AGENDA ELMHURST PARK DISTRICT REGULAR BOARD MEETING Wilder Mansion 211 S. Prospect Avenue May 8, 2017 Immediately Following the Annual Meeting

Transcription

1 AGENDA ELMHURST PARK DISTRICT REGULAR BOARD MEETING Wilder Mansion 211 S. Prospect Avenue May 8, 2017 Immediately Following the Annual Meeting 1. CALL TO ORDER... 7:23 p.m. a. Commissioner Attendance via Electronic Means 2. ROLL CALL... All Present 3. ADDITIONS/DELETIONS/CHANGES TO AGENDA... None 4. REMARKS/CORRESPONDENCE FROM VISITORS... None 5. COMMITTEE REPORTS... Noted * a. Sugar Creek Golf Course 6. UPCOMING COMMITTEE MEETINGS... Noted a. Gateway May 11, 2017 b. Lizzadro Museum May 18, 2017 c. PEP May 18, 2017 d. Sugar Creek Golf Course May 23, CONSENT AGENDA... Approved * a. Approval of April 24, 2017 Regular Meeting Minutes * b. Approval of April 24, 2017 Closed Meeting Minutes * c. Voucher Lists and Non-Accounts Payable Disbursements * d. Disposal Ordinance O * e Electric Supply Vendor 8. BOARD BUSINESS a. Unfinished Business (Old): * 1) 2017 First Quarter Financial Report... Reviewed * 2) Administrative Office Roof and Masonry Repairs... Approved b. New Business: 1) IAPD Legislative Conference Update... Noted * 2) Commissioner Travel Expense... Approved 9. COMMISSIONER INFORMATION ITEMS a. Announcements * b. Future Agenda... Item added 10. STAFF ANNOUNCEMENTS 11. CLOSED SESSION:... 8:06 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. 12. ADJOURNMENT... 8:18 p.m. Any person requiring a reasonable accommodation to participate in this Park District activity should call (630) and ask for our ADA Compliance Officer, Monday through Friday from 8-5 p.m. within 48 hours prior to the meeting. Requests for a qualified interpreter require five (5) days advance notice. Please turn off all cellular telephones prior to the meeting. Cellular telephones will interfere with the audio recording of the Park Board Meeting. *Written information on item included in packet.

2 SUGAR CREEK GOLF COURSE ADMINISTRATIVE BOARD MEETING AGENDA Tuesday April 25 th, :00 P.M. Sugar Creek Clubhouse 1. Call meeting to Order 2. Roll Call 3. Additions and/or Corrections To Agenda 4. Approval of Minutes of March 21 st, 2017 Meeting 5. Public Participation OLD BUSINESS None NEW BUSINESS Managers Report April Superintendent Report April FINANCIAL REPORTS Review and approval of Period 3 (March) Income Statement Next Meeting Tuesday May 23 rd, 2017 MEETING LOCATED AT SUGAR CREEK GOLF COURSE 500 E. VAN BUREN VILLA PARK, ILLINOIS 60181

3 Sugar Creek Administrative Board Minutes Tuesday March 21 st, 2017 (Prepared by Dave Anderson in absence of recording secretary Jean Paprocki) Present: Also Present: Absent: Brian McDermott, Greg Gola, Cheryl Tucker, Kevin Graf, Mark Exiner Dave Anderson - Manager, Kevin Goss Superintendent Bob Taglia Additions and/or corrections to Agenda: None Approval of Minutes for February 28 th, 2017: Cheryl Tucker motioned to approve with a second by Greg Gola. The committee approved by roll call. Public Participation: None Old Business: None New Business: Manager s Report On March 13 th received payment in the amount of $119,357 for the February online registration for the summer junior golf camp. The 2016 online registration revenue totaled about $99,000 a 20% growth realized for So far year-to-date 29 banquet deposits have been received compared to 18 during the same time period in Hosted four banquets during the month of March compared to just a couple in 2016 March being a typically slow month. 10 banquets are scheduled for April. The Senior Men s League is due to kick off the season on Monday April 3 rd. The league averages around players annually. Last year the first two weeks of their season were unplayable due to poor weather conditions. Received our annual new lot of 12,000 range balls to be switched in the ball dispenser replacing the old balls. Superintendent Report Summary March has been roughly average in temperature and precipitation. The most notable event was a period of warm and windy condition on March 6 th, 7 th, and 8 th. While we reached high temperatures of 65 on the 6 th and 7 th, blustery conditions made golf difficult and resulted in damage to both of our netting systems.

4 Projects and Notes The three main tasks this month were debris removal, tree work, and equipment repair. A large amount of branches were picked up and chipped this month due to windy conditions. We also continued tree trimming and removing buckthorn from the fence lines. Greens, tees, and some rough areas were mowed again this week. The Superintendent completed a PDRMA training program, HELP Essentials of Human Resources. The program consisted of 10 online trainings and a 2-day seminar covering topics such as equal opportunity employment, managing employee performance, the hiring process, and the applicable laws such as the Americans with Disabilities Act (ADA). The deck rehabilitation project is still scheduled for early April. I am in the process of applying for a permit, finalizing the material list for quotes, and scheduling the construction waste dumpster. Driving range netting repair: The driving range net was torn on March 8 th on the east side. A claim was submitted to PDRMA and the repairs are approved. The insurance policy covers the cost of the repairs minus a $1000 deductible. The repair estimate is $4,868. Walmart netting system damage The netting along the property line with Walmart on the 6 th hole was damaged by wind on March 8th. Two of the wooden poles broke at the ground line. They were originally installed by the driving range that previously operated on the Walmart property. The poles exist in photos from the construction of the golf course in 1975 making them at least 42 years old. They are likely much older. Currently, the broken end pole is on the ground. The second broken pole has been secured with steel cabling as a temporary safety measure. We are taking steps to make sure the area is safe in the short-term while requesting proposals for repair. A claim was submitted and PDRMA will cover the cost of the repair of only the two damaged poles and netting minus the $1000 deductible. We are currently requesting proposals from contractors for two options: 1) the replacement of the two poles and repair of the net, and 2) the replacement of the entire net system of 400 linear feet. I strongly recommend replacing all the poles and netting due to their age and the hazard they represent. The contractor I contacted did also. In this scenario (Option 2), PDRMA would reimburse us for the repair cost (Option 1) and that amount would be used to offset the cost of replacing the poles and netting. Based on the one estimate we have so far, the difference in cost is not as large as would be expected. At the time of this meeting, the estimate numbers and situation are fluid. We will have more solid information concerning the costs and timeline next week.

5 Financial Reports Approval of Period 12 Income Statement (December) Motion Mark Exiner 2 nd Kevin Graff Approval of Period 2 Income Statement (February) Motion Mark Exiner 2 nd Kevin Graff Next Meeting April 25 th, 2017 Motion to adjourn Greg Gola

6 4/27/17

7

8

9

10

11

12

13

14

15

16

17

18

19

20

21

22

23 Agenda #7d 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: May 08, 2017 TO: FROM: RE: Board of Park Commissioners James W. Rogers, Executive Director Nimfa S. Melesio, Administrative Office Manager DISPOSAL ORDINANCE O ISSUE Prior to the disposing or selling of the District s personal property, the Board must approve an ordinance specifying the property being disposed and the method(s) of disposal. DISCUSSION In accordance with State Law (as specified in the Park District s Administrative Policy Manual Chapter 1: Section 5.4 and Section 8-22 of the Park Code), if the District owns personal property that is no longer necessary, useful to, or in the best interest of the District, three-fifths of the Board may authorize the disposal, trade in, donation, or sale of the property in any designated manner (with or without advertising the sale) by passage of an ordinance. Disposal of any equipment will be in compliance with local, county, and state regulations. RECOMMENDATION That the Board of Park Commissioners approve Ordinance O for the disposal of listed items and authorizes the Park Board President and Secretary to execute said ordinance. Thank you. Attachment: Ordinance O-06-17

24

25

26

27 Agenda #7e 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: May 8, 2017 TO: Board of Park Commissioners FROM: James W. Rogers, Executive Director Christi Jacobson, Director of Finance and Human Resources RE: ELECTRIC SUPPLY VENDOR ISSUE In November 2014, the Board of Park Commissioners approved a three-year contract with Constellation New Energy (CNE) as the electric supplier for the District through a Request for Proposal (RFP) process with Belden Energy Solutions (BES) in an effort to minimize energy costs. Current electric rates are at historic lows, as such Belden has recommended that the District secure long-term pricing now for when the contract is due to renew at the end of November DISCUSSION BES was again engaged to monitor the energy markets and conduct an RFP to evaluate the pricing schedules that various electric suppliers quoted. Based on State law (Section 8-1 (c) of the Park District Code), units of local government can contract such agreements without formal bidding based on the technical nature of the work and for utilities including water, light and heat... As in the District s current agreement, BES will receive compensation at a rate of $0.001 per kw/hr of electricity delivered to the Park District during the term of any service agreement the District enters, where BES assisted in securing. The BES compensation rate will be added onto the electric supply cost paid by the Park District to the electric supplier for an approximate annual amount of $3,000. This is the same compensation rate the District approved in The Park District's annual consumption of electrical power is approximately 4.28 million kilowatt hours or approximately $280,000 per year, not including ComEd delivery costs. For a number of years it has been to the District's advantage to purchase power in multiyear contracts. This has been done in an effort to hedge on electric price volatility and to facilitate the budgeting process. While it is difficult to predict where the market will go, current rates are at historic lows and are likely to increase in upcoming years. The graph on the following page illustrates ComEd historical contract rates from the past 6 years.

28 BES analyzed competitive electricity supply quotation(s) from qualified retail electric suppliers for the District s 20 electric accounts located in ComEd's service territory. BES issued a request for proposals to Constellation Energy, Direct Energy, Dynegy Energy, MidAm Energy, and MC Squared Energy Services. All suppliers are licensed by the ICC, have local offices and have substantial experience serving accounts similar to the District s accounts. The RFP requested quotations for (a) fixed energy supply rates to be set forth in a service agreement for terms beginning in December 2017 and ending in December of 2018, 2019, 2020, The applicable ComEd delivery service rate and taxes are set by the ICC and not subject to negotiation. Within the current contract, the District is averaging an electric rate of.0652 per kw/hr. Based on the attached results summary, all suppliers can provide qualified electric rates below the current rate of $.0652 current rate and below $0.072 per kw/hr (the current ComEd sales rate for non-residential default service). Based on the District s consumption of electrical power, the total net cost savings will be approximately $64,210 per year in electric supply costs compared to returning to ComEd electric supply rate for default service. Since electric supply proposals are based on current market conditions, the contract executable rates will be refreshed on the morning of May 9, These updated offers will be analyzed by BES and a final ranking and recommendation will be provided to the District s Executive Director for review and execution. District attorney Andrew Paine, Tressler LLP, will review the agreement(s) prior to their execution. RECOMMENDATION That the Board of Park Commissioners authorize the Executive Director to seek firm and final pricing from all qualified suppliers on May 9, 2017 and execute the lowest cost supply agreement for a 36 or 48-month term. Thank you. Attachments: Request for Proposals Results 2

29 Elmhurst Park District All-Inclusive Energy Pricing Analysis Pricing from April 24th 12 Month Offer 24 Month Offer 36 Month Offer ComEd Sales Electric Supplier Rate Rate Rate Supply Rate Notes Constellation Energy $ $ $ $ $ for 48 mth term Direct Energy $ $ $ $ $ for 48 mth term Dynegy Energy $ $ $ $ $ for 41 mth term MidAm Energy $ $ $ $ M C Squared Energy $ $ $ $ All Pricing is listed is $ per kw/hr for all-inclusive electric supply Pricing from March 20th 12 Month Offer 24 Month Offer 36 Month Offer ComEd Sales Electric Supplier Rate Rate Rate Supply Rate Constellation Energy $ $ $ $ Direct Energy $ Dynegy Energy $ $ $ $ MidAm Energy $ M C Squared Energy $ $ $ $ Included in Supply Charges: Energy Supply Renewable Portfolio Costs Supplier Margin Capacity Ancillary Services Line Loss Transmission

30 Agenda #8a (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: May 8, 2017 TO: Board of Park Commissioners FROM: James W. Rogers, Executive Director Christi Jacobson, Director of Finance and Human Resources RE: 2017 FIRST QUARTER FINANCIAL REPORT ISSUE The 2017 First Quarter Financial Report provides an overview of financial trends through March 31, Distribution and review of this Quarterly Report reflects Board Policy 4.16 Monitoring Executive Performance, which requires that the Executive Director prepare a quarterly management and budget report. DISCUSSION The Quarterly Financial Report is designed to give the Board an overview of the District s financial performance compared to budget, capital project(s) update, and a summary of investments. RECOMMENDATION That the Board of Park Commissioners reviews the attached report and provides any questions or comments to staff. Thank you. Attachment: 2017 First Quarter Financial Report

31 Elmhurst Park District Financial Report 1st Quarter Revenues and Expenditures Actual First Quarter Comparison... Page Budget Compared to Actual First Quarter by Fund... Page 3 Revenues by Source... Pages 4-6 Expenditures by Object... Pages 7-8 Capital Improvement Plan Overview... Pages 9-10 Cash and Investments... Pages Revenues and Expenditures First Quarter Actual Comparison *Includes departments (General Fund includes General, IMRF, FICA, Liability and Audit departments; Recreation Fund includes Recreation, SRA and Museum Departments) 2

32 Elmhurst Park District Financial Report 1st Quarter Budget Compared to First Quarter Actual by Fund Budget 1st Quarter Actual % of Budgeted % of Budgeted Revenues Expenditures Net Revenues Revenues Expenditures Expenditures Net General Fund 3,492,709 3,439,516 53,193 67,831 2% 605,638 18% (537,807) IMRF Department 385, , ,364 1% 87,157 23% (84,793) FICA Department 383, , % 72,693 19% (72,043) Liability Insurance Department 249, , % 9,198 4% (8,542) Audit Department 51,137 50, % 9,917 19% (9,829) Recreation Fund 5,117,504 5,255,081 (137,577) 1,526,481 30% 840,167 16% 686,314 Special Recreation Association Dept. 692, ,466 (27,757) 863 0% 49,199 7% (48,336) Museum Department 296, ,751 1, % 33,586 11% (32,779) Enterprise Services Fund 4,753,757 4,821,895 (68,138) 1,653,445 35% 817,517 17% 835,928 Sugar Creek Golf Course 1,082,872 1,079,890 2, ,893 17% 76,693 7% 112,200 Total Operating 16,505,302 16,679,685 (174,383) 3,442,078 21% 2,601,765 16% 840,313 Debt Service Fund 1,819,876 1,819, % 475 0% (719) Early Bond Repayment Fund 0 75,715 (75,715) 248 0% 0 0% 248 Capital Improvement Fund 772,784 1,889,165 (1,116,381) 3,563 0% 70,574 4% (67,011) Paving & Lighting Department 160, , % 0 0% 127 Total Debt and Capital 2,752,902 3,944,961 (1,192,059) 3,694 0% 71,049 2% (67,355) Total 19,258,204 20,624,646 (1,366,442) 3,445,772 18% 2,672,814 13% 772,958 3

33 Elmhurst Park District Financial Report 1st Quarter and 2017 Revenues by Source Year-to-Date Actual as Compared to Budget Budget 1st Qtr Actual % of Budget Budget 1st Qtr Actual % of Budget Taxes (Property and Corporate Replacement) 7,989,244 16, % 7,990,800 26, % Donations, Advertising, Scholarships 340,375 29, % 187,590 39, % Grants 1, % 1, % Program Fees 4,371,953 1,966, % 4,440,626 2,053, % Rentals, Leases 780, , % 816, , % Passes, Memberships, Daily Uses 3,895,505 1,112, % 3,947,120 1,149, % Merchandise Sales 320,547 27, % 318,632 22, % Transfers 977, % 866, % Bond, Insurance Proceeds 658,761 28, % 668,584 32, % Interest 11,500 12, % 20,500 14, % Total Revenues 19,347,030 3,295, % 19,258,204 3,445, % 1 Property tax revenue for the current levy are primarily received during the 2 nd and 3 rd quarters. Corporate replacement taxes totaling $20,938 are 81% higher than last year s distributions. 2 Sponsorship revenue is 57% ($7,350) higher than in the first quarter last year. 3 Grant proceeds of $1,100 are budgeted in the Recreation Fund, no proceeds were received in first quarter. 4 Program fees are 46% of budget and 4.4% ($87,071) higher than last year. Recreation Fund: Program revenue is 6% ($85,241) higher than in 1 st quarter 2016 primarily due to increased gymnastics fees ($37,747), timing of softball league registration ($19,570), increased fees for Rec Station ($72,031) and Funseekers Camp ($19,079) and the addition of the Mom Prom event ($6,105). The increases are offset by decreased Performing Arts ($35,926) revenue due to decreased participation in the Dance Company and decreased Early Childhood revenue ($32,847) due to decreased enrollment in Sunbeams and Rainbows. Enterprise Services: Program revenue is 3% ($14,932) lower than in 1 st quarter 2016 primarily due to decreased fitness program revenue. Sugar Creek: Program revenue is 14% ($16,762) primarily due to a fee increase for the Jr Golf program. 5 Rental Revenue is 13% of budget and 5% higher ($4,552) higher than last year primarily due to the timing of payments for athletic field use. 4

34 Elmhurst Park District Financial Report 1st Quarter Passes are 29% of budget and 3.4% higher ($37,604) higher than last year primarily due to a membership rate increase at Courts Plus. 7 Merchandise sales are 7% of budget and 19% ($5,042) lower than last year due to decreased commission revenue at Wilder Mansion ($2,822) and fewer tree memorials and brick paver sales ($2,152). 8 Budgeted transfers are completed during the 4 th quarter. 9 Miscellaneous revenue compared to last year is 15% higher ($4,209) primarily due to increased Eneroc energy rebates in the current year totaling $29,098 vs $3,105 in the prior year. The prior year total also included the proceeds of $24,051 from the sale of disposed assets. 10 Interest income is 70% of budget and 13% higher ($1,631) than last year due to increased interest rate being earned on investments. 5

35 Elmhurst Park District Financial Report 1st Quarter 2017 Revenues by Source First Quarter Actual as a % of Total Budget 2016 compared to

36 Elmhurst Park District Financial Report 1st Quarter and 2017 Expenditures by Object First Quarter Actual as Compared to Budget Budget 1st Qtr Actual % of Budget Budget 1st Qtr Actual % of Budget 1 Salaries & Wages 8,079,338 1,441,225 18% 8,076,145 1,399,065 17% 2 Services 5,543, ,520 17% 5,572,702 1,004,324 18% 3 Repairs 208,980 23,003 11% 244,720 25,146 10% 4 Supplies 1,508, ,060 11% 1,469, ,705 12% 5 Capital 4,143,427 77,848 2% 2,447,530 70,574 3% 6 Transfers/Debt 2,747, % 2,814, % Total Expenditures 22,230,550 2,661,656 12% 20,624,646 2,672,814 13% 1 Salaries and wages are 17% of budget and 3% ($42,160) lower than last year $42,160 partially due to turnover in the Parks and Facilities department and a reduction in staffing at Courts Plus. 2 Contractual service expenses are 18% of budget and 5.8% ($54,804) higher than last year due to increased consulting fees ($37,706) primarily related to Vision 2020 and increased brochure and printing expenses ($9,302). 3 Repairs totaling $25,146 are 9% or $2,143 higher than in the prior year primarily due to pool slide repairs and partially offset by decreased building and equipment repairs at Courts Plus. 4 Supply purchases are 12% of budget and 2% ($3,645) higher than last year due to and primarily due to increased vehicle and equipment purchases at Sugar Creek Golf Course. 5 Capital expenditures through first quarter total $70,574 or 3% of the budgeted total. More detail is provided on page 8. 7

37 Elmhurst Park District Financial Report 1st Quarter 2017 Expenditures by Object First Quarter Actual as a % of Total Budget 2016 compared to % 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% 18% 17% 17% 18% 11% 10% 11% 12% 2% 3% 0% 0% Salaries & Wages Services Repairs Supplies Capital Transfers/Debt

38 Elmhurst Park District Financial Report 1st Quarter Capital Improvement Plan 2017 Capital Projects Project % of Budget Projected Total Expense Project Budget First Quarter 2017 Expense Status 135 Palmer Land Acquisition and Development $1,857,500 0% Closing Scheduled for mid May $1,857, Armitage Land Development $50,000 0% $50,000 Plunkett Park Redevelopment $450,000 $0 0% Let for Bid $367,697 WCC Upgrades and Improvements $339,200 $94 0% Window Replacement let for bid $254,477 Maintenance Facility Upgrades $338,750 0% $338,750 Court Resurfacing $176,000 0% Let for bid $125,186 Paving and Seal Coating Projects $160,205 $0 0% Let for bid $219,400 Salt Creek Green Way Trail Connector $145,000 0% $145,000 Garden Plot Relocation $100,000 $5,494 5% Let for bid $167,726 Backstops and Players Fences $84,750 $0 0% Let for Bid $42,620 Eldridge Park Redevelopment $60,000 $0 0% Let for Bid $40,554 Administrative Building Roof and Masonry Repairs $55,000 0% Prebid meeting held $55,000 Depot/Safety Town Improvements $34,000 $0 0% Let for Bid $22,320 Hub Improvements $30,000 $0 0% Let for Bid $42,425 Parks and Facilities Grounds Equipment Replacement $29,500 0% $29,500 Maintenance Tracking Software $28,775 $5,750 20% Complete $8,750 Access Control Systems $20,100 $18,396 92% $20,100 Fitness Equipment Replacement Plan $113,000 0% $113,000 Courts Plus HVAC Replacement $69,500 0% $69,500 Courts Plus/Plunkett Park Parking Lot Repairs $27,500 0% $27,500 Courts Plus Interior Enhancements $22,500 0% $22,500 Wilder Mansion Improvements $19,750 $17,992 91% $19,750 Courts Plus Racquetball Court Improvements $19,500 0% $19,500 Enterprise Services Security Cameras $17,500 0% $17,500 Sugar Creek Golf Course Maintenance Equipment Replace $32,000 0% $32,000 Hampshire Property Purchase $0 - Completed in April $405,925 Contingency $75,000 0% $0 $4,355,030 $47,726 $4,514,180 9

39 Elmhurst Park District Financial Report 1st Quarter Capital Improvement Plan continued 10

40 Elmhurst Park District Financial Report 1st Quarter 2017 Investments as of 3/31/2017 Fund # Fund Description Cash * Certificates of Deposit Illinois Funds Money Market Morgan Stanley/IPDLAF+ Total Cash and Investments 10 General 276,072 1,660, ,132 10,973 2,397, Recreation 271, ,429 2,244,900 10,554 2,957, Enterprise Services 1,051 1,532,700 1,483,831 30,048 3,047, Early Bond Repayment , , , IMRF 21,685 23,600 72, , FICA 25,777 23, , , Liability 10, , , Audit 9,048-45, , Special Recreation Association 70, , , Museum 20, , , G.O. Bond 7, , , Sugar Creek Golf Course 76,552 - (18,028) - 58, Capital Improvements Fund 55,601-1,577,639-1,633, Paving & Lighting 3,976-49,754-53, Capital Improvements Fund (Restricted) 2,734 60,150 86, , Information Technology 2, ,141 Totals 855,092 3,835,111 6,985,224 60,823 11,736,251 % of Total Investment Portfolio 35% 64% 1% 100% Weighted Average Yield to Maturity 0.70% 0.52% 0.31% 0.51% Three Month Treasury Bill Rate ** 0.6% Investment Maturity Information Maturing: Within 90 days 696,000 6,985,224 60,823 7,742,047 Within 12 months 3,039, ,039,111 After 1 year 100, ,000 Total Investments 3,835,111 6,985,224 60,823 10,881,159 % of Total Investment Portfolio Within 90 days 6% 64% 1% 71% Within 12 months 29% 0% 0% 29% After 1 year 0% 0% 0% 0% % of Total Investment Portfolio 35% 64% 1% 100% * Cash as of 3/31/2017 may vary between funds ** This rate is the simple average of the three month treasury bill rates at the beginning and the end of the current quarter. Investments as of March 31, 2017 This chart represents the District s investment dollars as of March 31, 2017 The weighted average yield to maturity this year is 0.51% compared to 0.33% last year. 71% of the District s investments have maturities of less than 90 days. Total cash and investments increased $619,421 lower than March 31,

41 Agenda #8a (2) 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: May 8, 2017 TO: FROM: RE: Board of Park Commissioners James W. Rogers, Executive Director Angela Ferrentino, Director of Parks and Recreation E. Anne Scheppele, Division Manager-Facilities ADMINISTRATIVE BUILDING ROOF AND MASONRY REPAIRS ISSUE This project entails tuck-pointing, caulking window perimeters, replacing window/door lintels as needed, replacing metal coping cap on the upper roof and repairing loose or deteriorated flashings on the Administrative Building at 375 W. First Street. This project addresses the Board s Strategic Plan Theme: Fiscal Agility, Objective B: Take Care of What We Have. DISCUSSION The original construction date of the District s Administrative Office building (375 W. First Street) is unknown, but believed to be in the 1950's, with additions and renovations up until approximately In 2004, the previous tenant, Conservation Land Stewardship, installed the existing green roof system and plant materials. During the FY17 Capital Budget planning process, the Administrative Office building was identified as a facility in need of exterior building and roof repairs. Since acquiring the building in 2012, maintenance staff have attempted to patch and repair the roof and window lintels, yet despite these efforts, the source(s) of moisture infiltration have never been completely remediated. Water infiltration is the biggest culprit, but its causes range widely. Frequently the result of multiple factors converging over time with leaks taking years to show up. Moisture in building materials compromise structural integrity as well as harbor mold and insect infestations. Long-term water infiltration can cause devastating damage if not properly identified and repaired. Making improvements to the integrity of the structural elements of the building will guard against further deficiencies or failures. The Board s Strategic Plan Theme: Fiscal Agility, Objective B: Take Care of What We Have recognizes that buildings are valuable assets and should be protected.

42 In order to obtain the lowest possible pricing, staff recommends the District take advantage of the U.S. Communities Government Purchasing Alliance contract for roofing materials and services. U.S. Communities prepares bids, conducts a competitive sealed bidding process, and awards contracts for goods and services on behalf of public agencies. Purchasing cooperatives such as U.S. Communities allow public agencies to pool their purchasing through nationally solicited contracts, helping to save time and money compared to the traditional procurement methods. The roofing contract, currently held by Garland/DBS, Inc., was competitively bid nationwide by a lead agency member of U.S. Communities, in keeping with national and regional requirements of other agency participants. Staff is recommending a turnkey approach through Garland/DBS for this project. The turnkey approach includes engineering, materials, installation and project management support. Benefits of the Garland/DBS contract under U.S. Communities include (a) pricing competitiveness; (b) turnkey single source accountability (Garland is both the manufacturer and managing contractor for roof product installations) that ensures warranty integrity; and (c) timely implementation using pre-qualified contractors. Garland/DBS is both the manufacturer and managing contractor for roof product installations. Garland/DBS serves as the general contractor, supplies roofing materials (with pricing established through U.S. Communities competitively solicited contract pricing); Garland/DBS competitively solicits local pricing through sealed bids for labor to complete the installation work and manages the lowest, most responsible subcontractor to complete the project. A pre-submittal site visit/meeting to provide information and answer questions concerning this project was held on March 30, Four roofing subcontractors attended the meeting with three respondents returning proposals. A copy of the Roofing Material and Services Proposal is attached. Funds for this project are available in the FY17 Capital Improvement Budget in the amount of $55,000. The result of this competitive bid process is $53,990. Staff recommends awarding the contract to Garland/DBS, Inc. in the amount of $53,990 based on U.S. Communities cooperative purchasing program. Garland/DBS, Inc. would oversee the installation performed by the lowest most responsible bidder (Garland s subcontractor) Ajax Construction of Chicago, IL. This project is scheduled for May 15 through June 16, RECOMMENDATION That the Board of Park Commissioners (1) awards the 375 W. First St. repairs contract to Garland/DBS, Inc. in the amount of $53,990 based on U.S. Communities cooperative purchasing program, and (2) authorizes the Executive Director to execute said contract. Thank you. Attached: Roofing Material and Services Proposal 2

43 Garland/DBS, Inc East 91 st Street Cleveland, OH Phone: (800) Fax: (216) ROOFING MATERIAL AND SERVICES PROPOSAL Elmhurst Park District Administration Building Date Submitted: 5/1/2017 Proposal #: 25-IL MICPA # Illinois Rofing Contractor License #: Please Note: The following estimate is being provided according to the pricing established under the Master Intergovernmental Cooperative Purchasing Agreement (MICPA) with Cobb County, GA and U.S. Communities. This estimate should be viewed as the maximum price an agency will be charged under the agreement. Garland/DBS, Inc. administered a competitive bid process for the project with the hopes of providing a lower market adjusted price whenever possible. Scope of Work: 1 Properly prepare exposed roof membrane and install Polyurea waterproofing coating per specifications 2 Install new 24ga metal coping to upper roof section per ANSI SPRI ES-1 requirements. a) Install wood blocking onto existing coping stones wrap with Ice & Water Shield prior to metal installation. Metal color to match existing edge metal color on other roof sections. 3 Re-point masonry at locations identified through walkthrough (Allowance 500sf) 4 Replace 100% control joints throughout the exterior of the building. 5 Replace perimeter caulking at windows, doors, and wall penetrations. 6 Replace window/door lintels as identified during pre-construction (Note: This scope items will be priced on an individual basis within the proposal form). 7 Protect landscaping and keep job site clean at all times. Repair or replace any damaged landscaping.

44 Masonry Repair & Re-Pointing - Line Item Pricing Item # Item Description Unit Price Quantity Unit Extended Price Labor & Garland Materials - Ajax Construction Sub Total Prior to Multipliers Additional Repair Options Option 1 - Estimating repairs can be done on a labor and material cost plus basis TOTAL: $ 10, EA $ 10,209 $ 10,209 14% % $ 1,429 $ 11,638 Masonry Repair & Re-Pointing: Proposal Price Based Upon Market Experience: $ 11,638 Control Joint & Window Perimeter Sealant - Line Item Pricing Item # Item Description Unit Price Quantity Unit Extended Price Labor & Garland Materials - Ajax Construction Sub Total Prior to Multipliers Additional Repair Options Option 1 - Estimating repairs can be done on a labor and material cost plus basis TOTAL: $ 9, EA $ 9,910 $ 9,910 14% % $ 1,387 $ 11,297 Control Joint & Window Perimeter Sealant: Proposal Price Based Upon Market Experience: $ 11,297 Upper Roof: Metal Coping Installation - Line Item Pricing Item # Item Description Unit Price Quantity Unit Extended Price Labor & Garland Materials - Ajax Construction Sub Total Prior to Multipliers Additional Repair Options Option 1 - Estimating repairs can be done on a labor and material cost plus basis TOTAL: $ 11, EA $ 11,610 $ 11,610 14% % $ 1,625 $ 13,235 Upper Roof - Metal Coping Installation: Proposal Price Based Upon Market Experience: $ 13,235

45 Roof: Membrane Coating - Line Item Pricing Item # Item Description Unit Price Quantity Unit Extended Price Labor & Garland Materials - Ajax Construction Sub Total Prior to Multipliers Additional Repair Options Option 1 - Estimating repairs can be done on a labor and material cost plus basis TOTAL: $ 15, EA $ 15,632 $ 15,632 14% % $ 2,188 $ 17,820 Roof - Membrane Coating: Proposal Price Based Upon Market Experience: $ 17,820 Proposal Price Summary Proposal Price (Masonry Repair & Re-Pointing): $ 11,638 Proposal Price (Control Joint & Window Perimeter Sealant): $ 11,297 Proposal Price (Upper Roof - Metal Coping Installation): $ 13,235 Proposal Price (Roof - Membrane Coating): $ 17,820 ^Proposal Price Based Upon Market Experience (TOTAL): $ 53,990 ^All options listed above must be awarded simultaneously for the amount of $53, Competitive Bid Results (TOTAL) Ajax Construction National Roofing Corporation April Building Services, Inc. $ $ $ 53,990 54,878 76,499 Unit Pricing *Window Lintel Replacement $ Each *Price NOT INCLUDED in the overall price listed below. $ will be added on to the Final Proposal Price for each Window Lintel that is designated to be replaced. Potential issues that could arise during the construction phase of the project will be addressed via unit pricing for additional work beyond the scope of the specifications. This could range anywhere from wet insulation, to the replacement of deteriorated wood nailers. Proposal pricing valid through 12/31/2017. If you have any questions regarding this proposal, please do not hesitate to call me at my number listed below.

46 Respectfully Submitted, Matt Egan Matt Egan Garland/DBS, Inc. (216)

47 Agenda #8b (2) 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: May 8, 2017 TO: FROM: RE: Board of Park Commissioners James W. Rogers, Executive Director COMMISSIONER TRAVEL EXPENSE ISSUE Per Board Policy 4.33 Board Travel Expense Policy amended December 12, 2016, the Park Board must approve expenses to be incurred or reimbursed for commissioner attendance at conferences for official business of the Park District or for continuing education in accordance with the Local Government Travel Expense Control Act (Public Act ). DISCUSSION Commissioner Ubriaco attended the 39 th Annual IAPD Legislative Conference in Springfield, IL on May 2 and 3, The conference provides educational sessions relating to park districts, particularly the legislative process, and also offers an opportunity to advocate for the District to State Legislators. Commissioner attendance expenses incurred are listed on the attached form and below. Conference cost $ Lodging $ Traveled by car with staff -0- Total $ RECOMMENDATION That the Park Board of Commissioners approves expenses incurred by Commissioner Ubriaco totaling $ to attend the IAPD Legislative Conference in Springfield, IL on May 2-3, Thank you. Attachments: Travel, Meal and Lodging Expenses Request Form

48 ELMHURST PARK DISTRICT BOARD OF PARK COMMISSIONERS Travel, Meal and Lodging Expense Request Form In compliance with the Local Government Travel Expense Control Act, the following form must be filled out by every member of the Board of Park Commissioners who seeks to be reimbursed or have expenses incurred by the Elmhurst Park District for travel, meal and lodging expenses. Only travel, meal and lodging expenses that are related to the official business of the Elmhurst Park District are eligible for reimbursement. An individual may not be reimbursed for travel, meal or lodging unless and until all the information below is provided. Name of the individual requesting reimbursement or expenses incurred: Job title or office of the individual who received or is requesting reimbursement: Carolyn Ubriaco Vice President Park Board Reimburse To be Incurred Date or dates of the travel, meal or lodging to be reimbursed May 2-3, 2017 An estimate of the cost of travel, meals, or lodging if the expense has Conference $ not yet been incurred, or a receipt of the cost of travel, meals, or lodging Lodging $ if the expense has already been incurred (receipts should be stapled to this Total $ form): Nature of the official Park District business in which the expense was incurred (be specific): To attend the 39th IAPD Legislative Conference on May 2-3, 2017 in Springfield, IL. The conference includes sessions on the State of the State, the IL Fiscal Future and its Impact on Funding for Parks, updates on hot issues at the Capitol, legislative process, using research and data to make a case for the agency, role of a commissioner on the legislative advocacy, and an opportunity to visit with State Legislators to advocate for the District. This form along with all supporting documentation is subject to the Freedom of Information Act.