREEN VALLEY/LIME Total : GIORDANO DANCE CO. TICKETS Total : PLUNKED PARK PLAYGROUND RE 31, Total : 31, #11041 BODY WORK 1, Total : 1, MILEAGE REIMBURSEMENT 4.28 Total : 4.28 MONTHLY HOME DEPOT EXPENSE 1, Total: 1, #11001 BATIERY # BATIERY Total: MICRO SOCCER NETS Total : PLAYGROUND REPAIRS-CEMENT Total : CLUTCH & PULLEY ASSY Total : LA CONFERENCE PER DIEM-LOVA' Total: Page: 4

14 vchlist 10/11/ :55:58AM Voucher List Elmhurst Park District Page: 5 Bank code: epd Voucher Date Vendor Invoice /13/ MAGIC OF GARY KANTOR /13/ MARKET ACCESS CORPORATION /13/ MARTIN IMPLEMENT SALES, INC. P /13/ MBR SOLUTIONS LLC, BRICKS 4 KIDZ OA EPD E EPD J /13/ MODESTO TECHNOLOGIES, NITIL /13/ NAPERVILLE TROLLEY & TOURS /F /13/ NORTHERN ILLINOIS GAS (NICOR) /1 3/ PARAMOUNT THEATRE, ATIN: MELISSA E /D /13/ PERFECT CLEANING SERVICE, INC /13/ PORTER PIPE & SUPPLY CO /13/ PPG ARCHITECTURAL FINISHES /13/ QUILL CORP PO# Description/Account Amount MARVELOUS MAGIC Total: MANSION INSURANCE 1, Total : 1, # GRILL, BATIERY Total: ENGINEERING SUPERHERO RF JR. ENGINEERS ZOO RF Total: NITIL FEES 1, Total : 1, /25/17 TRIP-BALANCE PLUS TIPE Total: NATURAL GAS SERVICE/ABBEY Total: DEPOSIT FOR 5/2/18 SHOW Total: CLEANING SERVICE 7, Total : 7, GREENHOUSE CIRCULATION PUMI 1, Total: 1, FIELD MARKING PAINT Total : OFFICE-DESK SUPPLIES OFFICE-DESK SUPPLIES OFFICE-DESK SUPPLIES OFFICE-DESK SUPPLIES Page: 5

15 vchlist 10/11/ :55:58AM Voucher List Elmhurst Park District Page: 6 Bank code : epd Voucher Date Vendor /13/ QUI LL CORP. Invoice (Continued) PO# Description/Account Amount OFFICE-DESK SUPPLIES OFFICE-DESK SUPPLIES Total: /13/ ROCK-IT PRODUCTIONS, INC., DBA ROCI< ELMFI /13/ ROESCH FORD /13/ SCHAEFER GREENHOUSES, INC /13/ SUBURBAN WELDING & STEEL, LLC /13/ SUNBURST SPORTSWEAR /13/ TERMINIX INTERNATIONAL /13/ TRANE U.S. INC /13/ UNIQUE PRODUCTS & SERVICE /13/ VERMONT SYSTEMS, INC /13/ VILLAGE ELECTRIC LLC /13/ WAREHOUSE DIRECT KID ROCK/TOT ROCK FALL SESSIC 1, Total : 1, # SENDER #11026 TUBE Total : MUMS-BETHANY/MAKENNA 1, Total: 1, #11069 REPAIR Total : MUSIC STUDENT BOOK BAGS Total : PEST INSPECTION/COURTS Total: COURTS HVAC REPLACEMENT PR 41, Total : 41, LAUNDRY DETERGENT/AIR FRESH Total: DB MOVE C-D DEMO; FEOY Total: CP SERVICE-LL BATHROOMS/POOl Total: TOWEL DISPENSERS TOWEL DISPENSERS Page: 6

16 vchlist 10/11/ :55:58AM Voucher List Elmhurst Park District Page: 7 Bank code : Voucher epd Date Vendor Invoice 10/13/ WAREHOUSE DIRECT (Continued) C PO# Description/Account Amount WASTE RECEPTACLE CUSTODIAL SUPPLIES CREDIT-TOWEL DISPENSERS Total: 1, /13/ WEISSMAN, DESIGNS FOR DANCE CONTROUCOMBAT BOOTS/HIP HO 1, GREATEST LOVE OF ALL Total : 1, /13/ W ESCO ENGLEWOOD ELECTRIC, RECEI" Vouchers for bank code : epd 62 Vouchers in this report BUILDING SUPPLIES-BULBS Total: Bank total: 153, Total vouchers : 153, Page: 7

17 vchlist 10/18/2017 3:40:04PM Voucher List Elmhurst Park District Agenda #8c Page: 7 Bank code : epd _Vo.;..u_c.;..h_e_r o_a_te.; V.;..e_n_d_o_r ln_v_o_ic_e P_O_# OescriptioniAccount /20/ WILSON RACQUET SPORTS USA, Dl' (Continued} 65 Vouchers for bank code : epd Total: Bank total : Amount , Vouchers in this report Total vouchers : 127, Accounts Payable Check Date () ct~ do I d0 \1 Accounts Payable Run Total \;:;(1 1 ~JR.C) 3 I, the undersigned, hereby authorize the aforementioned accounts payable check run for payment. )}. ~~-.., For the Elmhurst Park District Board of i Commissioners, by Commisioner /<<:-~ \ Date: / c; ~ [j-i7 I, the undersigned, hereby attest the authorization signature of the above Commissioner. I, the undersigned, also attest that the aforementioned accounts payable check run has been accurately compiled in form and substance. Page: 7

18 vchlist 10/18/2017 3:40:04PM Voucher List Elmhurst Park District Page: 1 Bank code : epd Voucher Date Vendor Invoice PO # /20/ A MOON JUMP 4-U INC 10/20/ ACCO BRANDS USA, INC Description/Account Amount AMJSE CANCELLATION FEE-FALL F ~ f"'""*" Total: ULTIMA 65 EZ 1.5MIL 251NX500FT Total: /20/ AINSLIE, STEPHANIE ICE/STAFF FALLAPP. WEEK DINNE ~.~. Total: /20/ AL PIEMONTE FORD SALES, INC #11026 PART Total : /20/ AMAZON CAPITAL SERVICES 14QQ-WDJ-HCFH 14TH-3MWX-9MP6 17QW-R 1 KR-7VRJ 17QW-R 1 KR-9CFV 17QW-R1 KR-9HXJ 1 PMJ-D6RV-1 RJX 1 PYR-HW74-9C1V 1 R67 -FGFK-DKGT 1TGP-DQMW-9XFH 1WYL-KPMR-6TX3 KIDS PLUS PROGRAM SUPPLIES 6.25 REC STATION SUPPLIES-HAWTHOI SABRENT 4PORT USB/HDMI TO VG FOLDING CHAIRS-DANCE STAGE F PHONE CASE/CARDS, USB, COMPI IPAD CASE/USB/PHONE CORDS/U~ WELLNESS PRIZES HP-ENVELOPE PRINTER FEEDER/! REC STATION SUPPLIES-HAWTHOI MISC. SUPPLIES-DISHES/CDS/SPO Total: 1, /20/ ANDERSON ELEVATOR CO., SOUTH WES ELEVATOR MAINTENANCE/MANSI( Total: /20/ ANELLI, PATRICK /20/ ANESTOPOULUS, HARRY /20/ AQUA FECTION, INC SOCCER REF & ASSIGN FEE 10/6/ SOCCER REF & ASSIGN FEE 10/ Total: SOCCER REF 10/13/ Total: POOL/SPA CHEMICALS Total: Page:

19 vchlist 10/1 8/2017 3:40:04PM Voucher List Elmhurst Park District Page: 2 Bank code : epd Voucher Date Vendor /20/ AT&T, INTERNET /20/ BEYON D-BINGO, COLLEEN KOZIARA /20/ BISON, CHARLES /20/ BREWPOINT COFFEE /20/ BRONZE MEMORIAL CO /20/ C.E. RENTALS, INC /20/ CASE LOTS /20/ COW GOVERNMENT, INC /20/ CITY OF ELMHURST /20/ CJC AUTO PARTS /20/ COLFAX CORPORATION Invoice S CP-01 4 CP KJJ PO# Description/Account Amo unt INTERNET SERVICE Total : /2 CHAIR YOGA /9 CHAIR YOGA /16 YOGA Total : TS HI RTSNI~RANS F ER ~ ' Total : COFFEE SUPPLIES AUGUST COFFEE SUPPLIES SEPTEMBER Total : BRONZE PLAQUES (5) Total : STUMP GRINDER RENTAL STUMP GRINDER RENTAL Total: CUSTODIAL SUPPLIES CUSTODIAL SUPPLI ES CUSTODIAL SUPPLIES Total : 1, MERAKI CISCO CLOUD LISC/MR Total : FUEUOIL CONSUMPTION/MATERIA 4, PUBLIC SIDEWALK PROJ Total: 4, # PARTS Total : ASBESTOS ABATEMENT-HAMPSHII 58, Page: 2

20 vchlist 10/18/2017 3:40:04PM Voucher List Elmhurst Park District Page: 3 Bank code: epd Voucher Date Vendor Invoice PO# Description/Account Amount /20/ COLFAX CORPORATION /20/ CONSTELLATION NEW ENERGY, INC /20/ CREATIVE PROMOTIONAL PRODUCTS /20/ CZAJA, RYSZARD /20/ DAN GIBBONS TURKEY TROT FOUND /20/ DCG ROOFING SOLUTIONS, INC /20/ DIAMOND GRAPHICS /20/ DOVIDIO, MEAGAN /20/ EBEL'S ACE HARDWARE /20/ ELMHURST PARK DISTRICT /20/ FACTORY MOTOR PARTS, BIN /20/ FEDERAL EXPRESS /20/ FERGUSON ENTERPR ISES #1 550 (Continued) T / Total: 58, ELECTRIC SERVICE/375 ADMIN Total : EXTRA EMPLOYEE PDRMA JACKEl Total: SOCCER REF 10/6/ Total : CP SPONSORSHIP 5, 'I Total : 5, L O~Arh 'P{ v~.'> WCC GYMNASTICS ROOF-SERVICI Total : POSTAGE FOR NOV. COURTS PLU: 4, Total : 4, STREAMERS-LARGE/SMALL ~ -~ Total: MASKING TAPE/ADHESIVE REMOV 9.42 Total: 9.42 DUPAGE CO. FILING FEE/CTS. DRV Total : #11015 BATIERY CABLE Total : SHIPPING/POSTAGE SHIPPING/POSTAGE Total : GAL COMMER. HOT WATER HE. 3, BICENTENNIAL FOUNTAIN PARTS Page: 3

21 vchlist 10/18/2017 3:40:04PM Voucher List Elmhurst Park District Page: 4 Bank code : epd Voucher Date Vendor Invoice PO # ~~~ ~~ /20/ FERGUSON ENTERPRISES #1 550 (Continued) Desc ri pti on/account Amount Total: 3, /20/ FIRST NATIONAL BANK OF OMAHA, VISA /20/ FORE SUPPLY CO /20/ GEIGER /20/ GEORGELO PIZZA- CHICAGO, INC /20/ GUSTAFSON, MELVIN /20/ INFINITY TRANSPORTATION MGMT, LLC /20/ KC MECHANICAL, INC /20/ KEEPER GOALS, DEMAND & PRECISION /20/ LAKESHORE RECYC LING SYSTEMS, LLC VARI OUS DISTRICT VISA CHARGE ~ 18, Total: 18, MOUTHWASH Total: EVENT PROMO Total : CONCESSIONS Total : ENTERTAINER 10/27 LUNCH ~~Total: CP BUS RIDE TO SHEDD 9/27/ Total : VALVE REPLACEMENT-HUB SPLAS 1, Total: 1, VINYL BATTING CAGE PROTECTOF Total : PORTABLE TOILET SERVICE/CONR PORTABLE TOILET SERVICE/CRES PORTABLE TOILET SERVICE/ELDR PORTABLE TOILET SERVICE/ELDR PORTABLE TOILET SERVICE/MARJ PORTABLE TOILET SERVICE/PION E PORTABLE TOILET SERVICENAN \i PORTABLE TOILET SERVICEIWASf Total : /20/ LEN'S ACE HARDWARE, INC / /1 BUILDING SUPPLIES-BOLTS/NUTS/ WAGNER HOT WATER LINE SOLDE Page: 4

22 vchlist 10/18/2017 3:40:04PM Voucher List Elmhurst Park District Page: 5 Bank code : epd Voucher Date Vendor Invoice /20/ LEN'S ACE HARDWARE, INC. (Continued) /1 PO# Description/Account Amount WAGNER HOT WATER LINE REPAII Total: /20/ MCMASTER-CARR SUPPLY COMPANY /20/ MENARDS-MLRS PARK, ATTN: FRONT EN /20/ MROW CO /20/ NORTHERN ILLINOIS GAS (N ICOR) /20/ PACIFIC TELEMANAGEMENT SVCS /20/ PITNEY BOWES GLOBAL, FINANCIAL SEF ADA-COMPLIANT PIPE INSULATIQI\ Total: ADA BATHROOM-SUPPLY HOSI Total: NEGOTIATION SERV-EASEMENTS : 1, Total: 1, NATURAL GAS SERVICE/ADMIN Total: PAYPHONE SERVICE/ELDRIDGE Total: POSTAGE METER LEASING POSTAGE METER LEASING POSTAGE METER LEASING Total: 1, /20/ R. A. ADAMS ENTERPRI SES, INC /20/ RAWLS, MEAGAN /20/ RENT RITE: PARTY DIVISION BIG TEX TRAILER (70PI-14X) 4, Total: 4, PAINTING SUPPLIES Total: FAMILY FALL FE S T-TAB LE S/C H AIR~ Total : /20/ ROCK VALLEY PUBLISHING LLC, ELMHUF /20/ ROC LAB ATHLETIC INSTRUCTION, CHICA TOUCH A TRUCK/COURTS/MOVIE C 1, Total: 1, FUNDAMENTALS CAMP FUNDAMENTALS CAMP Page: 5

23 vchlist 10/18/2017 3:40:04PM Voucher List Elmhurst Park District Page: 6 Bank code : Voucher epd Date Vendor Invoice PO# /20/ ROCLAB ATHLETIC INSTRUCTION, Cl (Continued) Description/Account Amount Total: 1, /20/ SALESFORCE MKTG SW 1YR 8/27/17-8/26/ Total: /20/ SHARP ELECTRONICS CORPORATION, D C /20/ SMG SECURITY HOLDINGS, LLC /20/ SM ITH, BONNIE /20/ STERLI NG NETWORK INTEGRATION, INC COPIER USAGE AND MAINTENANC 1, Total : 1, ALARM SYSTEMS MAINT-REPAIRIV' Total : FALL DANC~ ECOR ~ - Total: BARRACUDA SEC/INST. REF 2, Total: 2, /20/ SUNBURST SPORTSWEAR /20/ TENNIS CONNECTION /20/ TERRACE SUPPLY COMPANY /20/ TRUCK ALI GNMENT SPECIALISTS /20/ VITAL SIGNS USA /20/ WAREHOUSE DIRECT C LIFEGUARD JACKETS TO STAY AT I Total: COACHES SEM INAR Total: ATHLETICS-C Total : #11022 ALIGNMENT Total : WCC DOORS-VINYL NUMBERS Total : CUSTODIAL SUPPLIES CUSTODIAL SUPPLIES CREDIT-TI SSUE Total: 1, /20/ WILSON RACQUET SPORTS USA, DIV WI RACQUET SPORT SUPPLIES Page: 6

24 Agenda #9b (1) E L M H U R S T P A R K D I S T R I C T B O A R D O F P 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: October 23, 2017 TO: FROM: RE: Board of Park Commissioners James W. Rogers, Executive Director Christi Jacobson, Director of Finance and Human Resources Laura Guttman, Strategy and Planning Coordinator 2018 PROPOSED BUDGET: CAPITAL AND DEBT PRESENTATION ISSUE To allow for adequate time to review, present, and discuss the proposed 2018 capital budget and Long-range Capital Plan along with debt service, staff will provide an overview of both at the October 23, 2017 Board meeting in advance of the 2018 Budget presentation at the November 13, 2017 meeting. DISCUSSION To provide transparency to the Board and community, staff comprehensively present, explain, and answer questions regarding changes and trends in the proposed budget as compared to prior years. To accomplish this goal, staff will present the attached proposed 2018 capital budget and Long-range Capital Plan along with proposed debt service at the October 23, 2017 meeting separate from the District s operational budget, which will be presented in November. Similar to last year, this presentation will provide the Board additional time to review and discuss a significant portion of the proposed budget and focus on the proposed 2018 operating budget at the November 13, 2017 Board meeting. We look forward to hearing and answering your questions. RECOMMENDATION That the Board of Park Commissioners review and discuss the attached 2018 capital budget and Long-range Capital Plan and debt service. Thank you. Attachment: Proposed 2018 Budget: 2018 Capital Improvement Plan Proposed 2018 Budget: Debt Service

25 2018 BUDGET: CAPITAL IMPROVEMENT PLAN Capital improvements enhance, expand or maintain the infrastructure that the District needs to provide programs and services to the community and support new growth and development. To ensure a high quality of services and amenities, infrastructure expansion and improvements must continue as the District s demographics change and facilities age. The District s ten-year Capital Improvement Plan (CIP) details long-range capital improvement needs by outlining $23.0 million in asset management, equipment, and technology improvements and $25.1 million in new and major redevelopment projects that the District plans to implement during a multi-year period. Similar to the Vision 2020: Comprehensive and Strategic Plans, it is a long-range planning tool that is annually reviewed and modified as funds and priorities change. The District defines a capital project as: Relatively high monetary value: o At least $5,000 for operating equipment and machinery. o At least $25,000 for land acquisition and improvements. Long useful life (at least five years). Results in the creation of a fixed asset or the revitalization of a fixed asset. The above definition of a capital project includes: Construction of new facilities; Remodeling or expansion of existing facilities; Purchase, improvement and development of land; Operating equipment and machinery for new or expanded facilities; and Planning and engineering costs related to a specific capital improvement. The first year in the CIP becomes the capital budget for that fiscal year. Projects slated for subsequent years in the plan are approved on a planning basis only and do not receive funding until they are incorporated into the annual capital budget. Capital project revenues and expenses that do not fit within this definition (such as ongoing facility maintenance and repairs) are budgeted in the appropriate funds such as the General Fund, Recreation Fund, Museum Fund, Special Recreation Association Fund, Enterprise Services Fund and Sugar Creek Golf Course Fund. Capital Planning Process The Long-range Capital Plan is developed using a team approach prior to completing the operating budget. Capital Planning Team members (Management Team and other staff involved in the planning and oversight of capital projects) compile project requests and present to the Team proposed projects on a park and facility tour. Being aware that there are always more project proposals submitted than can be funded, the Team reviews and discusses each proposed project to rank and prioritize them, considering their feasibility, necessity, condition, location, cost, method of financing, availability of grants and long-term impact on operations (including maintenance and future operating budgets). To ensure that the Capital Plan is not merely a wish list, but rather a schedule of realistic needs based on available funding, staff use project evaluation criteria to effectively establish a relative priority for assessing and prioritizing projects. During the Capital Plan development process, departments determine which evaluation criteria are applicable to each project and then rank them based on their level of immediacy, impact and necessity for that project. The average criteria ranking of each project is then calculated to determine the relative priority of the project compared to the other proposed projects. There are five project priority categories: Highest, High, Medium, Low and No Need. This prioritization process provides a consistent and fair method for assessing projects during the capital planning process. On the next page is a listing and description of all the capital project evaluation criteria. 1

26 2018 BUDGET: CAPITAL IMPROVEMENT PLAN Eliminates a threat to personal and public safety: A project that eliminates or reduces obvious hazards or threats to public health and safety. Satisfies or meets a legal requirement, liability or mandate that must be addressed in the next fiscal year (law, regulation or court order): A project that is required by federal or state statute, court order or regulation or a project that moves the District into further compliance with such mandates. Addresses completing a project commitment with dedicated funding, which has already been approved by the Park Board: A project that the District has already made a prior commitment to complete, is already in progress, or impacts the start or completion of another project. Advances the implementation of the District s mission, vision, strategy, goals or policies approved by the Board of Park Commissioners: A project that addresses the implementation of strategies and goals approved by the Board of Park Commissioners (e.g., Strategic Plan, Comprehensive Plan, Park Master Plan). Satisfies or meets a legal requirement, liability or mandate that can be addressed in future years of the Capital Plan (law, regulation or court order): A project that is required in future years by federal or state statute, court order or regulation, or a project that moves the District into further compliance with such mandates. Improves the positive impact on the environment and reduces carbon footprint: A project that minimizes the carbon footprint of operations, preserves and promotes green space in the community and/or improves overall energy efficiency. Rehabilitates or replaces a facility or equipment that has reached its useful life and/or preserves existing resources/return on investment: A project that, through scheduled replacement, replaces or repairs existing infrastructure to maintain existing levels of service or return on investment (e.g., ball fields, fitness equipment, parking lots, etc.). Reduces future maintenance or operating costs: A project that lowers operating expenditures (e.g., reduces annual maintenance costs, eliminates obsolete equipment or inefficient facilities, etc.). Leverages available private or local, state or federal government funds: A project that can be financed with non-general government revenue sources. Results in generating net revenue that exceed the direct operational cost of facility/equipment and create a profit without using tax revenue: A project that covers its operating expenses through non-tax revenue and generates net income over expenses. Provides new or expanded level of service: A project that improves service quality, provides for higher standards of service for customers or maintains/increases the District s competitive advantage. The new service may also accommodate facility demands and address projected growth patterns. Promotes intergovernmental cooperation and other partnership opportunities: A project that encourages partnerships and collaboration between various public, community, and private organizations and/or individuals to implement. Improves the way the District operates resulting in increased productivity and efficiency: A project that raises service quality, saves labor time, improves service, enhances communication, maximizes layout of space and/or enhances technology. Provides enhanced safety: A project that will reduce the District s potential exposure to risk. While these criteria are important for determining recommended capital priorities, the reality of the District s financial situation is critical to all decisions. Projects that are not funded or accomplished in a given year are reevaluated as part of the capital planning process and may be carried over to a future year. 2

27 2018 BUDGET: CAPITAL IMPROVEMENT PLAN 2018 Capital Plan Funding and Projects On pages of this section is the Capital Improvement Plan Summary that includes a listing of all the projected revenue sources and their amounts for the duration of the Long-range Capital Plan (where available) and a listing of proposed projects, the department responsible for their completion and their criteria rank, priority level, projected expenses spread over the years of the plan and projected total expenses Capital Plan Funding Percent of Proposed 2018 Capital Funding by Source Proposed funding sources for the 2018 projects and the contingency total $3,406,361 and include the following: Debt Proceeds ($338,958) 2018 (annual rollover) G.O. Bond proceeds in the Capital Improvement Fund ($338,958) for a portion of the Berens Park West Parking Lot and Oaklawn Avenue Parking Stalls Paving ($96,958) and the Vision 2020 Projects Professional Services ($100,000), Rolling Vehicle Stock Replacement ($72,000), and Maintenance Facility Parking Lot Replacement ($70,000). Property Tax Levy ($303,987) Special Recreation Association Fund 2018 tax revenue ($200,000) to complete accessibility improvements and fund a portion of the Conrad Fischer Park Redevelopment. Museum Fund 2018 tax revenue ($14,000) to partially fund the Wilder Mansion Flooring Replacement and Renovation. 3

28 2018 BUDGET: CAPITAL IMPROVEMENT PLAN Paving and Lighting Fund 2018 tax revenue ($89,987) to partially fund the Berens Park West Parking Lot and Oaklawn Avenue Parking Stalls Paving. Cash and Investments ($2,392,966) General Fund cash and investments transferred to the Capital Improvement Fund ($423,195) for the Financial and Enterprise Resource Planning (ERP) and Payroll Software ($153,852), Parks and Facility Grounds Equipment Replacement ($80,000), PC Replacement ($70,000), Crestview Park Sled Hill Fence Replacement ($47,000), Document Imaging Software ($20,843), Security Camera System Upgrades ($8,500), Administration Building Window and Door Engineering ($8,000), and a portion of the Safety Town and Bicentennial Fountain Renovations ($35,000). Recreation Fund cash and investments transferred to the Capital Improvement Fund ($1,038,750) for a portion of the Berens Park Synthetic Turf Fields Replacement ($691,250), a portion of the Conrad Fischer Park Redevelopment ($59,000), and the Wagner Community Center Roof Restoration ($275,000) and HVAC System Assessment ($13,500). Special Recreation Association Fund cash and investments (from tax revenue levied in previous years) ($30,000) for the Eldridge Park West Playground Resurfacing. Enterprise Services Fund cash and investments ($387,966) for Courts Plus capital projects, including: Fitness Equipment Replacement ($117,966), Domestic Boiler Replacement ($113,500), Pool Filter Replacement ($65,000), Interior Enhancements ($29,500), Parking Lot Sealcoating ($24,500), Exterior Sign Replacement ($19,500), and Roof Improvements ($18,000). Capital Improvement Fund cash and investments ($463,055) for the Salt Creek Greenway Trail Connector project ($145,000) deferred in 2015; Contingency funds ($75,000), Berens Park Sled Hill Engineering ($35,000), a portion of the Conrad Fischer Park Redevelopment ($145,000), and a portion of the Berens Park West Parking Lot and Oaklawn Avenue Parking Stalls Paving ($63,055). Paving and Lighting Fund cash and investments (from tax revenue levied in previous years) ($50,000) for a portion of the Berens West Parking Lot and Oaklawn Avenue Parking Stalls Paving. Income (Earned in that Fiscal Year) ($55,000) General Fund Income ($10,000) from Athletic Field Advisory Committee (AFAC) member user fees transferred to the Capital Improvement Fund to partially fund the Salt Creek Park New Batting Cages. Sugar Creek Golf Course Fund income ($45,000) for Sugar Creek Maintenance Equipment Replacement. Grants/Donations ($315,450) People for Elmhurst Parks (PEP) donation ($6,700) in the Museum Fund to partially fund the Wilder Mansion Flooring Replacement and Renovation. Elmhurst College and Elmhurst Youth Baseball donation ($20,000) in the Capital Improvement Fund to partially fund the Salt Creek Park New Batting Cages. Elmhurst College payment ($233,750) in the Capital Improvement Fund to fund 25% of the 2018 Berens Park Synthetic Turf Fields Replacement. 4

29 2018 BUDGET: CAPITAL IMPROVEMENT PLAN Sponsorship revenue ($55,000) in the Capital Improvement Fund to fund Safety Town and Bicentennial Fountain Renovations Capital Plan Projects and Contingency Amount of Proposed 2018 Capital Project Expenses by Category The proposed 2018 capital budget is $3,406,361 and a detailed description of each project (grouped by project category) is provided in this section, including its projected expenses, work to be accomplished and justification for inclusion in the 2018 capital budget. Vision 2020 Planning ($100,000) Vision 2020 Projects Professional Services ($100,000): Based on the key findings and strategies in the Vision 2020 Plan, the 2018 Strategic Work Plan includes future capital projects which will require funding for engineering and architectural services in 2018 and will advance the implementation of the Plan approved by the Board on July 10, The key findings were based on community and stakeholder feedback and the outcomes of The Lakota Group's facility, parks, and programming needs assessment and identified projects such as a dog park, indoor sports facility, and 135 Palmer Drive redevelopment as high priorities. To determine the prioritization, timing, and funding for these projects, preliminary planning needs to be completed, including, but not limited to, site feasibility studies, facility master plans, design and engineering documents, cost projections, funding options, etc. Staff feels that this planning is the critical first phase for making the Vision 2020 recommendations a reality since it will provide the Board and staff with the information necessary for making sound decisions to meet current and future park, facility, and programming needs. Park Improvements ($2,006,000) Berens Park Synthetic Turf Fields Redevelopment ($925,000): In 2018, staff recommends replacing the two synthetic turf fields in Berens Park for a total cost of $925,000 (fields C and D). In 2015, based on a third party assessment of these fields, the District completed repairs and maintenance to extend the life of these fields another three years so that athletic groups would not be adversely impacted by field conditions. Installed in 2008, these fields now have reached the end of their useful life and replacement is necessary 5

30 2018 BUDGET: CAPITAL IMPROVEMENT PLAN 6 to continue providing a safe surface for play, and meet the high demand for athletic field group usage. This project addresses the Vision 2020 Strategic Theme of Meeting Community Needs for Parks, Open Space, and Outdoor Amenities and is a high priority in the 2018 Strategic Work Plan. The project expenses include engineering fees ($85,000) and the removal and replacement of the carpet and synthetic turf on both fields ($840,000). After project completion, staff will budget $5,000 annually for contractual field maintenance, including deep cleaning, fluff compacted crumb rubber sweeping, and debris removal with magnet. Based on the current agreement with Elmhurst College, the school is responsible for half of the replacement expense for field C (as the College funded 50% of its initial installation for continued priority use and per the use agreement is obligated to fund a portion of replacement). The College s portion is a quarter of the overall project cost of $233,750. The District s portion of project expenses will be funded utilizing Recreation Fund reserves of $691,250. Conrad Fischer Park Redevelopment ($404,000): In the proposed 2018 Capital Plan, staff recommends improvements at Conrad Fischer Park to address deficiencies identified in the District s ADA Transition Plan and based on the Vision 2020 Plan park assessment. Specific work includes the following: replacing and updating the playground equipment and surface, which have reached the end of their useful life, including adding ground level components and accessible components as identified in the District s ADA Transition Plan ($300,000); redeveloping and resurfacing the tennis courts ($90,000); replacing existing asphalt path to meet ADA guidelines, including fixing cross slopes and accessible routes ($10,000); and replacing the drinking fountain and installing a new concrete pad ($4,000). This project addresses the Vision 2020 Strategic Theme of Meeting Community Needs for Parks, Open Space, and Outdoor Amenities and is a high priority in the 2018 Strategic Work Plan. The park scored low overall in the Vision 2020 park assessments (65 out of 100) and the individual amenity scores for the playground (49 out of 100) and tennis courts (68 out of 100) contributed to this low score. Additionally, replacing the old outdated playground will reduce maintenance costs and expand play opportunities for park users. This project will be funded utilizing tax revenue in the Special Recreation Association Fund ($200,000 to address accessibility improvements) and Recreation Fund ($59,000) and Capital Improvement Fund ($145,000) reserves. Berens Park West Parking Lot and Oaklawn Avenue Parking Stalls Paving ($300,000): As part of the upkeep, safety, and maintenance of the parks, staff proposes completing total grinding, resurfacing and repairing of the Berens Park West parking lot and parking stalls along Oaklawn Avenue, which are at the end of their useful life ($300,000). Although seal coating and maintenance extends the life of the asphalt, it eventually deteriorates and must be replaced for safe pedestrian and vehicle use. Additionally, this project will improve ADA accessibility and vehicle performance and reduce future environmental stress and maintenance costs. This paving project will be funded utilizing 2018 (annual rollover) G.O. Bond proceeds ($96,958), Paving and Lighting Fund tax revenue ($89,987) and reserves ($50,000), and Capital Improvement Fund reserves ($63,055). Salt Creek Greenway Trail Connector ($145,000): The 2018 capital budget includes funds for 20% of the total cost for completing the engineering and design ($58,000) and construction ($87,000) of a 740 ft. long by 6 ft. wide asphalt trail connection in proximity to Brush Hill Road south of Butterfield Road. The current alignment at this location has trail users on the shoulder of the road and traveling against the flow of traffic.

31 2018 BUDGET: CAPITAL IMPROVEMENT PLAN Eighty percent (80%) of the total project cost is funded through an Illinois Transportation Enhancement Program (ITEP) grant. Preliminarily engineering for the project was completed in However, continued work on it is shifted to 2018 due to delayed Illinois Department of Transportation (IDOT) bid letting schedules and continued negotiations of the easement with the property owners at 360 Butterfield Road and the Astoria Place Homeowners Association. This project will be funded with Capital Improvement Fund reserves (grant funds are still available to fund 80% of project expenses). Safety Town and Bicentennial Fountain Renovations ($90,000): In the 2018 capital budget, staff recommends updating and renovating Safety Town buildings and grounds ($55,000) and the area around the Bicentennial Fountain ($35,000), which are both located in Wild Meadows Trace. The proposed Safety Town improvements include the following: replacing roofing, tuck pointing, and painting the mini buildings, which are beyond their useful life and require modernization; replacing benches to meet ADA compliance for companion seating; upgrading walkways, slopes, and curb cuts to comply with universal ADA standards; and updating and modernizing signage, including those that identify sponsors of the buildings and amenities. Similar to when Safety Town was built in 1999, staff will seek sponsorships of the buildings and amenities to fund these improvements ($55,000 fundraising goal to match total project expenses). To provide a pleasant and accessible public space for park users, the Wild Meadows Trace Bicentennial Fountain renovations include the following: improving and rehabilitating the grounds around the fountain; installing ADA compliant seating; and tuck-pointing the brick of the fountain to help prevent water damage and provide stability to the masonry wall. This portion of the project will be funded with General Fund reserves ($35,000). Crestview Park Sled Hill Fence Replacement ($47,000): In 2018, staff recommends replacing the deteriorating chain-link fence at the top and bottom of the Crestview Park sledding hill, which is a popular winter recreational amenity in this park. The fence has reached the end of its useful life and replacing it would significantly improve the overall safety and aesthetics of the sled hill. This project will be funded utilizing General Fund reserves ($47,000). Berens Park Sled Hill Engineering ($35,000): In the 2018 capital plan, staff recommends hiring an engineering firm to design and provide cost estimates for the re-grading of the slope at the Berens sled hill, restoration of the natural area surrounding the perimeter of the hill, and replacement of the fencing ($35,000). This future project will eliminate the deteriorating fencing and rough and uneven terrain and landscape that encompasses the sled hill as well as reduce the costs associated with ongoing fence repair and tree removals and maintenance. Furthermore, it would rehabilitate a key recreational amenity for the community as the sled hill is utilized year-round (in the winter for sledding and during other seasons as a unique component of fitness workouts). This project will be funded utilizing Capital Improvement Fund reserves ($35,000). Salt Creek Park New Batting Cages ($30,000): The proposed 2018 capital budget includes installing batting cages in the current bullpen area at Salt Creek Park to provide an additional training area for youth baseball and softball leagues, the Elmhurst College Softball team, and all park patrons. The project will be 7

32 2018 BUDGET: CAPITAL IMPROVEMENT PLAN funded by AFAC Member User Fee revenue ($10,000) and Elmhurst College and Elmhurst Youth Baseball donations ($20,000). Eldridge Park West Playground Resurfacing ($30,000): In 2018, staff proposes replacing the Eldridge Park West playground safety surfacing damaged by tree roots to ensure future safe and accessible use of the area by park patrons. This project will be funded utilizing Special Recreation Association Fund reserves since it will provide continued accessibility to the play area ($30,000). Facility Improvements ($366,500) Wagner Community Center (WCC) Roof Restoration ($275,000) and HVAC System Assessment ($13,500): To improve the customer experience and maintain the facility, the 2018 capital plan includes restoring the roof and conducting an engineering assessment of the HVAC system. Both proposed projects will be funded utilizing Recreation Fund reserves ($288,500). In 2015, a thermal scan of the roof revealed no significant areas of deterioration, making it a good candidate for roof restoration, which will extend its life until a complete roof replacement is needed and preserve the integrity of the interior finishes of the facility. The project involves reusing the existing roof system, which would minimize removal and disposal costs while being environmentally friendly ($275,000). In 2018, staff also proposes hiring an engineer to assess WCC s existing HVAC equipment to recommend system upgrades (including four roof top units: three above offices and one above the Sunbeams & Rainbows classroom, as well as Classrooms 1 & 2) ($13,500). Staff s ultimate goal is to replace the current system with modern, energy efficient units, which will positively impact the environment and require less maintenance, resulting in cost savings. Maintenance Facility Parking Lot Replacement ($70,000): As per the intergovernmental agreement with the City of Elmhurst regarding shared facility use, the District utilizes space and amenities at the City s Maintenance Facility (e.g. offices, work spaces, lunchroom, garage space, gas pumps). The City maintains the building and schedules necessary upgrades and based on the intergovernmental agreement, the District contributes 25% towards project costs. The City included in its capital plan the grinding and overlay of the parking lot, which is necessary for the City s and District s continued use of and access to the maintenance facility ($70,000 is the District s portion of the cost). This project will be funded utilizing 2018 (annual rollover) G.O. Bond proceeds. Administration Building Window and Door Engineering ($8,000): The original construction date of the District s Administrative Offices is unknown, but estimated to be in the 1950's, with major additions and renovations until approximately The project involves hiring an engineer to assess the replacement of building windows and doors. The existing windows are not energy efficient and the doors require upgrading to provide an additional level of security and curb appeal. The engineering assessment will provide staff with good cost estimates as well as professional specifications for the future replacement project. This project will be funded utilizing General Fund reserves ($8,000). Vehicles and Equipment Replacement (except for Enterprise Facilities) ($152,000) Best practice in fleet management and equipment replacement is to annually replace vehicles and equipment as they near the end of their useful life since they are essential for day to day maintenance operations. This practice allows for continued routine replacement, which maintains the trade-in or auction value of used vehicles and equipment and reduces long-term replacement costs. Also, changes in technology and ultra-specific tools and implements for equipment allow for greater efficiencies in the overall maintenance operations, improving productivity and outcomes in the field. Recommended vehicle and equipment replacement for 2018 is described on the following page. 8

33 2018 BUDGET: CAPITAL IMPROVEMENT PLAN Parks and Facilities Grounds Equipment Replacement ($80,000): Mowers, loaders, and tractors are essential for day-to-day maintenance operations so staff annually recommends budgeting for the replacement of this equipment as it reaches the end of its useful life. As noted previously, delayed replacement can result in increased costs to maintain the equipment and potential project and maintenance task interruptions due to lost time for repairs. Staff recommends the 2018 vehicle purchase include one Parks Division utility tractor with an 80 aerator and end loader, which will replace two existing and deteriorating tractors that are 15 and 40 years old. The new tractor will be functional year-round as compared to the current equipment, which is operated only for seasonal maintenance and projects. The tractor will be funded utilizing General Fund reserves ($80,000). Depending on the demand for used equipment and their condition, staff anticipates approximately a $6,000 return on the equipment for trade-in while also saving on future repair costs of approximately $8,000 annually. Rolling Vehicle Stock Replacement ($72,000): Plowing, towing, and hauling takes a toll on fleet vehicles and as vehicles reach the end of their useful life, the rolling stock allows the District to cycle in new vehicles with higher fuel efficiency, while capitalizing on the return on investment by getting a higher trade-in value. This practice allows the District to keep the fleet of vehicles current, maintain the annual spending on vehicles at a relatively consistent level (decreasing the need for large multi-vehicle purchases), and reduce the impact of depreciation on the fleet. In 2017, based on the current condition, mileage, and usage of the District s fleet, staff postponed the vehicle replacement schedule, but recommends resuming it in 2018 with the purchase of two Facility Division vehicles: a Ford transit van and Ford pick-up with service body ($72,000). The current vehicles are both eight (8) years old and on the road daily. The transit van will be utilized by the District s plumber and the pick-up with service body will function as a daily Facility maintenance vehicle. The pick-up will also be used for plowing snow and towing the special events trailer. The service body allows maintenance staff to store all of their tools securely in tool boxes around the perimeter of the bed, while still being able to utilize the bed for hauling larger items and equipment. This purchase will be funded utilizing 2018 (annual rollover) G.O. Bond proceeds ($72,000). Revenue from trade-ins and auctions offset the impact of vehicle replacement costs. Depending on the demand for used vehicles and their condition, staff projects an estimated potential return of $3,000 from the trade-in/auction of the vehicles listed above and an annual savings of $5,000 for repair parts due to the replacement of these vehicles. Enterprise Facility Projects ($453,666) To continue to meet enterprise facility financial goals and provide a quality customer experience, the 2018 proposed capital budget includes the following projects. Courts Plus Fitness Equipment Replacement ($117,966): This project continues the implementation of the five-year fitness floor equipment purchase plan based on a useful life template, which focuses on upgrades to high use equipment while maximizing resale value. The District s goal is to trade-in equipment before a significant increase in repairs and to remain competitive with other fitness providers as the new equipment provides the latest in fitness technologies and amenities. In the 2018 capital budget, staff proposes purchasing twenty-five (25) spin bikes ($55,000) and Functional Strength line equipment for athletic training ($18,000) along with expanding the connectivity of internet capable cardio equipment ($7,725). The seven (7) year old spin bikes have frames with significant rust damage due to high use, and staff is beginning to have difficulty finding original parts for repairs to the eleven (11) year old Functional Strength line. The proposed project costs also reflect the second of three 9

34 2018 BUDGET: CAPITAL IMPROVEMENT PLAN installment contract payments ($37,241) for fitness equipment replacement that was approved by the Park Board on July 10, This project will be funded utilizing Enterprise Services Fund reserves ($117,966). Revenue from the resale value of equipment impacts replacement costs. Depending on the demand for used equipment and their condition, staff projects an estimated potential return of $5,000 from reselling old equipment in Staff also estimate an annual repair/maintenance cost savings of $1,000 since the current equipment is no longer under warranty and repairs typically increase after three to four years for cardio equipment. Courts Plus Domestic Boiler Replacement ($113,500): The 2018 capital budget includes funds to replace the Courts Plus domestic hot water boiler which was installed in 1989 and is beyond its useful life. The new boiler will be an energy efficient hot water on-demand system, which will reduce future fuel costs and provide uninterrupted hot water service to our members. The new equipment will also reduce service calls and repairs. As a result, operating expense savings are projected at $2,500 in the first year after installation and $2,000 in the second. This project will be funded utilizing Enterprise Services Fund reserves ($113,500). Courts Plus Pool Filter Replacement ($65,000): In 2018, staff proposes replacing the Courts Plus pool filter tank, which is beyond its useful life at over 20 years old and is welded shut. A new pool filter will prevent equipment failure, thereby providing uninterrupted pool service to members. This project will be funded utilizing Enterprise Services Fund reserves ($65,000). Sugar Creek Golf Course Maintenance Equipment Replacement ($45,000): With the average age of equipment over 16 years, staff recommends continuing the Sugar Creek Golf Course equipment replacement plan using a three-year lease to replace a fairway mower. As noted in the Vehicle and Equipment Replacement section, the age and inefficiency of equipment results in lower resale values that can be used toward purchasing new equipment. It also results in lost time (due to repairs and poor performance) and leads to a deterioration of the core facility and services, which results in reduced course revenue due to a lower quality product being offered. Some aged equipment becomes beyond repair and requires complete replacement as repair parts are no longer available. Also, newer equipment conforms to current EPA Tier 3 emissions and fuel standards, increasing fuel efficiency and decreasing pollution and fuel costs. This lease will only be executed if it is financially feasible based on healthy Sugar Creek Golf Course Fund income levels after the third quarter of 2018 ($45,000). Courts Plus Interior Enhancements ($29,500): In the 2018 capital budget, staff proposes making Courts Plus interior facility improvements to continue the welcoming appearance of the facility, create a pleasant fitness experience, compete with local fitness facilities, and reduce operating expenses. To maintain the inviting and aesthetically pleasing look of the facility interior, this project includes funds for general facility painting, updating wall coverings, and replacing ceiling tiles. Staff also proposes installing LED energy efficient lighting fixtures in the cafe, service desk and upper and lower pool areas. The District will realize long term savings from the LED lighting fixtures due to reduced energy consumption (potential annual savings of $2,000). This project also includes recoloring the poured rubber flooring, which is scratched and worn and the finish coat has reached the end of its useful life in the multipurpose room. This project will be funded utilizing Enterprise Services Fund reserves ($29,500). Courts Plus Parking Lot Sealcoating ($24,500): Continued routine maintenance of asphalt extends the life of the product and reduces long term replacement costs. Therefore, staff proposes sealcoating, crack filling, and re-striping the Courts Plus lot in In 2017, the District completed repairs to cracked and worn portions of the asphalt, curbs, and aprons to also protect the long term integrity of the lot and useful life of the asphalt. This project will be funded utilizing Enterprise Services Fund reserves ($24,500). 10

35 2018 BUDGET: CAPITAL IMPROVEMENT PLAN Wilder Mansion Flooring Replacement and Renovation ($20,700): In the 2018 capital budget, staff proposes two capital projects at Wilder Mansion. To improve the food preparation area on the lower level, the first project involves leveling the concrete floor and installing VCT (vinyl composition tile) flooring along with replacing stairwell carpeting ($12,500). This update will provide appropriate, safe, and easier to maintain flooring for food service and high-traffic areas along with improving the working conditions for mansion staff and outside vendors. To maintain the heavily used wood flooring so that the facility continues to be a desirable high-quality event rental space, the second mansion capital project is replacing the existing wood flooring on the second level ($8,200). In 2017, the District replaced wood flooring in the main level Wilder Room and in 2016, the wooden flooring in the White Birch Room and hallway on the main level. Both projects will be funded utilizing the Museum Fund tax levy revenue ($14,000) and a donation from the People for Elmhurst Parks (PEP) Foundation ($6,700). Courts Plus Exterior Sign Replacement ($19,500): Since the current Courts Plus exterior sign is over 20 years old and beyond its useful life, staff proposes replacing it with a new electronic sign that meets City of Elmhurst codes. The updated sign is proposed to have new technology, provide advertising space and improve the appearance of facility from the street. In the 2019 budget, staff proposes adding landscaping improvements around the sign. This project will be funded utilizing Enterprise Services Fund reserves ($19,500). Courts Plus Roof Improvements ($18,000): Beyond its useful life, staff proposes improving the Courts Plus roof in phases starting with the Kids Plus rubber membrane in This replacement will reduce maintenance expenses due to repetitive service calls for roof repairs, and temporary placement of buckets above the ceiling due to leaks which cause damage and discoloration of tiles. Future project phases include replacement of fitness floor rubber membrane in 2019, between tennis court pods in 2020, and café in This project will be funded utilizing Enterprise Services Fund reserves ($18,000). Information Technology ($253,195) Financial Enterprise Resource Planning (ERP) and Payroll Software ($153,852): The 2018 capital budget includes the proposed purchase of new financial management software, which will incorporate purchasing, budgeting, accounts payable, human resources management, payroll, and ledger reporting into one automated system. The new software will also allow for improved cost recovery measurement, reporting, tracking of purchases, and access to timely financial information. Currently, the District has separate payroll and financial software systems (with no electronic purchasing capabilities) and uses an inhouse created interface software for staff to access financial information with limited report capabilities. The payroll software is antiquated and uses Foxpro, a text-based programming language and database management system which is no longer supported by Microsoft Windows, which is the operating system used by the District. Some of the specific capabilities of the new software include, but are not limited to, the following: electronic purchasing that will allow users to directly enter purchase orders, automatically encumber budgeted dollars, and provide routing for electronic approval; streamlined budget preparation interfaces with other District financial and registration software; user-friendly, customizable software workspaces; information sharing between departments; elimination of excessive data entry; querying options and built-in reporting capabilities that allow for standard and custom reporting; drill down dynamic data and automatic report generation for detail analysis; and 11

36 2018 BUDGET: CAPITAL IMPROVEMENT PLAN transaction auditing as details of entries are stored in the software in addition to copies of support documentation. The anticipated project cost includes software ($45,435), hardware ($2,662), and implementation and training fees ($105,755). Maintenance support on the new software is projected at approximately $9,100, which will result in a savings of $25,400 annually ($34,500 is the maintenance cost for the current software) and a return on investment of six years. This purchase will be funded utilizing General Fund reserves. PC Replacement ($70,000): In the 2018 capital budget, staff recommends replacing approximately 70 workstations/laptops based on a cyclical replacement schedule, The District is nearing the end of the threeto-four year hardware lifecycle for these devices, which were last upgraded in It is essential for enduser equipment to be relevant to keep up with vendor releases as well as to replace malfunctioning or defunct workstations (currently, the District has only two spare workstations). Based on industry best practice, staff recommends replacing all of the devices in one year so that workstations utilize the same operating system version and hardware, reducing break fix repairs and downtime and facilitating consistent software image builds. This purchase will be funded utilizing General Fund reserves ($70,000). Document Imaging Software ($20,843): In the 2018 capital budget, staff recommends the purchase of document imaging software to streamline the management of membership, registration, and employee documents/forms (e.g., program paperwork, health records, human resource forms, vendor documentation, etc.). The software will improve the organization, accessibility, and efficiency of document storage and retrieval for District staff and customer/members. Additionally, it will reduce paper and printing costs, decrease file cabinet storage space, enable the quick retrieval of paper documents, and enhance the security of document storage and access. The projected project costs reflect software ($16,435), hardware ($1,000), and installation, training and consulting fees ($3,408), which will all be funded utilizing General Fund reserves. Annual support fees are projected at $3,617 (for ten licenses). Security Camera System Upgrades ($8,500): In 2015 and 2016, the District upgraded and expanded the Wagner Community Center and Courts Plus security systems. In 2017, the Wilder Mansion system was upgraded. In 2018, staff recommends replacing the low-definition analog security cameras and DVR (digital video recorder), which are reaching the end of their useful life, with new digital cameras and NVR (network video recorder) at The Hub ($4,000), Sugar Creek ($1,000), The Abbey ($1,000) and East End Pool ($2,500). Additional digital cameras will be added and/or better positioned at The Abbey, The Hub, and East End pool improving security for these locations. Digital cameras and NVRs are competitively priced to analog counterparts, and NVR recorders provide larger capacity for recording and retention. Additionally, replacing the outdated NVRs will allow for consistent management of all security systems. The proposed project costs include the hardware, licensing, and installation fees, which will be funded with General Fund reserves ($8,500). Contingency ($75,000) Contingency ($75,000): Funds are allocated for unanticipated emergencies and change orders. 12 Impact of Projects on the Operating Budget During the capital planning process, staff develops estimates for the financial impact of proposed projects on the operating budget during the three-year period after project completion. This section provides an overview of how capital expenses may or potentially may affect the District s current and future operating budgets and services. This financial impact analysis is critical to consider when determining capital project funding and priorities so adequate resources are available to open, manage and/or maintain upgraded or

37 2018 BUDGET: CAPITAL IMPROVEMENT PLAN new facilities and equipment and to appropriately prioritize projects based on the funding available in current and future budgets. Park Improvements and Amenities: A majority of the District s capital plan projects are for the redevelopment of existing parks or repairs to existing structures that have a minimal impact on operating expenses. However, new park amenities and improvements may have an impact on future operating expenses to meet increased supply, material, and/or maintenance needs. For example, to ensure a safe playing surface and extend the life of the turf product, staff will allocate $5,000 for annual contractual maintenance, including deep cleaning, fluff compacted crumb rubber sweeping, and debris removal with magnet of the synthetic turf fields at Berens Park proposed for replacement in Park projects may also lead to a slight increase in supply expenses such as the new sand volleyball courts at York Commons (proposed for 2019), which will result in a $500 annual budget impact to purchase replacement sand annually. Similarly, the new Plunkett Park athletic field irrigation system proposed for 2023 will also lead to a slight increase in expenses for utilities due to water usage and for maintenance to start-up the system at the beginning of the season and shut it down at the end ($350 annual impact overall). New Facilities: Large-scale facility development and expansion upgrades typically do have a significant impact on future operating expenses, including staffing, maintenance, utilities, supplies, etc. For example, staff proposes in future years of the Capital Plan to construct a 6,000 square foot storage garage in Berens Park to accommodate the maintenance needs of north side parks and facilities since the District s main maintenance facility is on the south side of Elmhurst. This project would increase annual utility costs by approximately $8,700 and maintenance costs by $5,000 offset with a reduction in road travel, resulting in less fuel use and wear-and-tear on vehicles. Technology Projects: To continue to meet changing technology needs, staff included projects in the capital plan for new and upgraded hardware and software, which typically have an impact on the operating budget. Although a portion of the operating expenses may already be in the budget, if the project involves upgrading or replacing existing hardware/software, expenses may increase or decrease due to the system needs of the new/upgraded software (e.g., annual maintenance fees). For example, the proposed upgrade to the financial and payroll systems in 2018 will result in decreased operational expenses of $25,400 in the first year and $25,218 in the second year due to lower annual maintenance fees for the new software as compared to the current software. Conversely, operating expenses may increase when a new type of software is purchased by the District such as the document imaging software proposed for 2018, which has annual support fees of $3,617. Equipment Replacement: Annually replacing our oldest vehicles and equipment allows staff to work as efficiently as possible and meet customer service expectations as newer vehicles and equipment require less repairs resulting in shorter downtime and provide greater performance. For example, annual fitness equipment replacement is projected to result in annual maintenance cost savings from $1,000 to $4,500 after purchase due to replacing equipment no longer under warranty. Also, equipment has a higher resale value when it is not past its useful life; therefore, if staff purchases new equipment according to the recommended replacement schedule rather than waiting until it is no longer usable, the District can utilize those dollars toward the purchase of new equipment. Depending on the demand for used equipment and its condition, staff projects a potential annual average trade-in value of $10,300 for the next three years of the fitness equipment replacement plan. Similar to fitness equipment, replacing vehicle and grounds maintenance equipment can potentially offset expenses from trade-ins and auctions. Depending on the demand for used equipment and its condition, staff expects approximately a $6,000 return on the equipment being replaced in Additionally, in the first year after purchase, the District will realize savings in equipment parts and repairs of approximately $8,000 for equipment. The savings on parts and maintenance typically decreases by half in the second year. The District also realizes similar savings when replacing vehicles, including trade-in/auction value and 13

38 2018 BUDGET: CAPITAL IMPROVEMENT PLAN savings in vehicle parts and maintenance one year after purchase ($3,000 and $5,000 respectively for the proposed 2018 vehicle purchases). Similar to equipment, the savings on parts and maintenance typically decreases in the second year by half. Building Improvements: Building improvements can lead to a reduction in long-term operating expenses. Energy saving projects such as replacing existing lighting systems with energy efficient ones can reduce utility costs. For example, staff projects that the proposed replacement of fixtures in the Courts Plus café, service desk, and upper and lower pool areas in 2018 will lead to a potential approximate savings of $2,000 annually (new fixtures have a third of the daily electricity use as compared to current non-led fixtures). Replacing building systems can also lead to energy savings such as the proposed replacement of the Courts Plus domestic boiler in Due to technology improvements, this new equipment will reduce service calls and material and energy costs, resulting in a projected annual savings of $2,500 in the first year and $2,000 in the second year after installation. Specifically, these savings are due to a reduction in fuel consumption from installing a green high efficiency boiler and repair expenses due to installing new equipment. If the District were to install a permanent tent at The Hub facility (proposed for 2019), the District would realize a reduction in annual staff maintenance ($250), woodchip replacement ($600) and tent rental and repair costs ($3,000) as staff would no longer need to put-up and take-down the tent or pay repair costs after severe storms. Also, the District could potentially receive approximately $5,000 for selling the existing tent. Revenue Generating Improvements: After a project is completed, it may also impact revenues and as a result, offset an increase in operating expenses. For example, staff proposes buying a commercial washer and dryer in 2019 to add towel service to the current membership amenities offered at Courts Plus. Operating expenses are projected to increase an average of $14,200 annually (the first three years) for the cost of purchasing towels and cleaning supplies and for staff to provide this service. These expenses will be offset by the additional annual average projected revenue of $13,500 (the first three years) from members using the towel service. The projected net impact on the operating budget is $1,500 of additional expenses during the first year of use, $500 the second year and $0 during the third year. Five-year Comparison of Capital Expenses The chart below illustrates capital plan project expenditures for 2014 to 2016 and budgeted expenditures for 2017 and Capital Plan Historical Expenses 5,000,000 4,500,000 4,000,000 3,500,000 3,000,000 2,500,000 2,000,000 1,500,000 1,000, , Actual 2015 Actual 2016 Actual 2017 Budget 2018 Budget 2014 Actual 2015 Actual 2016 Actual 2017 Budget 2018 Budget 1,006,849 1,724,584 3,925,362 4,355,030 3,406,361 14

39 2018 BUDGET: CAPITAL IMPROVEMENT PLAN As compared to the 2017 Budget, capital project expenses are decreasing by 27.9% ($948,669) in the proposed 2018 Budget due primarily to the 2017 purchase and initial stages of abatement of the 135 Palmer Drive property and a lower amount of capital project spending in 2018 to maintain healthy reserve levels for future capital project spending. When comparing 2016 actual to 2017 budgeted capital expenses, 2017 budgeted capital expenses increased by 9.9% ($429,668) to fund the purchase and initial stages of abatement of the 135 Palmer Drive property. When comparing 2015 to 2016 actual capital project expenses, 2016 capital spending increased significantly (56.1% or $2,200,778) due to the Butterfield Park Redevelopment and Playground for Everyone project expenses in 2016 being significantly higher than park redevelopment project expenses in Vision 2020 and ADA Transition Plans Vision 2020 Plan: In July 2017, the Board approved the Vision 2020 Plan, which updated the District s Comprehensive and Strategic Plans. The Plan provides long-term recommendations for the coordinated development and maintenance of District parks and facilities, as well as potential future infrastructure and land expansion. Facilitated by an independent planning firm, the District gathered extensive community feedback in to develop the Plan, including focus groups, open forums, and community surveys along with compiling feedback from full-time and part-time staff via staff meetings and surveys. The planning firm also conducted a needs assessment, which included an evaluation of District parks, facilities, and programs along with demographic, trend, and level of service analyses. The feedback collected and needs assessment outcomes shaped the Vision 2020 Plan key findings and recommendations, which were utilized to develop an action plan that will drive long-range planning, direct decision-making, and assist with allocating District resources in the next three to five years. Prior to the 2018 capital budgeting process, staff reviewed the Vision 2020 recommended park and facility improvements to assess how they align with current replacement plans, determine which projects should be integrated into the District s Long-range Capital Plan and prioritize these projects based on immediacy, feasibility, need, and available funding and resources. Staff updated the long-range capital plan based on this analysis so that project priorities, timing, and funding would reflect the outcomes of the Vision 2020 Plan. By integrating the Vision 2020 recommendations into the Capital Plan, the District has made a commitment toward addressing future development needs identified through an extensive independent assessment of the parks, facilities, and programs along with community feedback. These recommendations serve as guidelines for the Board, which will weigh economic feasibility and project timing when considering the implementation of recommended park and facility solutions. Americans with Disabilities Act (ADA) Transition Plan: In 2011, the District hired a consultant to conduct an ADA accessibility audit to update the District s ADA transition plan to be in compliance with the new regulations set forth by the Department of Justice (effective March 15, 2011). In 2012, staff finalized the development of that Plan with the consultant, including prioritizing recommendations, developing cost estimates, and integrating projects into the Long-range Capital Plan and Department work plans. In the Capital Plan, staff identified the projects that need to be completed to become ADA compliant to ensure that the projects are considered and weighted appropriately as part of the capital planning review process. Staff tracks when projects are completed and makes updates to the plan as necessary to ensure it remains relevant. Depreciation Per Illinois State statute (70 ILCS 1205/4-4), the budgetary basis of reporting states that expenses occur when cash is actually being disbursed. This definition indicates that the cash outlay for a capital project would be an expense required for budgeting purposes. Depreciation Expense is used in financial reporting in accordance with Generally Accepted Accounting Principles (GAAP) and is not a disbursement of cash. 15

40 2018 BUDGET: CAPITAL IMPROVEMENT PLAN Therefore, with the approval of the District s auditors, Lauterbach & Amen, budgeted expenses only include capital as an expense in the Budget and Appropriation Ordinance. The audited financial statements, which are reported using GAAP, continue to reflect depreciation expenses as required Long-range Capital Plan Summary A copy of the Long-range Capital Plan Summary is provided on the following pages. For projects in the 2018 Capital Budget, project titles reflect work to be performed in 2018 and may not reflect work proposed for future years of the Plan ( ). Also, 2018 budget and future-year park and facility asset management projects are presented separately from future new and major redevelopment projects on pages (asset management projects are listed in the first summary section of Proposed Capital Project Expenses and major/new redevelopment projects are in the second summary section) and the overall summary of Capital Improvement Plan Revenues and Expenses (on page 17) reflect park and facility asset management projects only. The Department Acronyms are as follows: P&F (Parks and Facilities), ENT (Enterprise Services), SC (Sugar Creek Golf Course), IT (Information Technology), FIN&HR (Finance and Human Resources), and ADM (Administration). The priority ranking categories and related criteria average ranges that fall within those categories are as follows: A-Highest (4.00); B-High ( ); C-Medium ( ); D-Low ( ); E-No Need (Below 1.25). 16

41 Elmhurst Park District Capital Plan Summary Summary of Proposed Capital Improvement Plan (Revenues-Expenses) Asset Management, Equipment, and Technology Improvements Only FY 18 FY 19 FY 20 FY 21 FY 22 FY Total ('18-'27) Total Revenues 3,406, , , , ,222 5,469,418 11,511,966 Total Expenses 3,406,361 5,249,854 3,030,803 2,039,405 1,525,750 7,991,324 23,004,431 Difference (0) (4,630,069) (2,386,266) (1,363,761) (829,528) (2,521,906) (11,492,465) Debt Proceeds FY 17 FY 18 FY 19 FY 20 FY 21 FY 22 FY Total ('18-'27) Annual Rollover G.O. Bond in Capital Improvement Fund (Various 2018 Capital Projects) 348, , , , , ,581 3,996,532 5,802,640 Property Tax Levy Current Year Special Recreation Association Fund Tax Levy (2018 Conrad Fischer Park Redevelopment) 200, , , , , ,000 1,000,000 2,000,000 Current Year Paving and Lighting Fund Tax Levy (2018 Berens West Parking Lot and Oaklawn Ave. Parking Stalls Paving) 89,096 89,987 90,887 91,796 92,714 93, , ,910 Current Year Museum Fund Tax Levy transfer to Capital Fund (2018 Wilder Mansion Flooring Replacement and Renovation) 13,250 14, ,000 Cash and Investments (Budgeted and Accrued in Previous Years) General Fund Cash and Investments transfer to Capital Improvement Fund (Various 2018 Capital Projects) 339, , ,195 Recreation Fund Cash and Investments transfer to Capital Improvement Fund (Various 2018 Capital Projects) 339,200 1,038, ,038,750 Special Recreation Association Fund Cash and Investments (2018 Eldridge Park West Playground Surfacing) 60,000 30, ,000 Enterprise Services Fund Cash and Investments (Various 2018 Courts Plus Capital Projects) 210, , ,966 Capital Improvement Fund Cash and Investments (2016 Salt Creek Greenway Trail Connector deferred-itep grant future reimbursement) 145, , ,000 Capital Improvement Fund Cash and Investments (Various 2018 Capital Projects) 914, , ,055 Paving and Lighting Fund Cash and Investments (2018 Berens West Parking Lot and Oaklawn Ave. Parking Stalls Paving) 0 50, ,000 Income (Earned in the Year the Project is Budgeted) General Fund Transfer of AFAC Member User Fee Revenue to Capital Fund (2018 Salt Creek Park New Batting Cages) 30,000 10, ,000 Sugar Creek Golf Course Fund Income (2018 Maintenance Equipment Replacement) 32,000 45, ,000 Grants/Donations/Partnership Agreements Summary of Approved 2017 and Proposed Capital Project Revenue PEP Donation in Capital Improvement Fund (2018 Wilder Mansion Flooring Replacement and Renovation) 6,500 6, ,700 Elmhurst College and Elmhurst Youth Baseball Donations in Capital Improvement Fund (2018 Salt Creek Park New Batting Cages) 0 20, ,000 Elmhurst College Payment in Capital Improvement Fund (2018 Berens Park Synthetic Turfs Field Replacement) 0 233, ,750 Safety Town Donations in Capital Improvement Fund (2018 Safety Town Renovations) 0 55, ,000 Total Revenue 2,727,230 3,406, , , , ,222 5,469,418 11,511,966 1 Project titles in the 2018 Capital Budget reflect work proposed for 2018 and may not reflect work proposed for Priority: A-Highest; B-High; C-Medium; D-Low; E-No Need

42 Summary of Proposed Capital Project Expenses Asset Management, Equipment, and Technology Improvements y Project Name/Description 1 Category Dept. Type Rank Level 2 FY 18 FY 19 FY 20 FY 21 FY 22 FY Total Berens Park Synthetic Turf Fields Replacement Athletic Fields P&F Asset Management 4.00 A 925,000 37, , , ,000 1,917,000 Conrad Fischer Park Redevelopment Park Redevelopment P&F Upgrade 2.83 B 404,000 70, ,800 Berens Park West Parking Lot & Oaklawn Ave. Stalls Paving Parking Lots P&F Asset Management 2.60 B 300, ,000 90, ,000 Wagner Community Center Roof Restoration Building Exterior P&F Asset Management 2.33 C 275, ,000 Financial ERP and Payroll Software Information Technology FIN&HR Upgrade 3.00 B 153, ,852 Salt Creek Green Way Trail Connector Trails and Paths P&F Upgrade 4.00 A 145, ,000 Fitness Equipment Replacement Fitness Equipment ENT Asset Management 2.00 C 117, , ,037 80, ,324 1,225,596 Courts Plus Domestic Boiler Replacement Mechanical Systems ENT Asset Management 2.83 B 113, , ,000 Vision 2020 Projects Professional Services Professional Services ADM Planning 3.00 B 100, ,000 Safety Town and Bicentennial Fountain Renovations Play Area P&F Asset Management 2.40 C 90,000 28, ,000 Parks and Facilities Grounds Equipment Replacement Grounds Equipment P&F Asset Management 2.50 B 80, ,000 84,000 24,000 53, , ,000 Rolling Vehicle Stock Replacement Vehicles P&F Asset Management 2.00 C 72, , , , , ,000 1,162,000 Maintenance Facility Parking Lot Replacement Parking Lots P&F Upgrade 4.00 A 70,000 37, , , ,500 PC Replacement Information Technology IT Asset Management 3.00 B 70, , ,000 Courts Plus Pool Filter Replacement Mechanical Systems ENT Asset Management 3.00 B 65,000 34,000 72,000 45,000 69, ,000 Crestview Park Sled Hill Fence Replacement Park Amentities P&F Upgrade 2.75 B 47,000 75,000 30, , ,000 Sugar Creek Golf Course Maintenance Equipment Replacement Equipment/Machines/Vehicles SC Asset Management 2.86 B 45,000 40,000 40,000 45,000 35, , ,000 Berens Park Sledhill Engineering Professional Services P&F Upgrade 2.33 C 35, , ,000 Salt Creek Park New Batting Cages Park Amenities P&F Upgrade 2.50 B 30, , ,800 Eldridge Park West Playground Resurfacing Play Areas P&F Asset Management 2.67 B 30, , ,000 50, ,000 1,050,000 Courts Plus Interior Enhancements Building Interior ENT Asset Management 2.17 C 29,500 72, , ,500 75,000 53, ,500 Courts Plus Parking Lot Sealcoating Parking Lots ENT Asset Management 2.50 B 24, , ,500 Document Imaging Software Information Technology IT Upgrade 2.50 B 20, , ,848 Wilder Mansion Flooring Replacement and Renovation Building Interior ENT Asset Management 2.60 B 20,700 52,500 25,000 10,000 42, ,700 Courts Plus Exterior Sign Replacement Building Site ENT Asset Management 2.00 C 19,500 12, ,000 Courts Plus Roof Improvements Building Exterior ENT Asset Management 2.00 C 18,000 37, , , ,500 Wagner Community Center HVAC System Assessment Building Interior P&F Asset Management 3.00 B 13, , , ,800 Security Camera System Upgrades Information Technology IT Upgrade 2.50 B 8, ,500 Administration Building Window and Door Engineering Building Interior P&F Asset Management 2.00 C 8,000 85, ,000 East End Park Redevelopment Park Redevelopment P&F Upgrade 2.50 B 0 475, ,000 Abbey Asset Management Buildings P&F Asset Management 2.40 C 0 271, ,850 Garden Plot Development New Construction P&F Upgrade 3.00 B 0 187, ,000 York Commons Sand Volleyball/Basketball Park Play Fields/Courts P&F Upgrade 2.00 C 0 182, ,985 Pioneer Park Upgrades Parking lots P&F Upgrade 2.80 B 0 154, , ,000 Portable Stage Equipment and Machines P&F Upgrades 2.50 B 0 150, ,000 Court Resurfacing Athletic Courts P&F Asset Management 2.80 B 0 125,000 40,000 20,000 75,000 95, ,000 Sugar Creek Driving Range Asset Management Equipment SC Asset Management 3.00 B 0 112, ,000 Courts Plus Racquetball Court Improvements Equipment/Machines ENT Asset Management 2.00 C 0 92,000 48, ,000 Smalley Asset Management Outdoor Pools P&F Asset Management 3.00 B 0 88, ,500 CP Sanitary Lift Station Improvement Project Mechanical Systems ENT Asset Management 2.60 B 0 85, ,000 Courts Plus Laundry Equipment Equipment/Machines ENT Asset Management 2.00 C 0 58, ,500 Courts Plus HVAC Replacement Equipment/Mechanical Systems ENT Asset Management 2.14 C 0 57,000 85,000 62, ,500 Baseball Field Renovations Athletic Fields P&F Asset Management 1.00 E 0 38,500 33,000 27,500 50, , ,000 Seal Coating Parking Lots P&F Asset Management 3.00 B 0 38,000 29, ,000 Wagner Community Center Carpet Replacement Schedule Building Interior P&F Asset Management 3.00 B 0 35, ,000 65,000 Hub Improvements Miscellaneous Maintenance P&F Asset Management 2.00 C 0 30, ,000 Sugar Creek Entrance Fencing Building Site SC Asset Management 2.33 C 0 25, ,000 Sugar Creek Clubhouse/Banquet Room Asset Management Buildings SC Asset Management 2.50 B 0 25, ,000 1 Project titles in the 2018 Capital Budget reflect work proposed for 2018 and may not reflect work proposed for Priority: A-Highest; B-High; C-Medium; D-Low; E-No Need

43 Courts Plus Tennis Area Improvements Buildings ENT Asset Management 2.57 B 0 23,000 27, ,000 25,000 15, ,500 Van Voorst Redevelopment Trails/Paths/Parking Lots P&F New/Major Development 3.00 B 0 22, , ,000 Butterfield Recreation Building Asset Mgmt. Buildings P&F Asset Management 2.40 C 0 20, ,000 Sugar Creek Golf Course Well Maintenance Equipment SC Asset Management 3.00 B 0 18, ,000 Hub Facility Rental improvements Buildings P&F New/Major Development 2.00 C 0 17, , ,500 Trails and Paths Paving Trails and Paths P&F Asset Management 2.60 B 0 10,000 58, , , ,000 Wild Meadows Trace Improvements Park Redevelopment P&F Upgrade 2.50 B 0 10, ,000 Backstops and Fences Athletic Fields P&F Asset Management 2.75 B ,000 60, , , ,000 Productivity Software Information Technology IT New/Major Development 3.00 B , ,000 SAN (Storage Area Network) and Hosts Information Technology IT Upgrade 2.75 B , ,700 Sugar Creek Golf Course Fuel Tank Replacement Equipment/Machines SC Asset Management 3.00 B , ,000 Blood Pressure Machine Equipment/Machines ENT Asset Management 2.00 C 0 0 7, Ben Allison Redevelopment Park Redevelopment P&F Upgrade 2.75 B , ,500 Jaycee Tot Lot Redevelopment Play Areas P&F Upgrades 2.33 C , ,000 Crestview Asset Management Crestview Asset Management P&F Asset Management 3.00 B , ,000 Sugar Creek Golf Course Creek Repairs Miscellaneous Maintenance SC Asset Management 4.00 A ,000,000 1,000,000 Racquetball Courts Conversion Buildings ENT Upgrade 2.00 C , ,000 Marjorie Davis Redevelopment Park Redevelopment P&F Upgrade 2.00 C , ,000 Plunkett Park Redevelopment Athletic Fields P&F Upgrade 2.00 C , ,000 Courts Plus Emergency Power Equipment/Machines ENT Asset Management 2.00 C , ,000 Kiwanis Park Redevelopment Trails/Paths Parking Lots P&F Asset Management 2.67 B ,000 95,000 Sugar Creek Irrigation Pump System Replacement Equipment/Machines SC Asset Management 1.33 D ,000 80,000 Wilder Mansion Emergency Power Equipment/Machines ENT Upgrade 2.00 C ,500 62,500 Sidewalk Replacement Park Redevelopment P&F Asset Management 2.50 B ,000 58,000 Contingency 75,000 75,000 75,000 75,000 75, , ,000 Total Expenses 3,406,361 5,249,854 3,030,803 2,039,405 1,525,750 7,991,324 23,004,431 Summary of Proposed New and Major Redevelopment Expenses (includes Vision 2020 Future Year Projects) Government Assets Project Name/Description 1 Category Dept. Type Criteria Priority FY 18 FY 19 FY 20 FY 21 FY 22 FY Total 135 Palmer Land Development Professional Services P&F Major/New Development 3.50 B 0 3,432, ,432,820 Dog Park Development Professional Services Admin/P&FNew/Major Development 3.00 B ,000 Wagner Community Center Expansion Buildings P&F New/Major Development 3.00 B 0 308,000 8,008, ,316,000 Wilder Building (225 Prospect) Buildings P&F Upgrade 2.00 D 0 108, ,000 Crestview Recreation Building Replacement Buildings P&F New/Major Development 2.75 C 0 0 1,000, ,000,000 Smalley Pool Bathhouse Replacement Outdoor Pools P&F New/Major Development 2.33 D ,500,000 2,500,000 North Side Maintenance Facility Buildings P&F New/Major Development 2.33 D , ,000 Land Acquisition Land Acquisition ADM New/Major Development 2.33 D 0 0 1,000,000 1,000,000 1,000,000 1,000,000 Total Expenses 0 3,898,820 10,008,000 1,000,000 1,000,000 4,292,000 20,198,820 Enterprise Assets Project Name/Description 1 Category Dept. Type Criteria Priority FY 18 FY 19 FY 20 FY 21 FY 22 FY Total Courts Plus Expansion Buildings ENT Upgrade 2.25 D 0 0 3,998, ,998,000 Sugar Creek Maintenance Facility Redevelopment Buildings SC New/Major Revelopment 2.83 C , ,000 Total Expenses 0 0 3,998, ,000 4,873,000 1 Project titles in the 2018 Capital Budget reflect work proposed for 2018 and may not reflect work proposed for Priority: A-Highest; B-High; C-Medium; D-Low; E-No Need 4,000,000 25,071,820

44 2018 BUDGET: DEBT SERVICE OVERVIEW Debt financing is used to fund one-time capital expenditures that are part of the long-range Capital Improvement Plan. In 2004, the Illinois General Assembly restored the District s bonding authority to $1.04 million annually and in 2010, approved that this amount could increase annually based on the Consumer Price Index. These actions provide the District the ability to use long-term debt instruments and operating surpluses to finance large capital projects and repay outstanding debt rather than relying on funds that are needed to meet operating expenses. The District prepares detailed analyses of existing obligations, current and projected reserves and future liability levels before making a decision to issue new debt or refinance existing debt such as the refunding of the G.O. Debt Certificates in February 2012 (saving taxpayers over $440,000 in interest expenses over the next 10 years) and the 2006 G.O. Limited Tax Bonds in April 2014 (saving taxpayers $204,528 during the remaining twelve-year life of the reissued bonds). At the end of 2017, the District is proposing to issue debt in the principal amount of $2,650,000 to finance the acquisition and initial site preparation of newly acquired properties at 135 Palmer Drive, 447 Armitage Avenue, and 207 Hampshire Avenue. The projected annual payment for principal and interest on the new debt in 2018 is $161,936. The District s current and proposed debt portfolio for 2018 is illustrated in the chart below: Outstanding Debt Bond Issue Funding Source Principal and Interest Total Outstanding as of 12/31/2017 Amount of 2018 Principal Payment Amount of 2018 Interest Payment Amount of 2018 Total Debt Payment General Obligation Limited Tax Refunding Debt Certificates, Series 2012 Expansion of Sugar Creek Golf Course (SC) and purchase and redevelopment of Wagner Community Center (WCC) Annual Rollover General Obligation Bond and Sugar Creek Golf Course Fund Revenues 1,930, ,750 36, ,338 (WCC) (WCC) 2,080,338 91,250 12,300 (SC) (SC) 414,200 Debt Certificates, Series 2012A Purchase of 375 W. First Street, Administrative Offices 825,000 Debt Service Tax Levy 134,200 55,000 14,850 69, ,200 General Obligation Limited Tax Park Refunding Bond, Series 2014A Redevelopment of East End Pool and Wilder Mansion and installation of two synthetic turf athletic fields at Berens Park Debt Service Tax Levy and transfer from Early Bond Repayment Fund 3,540, ,197 3,953, ,000 87, ,956 Proposed Debt for General Obligation Annual Rollover Bond 1 672,075 Debt payment for Limited Tax Refunding Debt Certificates Series 2012 and fund capital improvements Debt Service Tax Levy 26, ,075 26, , , Land Acquisition Debt 1 2,650,000 Debt payment for 2017 Land Acquisition Debt General and Recreation Tax Levy 1 Estimate (interest portion will be determined when the bond sale is negotiated) 1,423,836 4,073,836 65,762 96, ,936 1

45 2018 BUDGET: DEBT SERVICE OVERVIEW 2018 Proposed Debt Service Revenue The 2018 bond payments of $1,837,900 detailed in the chart on the previous page (in the last column titled Amount of 2018 Total Debt Payment ) are budgeted in the Debt Service Fund along with bank and finance charges of $1,500 and legal fees of $5,000. Revenues in the Debt Service Fund to cover these payments are as follows: Taxes levied totaling $1,192,034 to pay the majority of the 2014A G.O. Limited Tax Park Refunding Bond for East End Pool and Wilder Mansion, the Debt Certificates Series 2012A for the purchase of the Administrative Offices at 375 W. First Street and the 2016 G.O. Annual Rollover Bond; A transfer from the Early Bond Repayment Fund to the Debt Service Fund of $35,900 for the additional debt service portion of the 2014A G.O. Limited Tax Park Refunding Bond that funded the installation of two synthetic turf fields; A transfer of $103,550 from the Sugar Creek Golf Course Fund to the Debt Service Fund to pay the Sugar Creek Golf Course portion of the 2012 G.O. Limited Tax Refunding Debt Certificates; A transfer of $80,968 from both the General Fund and from the Recreation Fund to the Debt Service Fund to pay proposed 2017 debt financed for the acquisition and initial site preparation of newly acquired properties at 135 Palmer Drive, 447 Armitage Avenue, and 204 Hampshire Avenue, and General Obligation Annual Rollover Bond proceeds of $360,000 for the Wagner Community Center portion of the 2012 G.O. Limited Tax Refunding Debt Certificates. The remainder of Annual Rollover Bond proceeds will be recorded in Capital Improvement Fund revenue to fund various capital projects ($338,958 less interest). The Sugar Creek Golf Course Fund includes a transfer of $125,675 to the Village of Villa Park to pay the portion of the debt issued by the Village to purchase and develop the driving range. 2