FOREST PRESERVE DISTRICT OF KANE COUNTY EXECUTIVE COMMITTEE MINUTES

Transcription

1 FOREST PRESERVE DISTRICT OF KANE COUNTY EXECUTIVE COMMITTEE MINUTES I. Call to Order The Forest Preserve District Executive Committee meeting was held Friday, at 8:30 AM at the Administration Offices located at 1996 S. Kirk Road, Suite 320, Geneva, IL The meeting was opened by President Michael Kenyon at 8:30 AM. Members : Commissioner Deborah Allan Commissioner Margaret Auger Commissioner Theresa Barreiro President Pro Tem Mark Davoust Commissioner Drew Frasz Commissioner Rebecca Gillam Commissioner John Hoscheit President Michael Kenyon Secretary Philip Lewis Commissioner Thomas Smith Commissioner Barbara Wojnicki Absent Absent Absent Absent Others : Chris Kouros, Commissioner Candidate, Jay Womack, Speaker. Staff: Monica Meyers, Executive Director, Ken J. Stanish, Chief Financial Officer, Ken Anderson, Jr., Chief Planning & Operations, Laurie Metanchuk, Director of Community Affairs, John Goreth, Director of Operations, Tracey Smith, Director of Human Resources, Mike Gilloffo, Director of Public Safety, Caitlin Rodeghero, Administrative Specialist, Brittany Kovach, Community Affairs Specialist, Chuck Misner, Wellness and Safety Coordinator, Dave Petschke, Accounting Manager, Betsy Scaletta, HR Specialist, Jerry Hodge, Attorney, Ellen J. Maglio, Recording Secretary II. Approval of Minutes from September 7, 2018 ACCEPTED [UNANIMOUS] Theresa Barriero, Commissioner III. Public Comment (Each Speaker is limited to three minutes) Jay Womack, 321 N. 3 rd Street, Geneva. His topic was the introduction of TreeHab USA and John Gathright's work. An initiative to allow special needs individuals climb trees. He also invited all to attend the TreeHab USA presentation at the Arcada Theater on Tuesday, October 16th. Page 1

2 IV. ation and Approval of Bills and Commissioners' Per Diem from September 2018 V. Finance and Administration Rebecca Gillam, Commissioner A. ation and Approval of a Bid to Contract for Fuel Pricing and Delivery A bid for the one-year contract with Blue Petroleum, Inc. to provide the District with unleaded fuel at a mark-up price of $.130 per gallon and B5 diesel fuel with a mark-up price of $.150 per gallon. The District worked with County staff to be included on the joint fuel bid that includes the City of Aurora, KDOT, and various other County departments. The contract was for a one year-period with an option to extend for an additional two years. This agreement allows the District staff to call for fuel to be delivered on a keep fill basis. The bid is structured so that the base cost of the fuel is determined from the OPIS rack pricing on the date of the delivery, plus the quoted per gallon mark-up contained within the bid. Due to the District having smaller tanks, (500-1,500 gallons), the mark-up quoted by the vendors is higher as compared to the County that takes full semi-loads each delivery. DISCUSSION: President Kenyon asked what we save with this contract. CFO Stanish explained that the big difference would be the tax savings as it is the huge component pricing. Commissioner Lewis asked what the volume of the fuels used by the District. CFO Stanish explained that the District uses more unleaded than diesel. Director Goreth explained that most of the District s fleet uses unleaded, but recently are purchasing more diesel replacement vehicles. B. ation and Approval of a Bid to Purchase a Replacement Track Loader for Use by the Natural Resources Management Department After 15 years of service, ASV RC 100 skid steer (T-43) is in need of replacement. The machine was originally purchased in 2003 and maintenance has become a continual issue. Recent work performed includes the purchase of new tracks in 2016, which cost $3,500, and the labor to change the tracks in 2017, which cost an additional $3,500. Repair costs are averaging $3,000/year going back to FY2008/09 when $4,660 was spent. Page 2

3 Bids were sought from 20 vendors with 7 responding for a skidsteer equivalent to an ASV RT120. The lowest bid was received from Alta-Livonic of Peotone, IL in the amount of $70,850 for a Takeuchi TL12V2. The second lowest bid was received from Atlas Bobcat of Elk Grove Village, IL at $72,636 for a Bobcat T870. The third lowest bid was $85,000 for an ASV RT-120 Forestry from Thoesen Tractors, Inc. of Lynwood, IL. DISCUSSION: Commissioner Allan asked that since the current vehicle had 15 years of use and if the replacement would be used for the same. Director Goreth explained that the newer vehicles tend to last even longer since improvements have been made to the higher hydraulic system and more efficient monitoring of fluid levels. It also has an improved forestry package. C. ation and Approval of the Fiscal Year Estimated Budget for 2018 Tax Levy Purposes Only Each year the Finance and Administrative Committee determines the direction for the upcoming property tax levy which is then forwarded to the Executive Committee and then to the Commission. Staff requested the most current information from the assessor and received the following: Rate Setting EAV is estimated at $14,435,235,712 (final percentage is not determined) Preliminary new construction figures for the county are $138,419,424 (partial year) The Committee has 3 options available regarding the levy. 1. Increase the levy by both CPI and new construction - The levy would increase for the new construction discussed in #2 and also increase for CPI, which for the upcoming levy year will be 2.1%. 2. Freeze the levy but allow for new construction - New construction has continued to increase over the past few years ( $83.2 million, $101 million, $129 million, $137 million and $150.4 million). Having new residents pay their share for services is another option. 3. Complete levy freeze - Last year s total capped levy figure was $6,710,818 and maintaining the levy at that same level is an option. The vote was to accept option 1. Increase the levy by both CPI and new construction - The levy would increase for the new construction discussed in #2 and also increase for CPI, which for the upcoming levy year will be 2.1%. This budget is estimated. This was reviewed and discussed by the Executive Committee. Page 3

4 DISCUSSION: Chairman Davoust explained that the District Commission wears two hats but the structure of the District is very different from the County s and it is worth remembering the difference. CFO Stanish explained the chart depicting a home valued at $250K (Kane County average) and how with the bonds being paid off the tax amounts would decrease from $142 to $128 based on the estimated EAV. President Kenyon explained that we are stewards of the District s funds and provide the services expected. Commissioner Allan stated that we are also to protect staff and to provide efficient and safe equipment. Chairman Davoust added that the recent referenda polling indicated that the public approval of the District is about 63% which implies that the public is pleased with our stewardship and appreciate our services. Chairman Gillam mentioned that the mission has been to restore lands each year, which we have not been completing and we should not let it go by the wayside. She also noted our growth in farming and farm revenue. Executive Director Meyers explained that the District is obligated by IDNR regulations to take farmlands out of use. The farm revenue is a management tool, not a long term revenue source. Chairman Gillam stated that she is supporting taking both the CPI and new construction, which will allow us to continue with the restoration plan. We have not been able to accomplish this goal because of the levy freezes. She also added that the recent purchases of seed and equipment are vital to the accomplishment of projects. Chairman Davoust also added that the amount paid per household is not going up and we need to take advantage of that. Commissioner Lewis was in agreement. He also would like to see the plan for the conversion of farmland to restored lands. CFO Stanish explained that all that information is in the budget for review. There was further discussion regarding the history of taking the CPI and that prior to 14 years ago, the District did not take the full CPI. Also mentioned was the contribution that volunteers add to the savings. The vote was then taken to accept the estimated budget for levy purposes, using the CPI and new construction. Michael Kenyon, President VI. Planning & Utilization A. ation and Approval of a Bid for the Phase 3 Tree and Brush Removal at the Freeman Kame Forest Preserve Over the winter of 2014/2015, 16.6 acres at Freeman Kame (South) were cleared of invasive trees and brush as phase 3 of 5 phases completed to-date. Despite spring herbicide treatments and reseeding the area, the invasive woody species within phase 3 have proven more formidable and persistent than other phases. At this time, an additional brush mowing with chemical stump treatment is needed to ensure we don t lose the strides we ve made in regaining this area. Bids were sought to remow/stump treat the phase 3 area of the Tomo woodland restoration project. Page 4

5 The lowest qualified bidder was Central Tree and Landscape Mulch, Inc. of Hoffman Estates, IL in the amount of $44,900. DISCUSSION: None. B. ation and Approval of a Bid for the Phase 6 Tree and Brush Removal at the Freeman Kame-Meagher Forest Preserve For this sixth phase of the long-term preserve enhancement program, bids for tree and brush thinning across an 18.6 acre project area were sought from contractors. Additionally, a separate firewood production bid was requested for 30 full cords of firewood to be split onsite and delivered to both the North Operations shop at the Muirhead Forest Preserve (15 cords) and the South Operations shop at Grunwald Forest Preserve (15 cords). The lowest qualified total bid came from Central Tree and Landscape Mulch Inc. of Hoffman Estates, as follows: 18.6 acres tree and brush removal at $73, full cord firewood production and delivery at $9,000 Bid total for both tree and brush removal plus firewood production and delivery totals $82,475. DISCUSSION: Commissioner Allan asked if staff had spoken to Alvarez Landscaping about the opportunity in the future. CFO Stanish stated that they are not qualified at this time, but would be considered in the future. Page 5

6 C. ation and Approval of a Bid for Tree and Brush Removal at the Helm Woods Forest Preserve Last year, the District was awarded funding from ComEd after submitting a project proposal for a migratory bird habitat restoration project. That project was successfully completed, enhancing approximately 40 acres of woods. Bids were sought to clear an additional 50 acres of invasive trees and brush to build off of the progress made regaining these woods. Bids were sought for two contiguous project areas. Low bid amounts are as follows: Project 1: 16.5 Acres $23, Project 2: 23.6 Acres $31, The bid was publicly advertised and sent to 20 vendors with 7 responding. The lowest qualified Project 1 bid was submitted by Central Tree and Landscape Mulch, Inc. of Hoffman Estates, IL in the amount of $23,400. The lowest qualified bid for Project 2 was also Central Tree and Landscape Mulch, Inc. of Hoffman Estates, IL in the amount of $31,000. The combined total is $54,400. DISCUSSION: None. D. ation and Approval of a Bid for Tree and Brush Removal at the Meissner Corron Forest Preserve Within the 625 acres preserved at Meissner-Corron Forest Preserve lies the 25-acre gem of our newest Illinois Nature Preserve, Russell Fen. The fen is in serious need of experienced land management if we are to protect the endangered plants and unique animal assemblage that reside at the site. We are undertaking a restoration project that will bring this site back from the brink of ecological destruction by beginning an intensive two-year invasive species removal and replacement project. Bids were sought for the first step in this process, a winter brush clearing combined with a spring resprout treatment of freshly germinated weed seeds to prevent re-invasion of the site and reduce competition for our native species. The bid for 19.2 acres of tree and brush removal was publicly advertised and sent to 24 vendors with 7 responding. The lowest qualified base bid was submitted by Applied Ecological Services, Inc. of Brodhead, WI in the amount of $28,569. Page 6

7 DISCUSSION: Commissioner Lewis stated that he was happy to see Alvarez Landscaping has bid on all of these projects and it was good to have prospective vendors added to the bidder list regularly. Mark Davoust, President Pro Tem E. ation and Approval of a Bid for Seed Purchase Native plants are the basis of all of our native ecosystems and therefore are the basis of our work in the Natural Resources Department. This year s seed bid represents a third year of a project-driven approach to determining seed needs. All of the seed specified in our bid is slated to go onto the ground this winter to support ongoing restoration projects. The bid was advertised and sent to 24 vendors with 1 responding. One vendor provided quotes for every mix. The lowest qualified bid for all options was provided by Genesis Nursery, Inc of Tampico, IL in the following amounts: Option 1: Meissner-Corron/Bowes Creek Mix - $27, Option 2: Freeman Woodland Enrichment Mix - $12, Option 3: NFWF Enhancement Mix - $29, The total cost for all mixes is $69, DISCUSSION: Chairman Gillam commended staff for the creative and targeted project plan. Executive Director Meyers explained that this is part of the budget. Commissioner Lewis said that we were moving in the right direction. He also said he would like to see the percentage of internal mix and the percentage of external mix produced. Executive Director Meyers informed all that the harvest report is presented each January. She also mentioned that seed harvest is held around the County on Wednesdays. All are welcome. Theresa Barreiro, Commissioner Page 7

8 F. ation and Approval of a New Use and License Agreement with the Fox Valley Wildlife Center at Elburn Forest Preserve The Fox Valley Wildlife Center has been in operation since This organization is an animal hospital which cares for sick, injured and orphaned animals from Kane County and the surrounding areas. This organization has been based out of the residence at the Elburn Forest Preserve for many years. Annual inspections are conducted at this site, with minimal corrections or repairs being needed. The current agreement was approved in 2012, and valid for five years, expiring on July 12, This request is to renew the license agreement between the District and the FVWC for another five years. There is no financial impact to the District through this agreement. DISCUSSION: Chairman Gillam stated that these partnerships are important. Chairman Davoust asked if the building was evaluated. Director Goreth explained that yes the building was evaluated and that the District is working with the Center and there is a working plan in place. Commissioner Lewis suggested that the District partner with the Center to make a presentation at a future meeting. VII. New or Unfinished Business None. VIII. Closed Session to Discuss Land Acquisition, Contracts, Litigation and Personnel ROLL CALL VOTE [UNANIMOUS] Theresa Barreiro, Commissioner IX. Communications IAPD Best of the Best Gala will be held on Friday, October 12 in Wheeling. Please RSVP to Ellen Maglio by October 8. X. President's Comments President Kenyon commented that this was a good meeting. It is good that as Commissioners for the District, we remember that even though there is similarities, the District has a different structure than the County. Page 8

9 XI. Financial Reports A. Bond and Investment Analysis Report through August 2018 PLACED ON FILE BY VOICE VOTE [UNANIMOUS] Mark Davoust, President Pro Tem Michael Kenyon, Philip Lewis B. Cash & Investment Report Period Ending August 31, 2018 PLACED ON FILE BY VOICE VOTE [UNANIMOUS] Rebecca Gillam, Commissioner Theresa Barreiro, Commissioner C. Revenue & Expense through August 2018 PLACED ON FILE BY VOICE VOTE [UNANIMOUS] XII. Adjournment ADJOURNED BY VOICE VOTE [UNANIMOUS] 9:55 AM Mark Davoust, President Pro Tem Theresa Barreiro, Commissioner Michael Kenyon, Chairman Forest Preserve District Executive Committee Forest Preserve District of Kane County Adjournment until: Friday, November 2, 2018 at 8:30 am Forest Preserve District Administration Offices 1996 S. Kirk Road, Suite 320 Geneva, Illinois Respectfully Submitted, Ellen J. Maglio Ellen J. Maglio, Recording Secretary Page 9