WHEELING PARK DISTRICT BOARD OF COMMISSIONERS MINUTES OF REGULAR MEETING JULY 21, 2015

Transcription

1 WHEELING PARK DISTRICT BOARD OF COMMISSIONERS MINUTES OF REGULAR MEETING JULY 21, 2015 The Regular Meeting of the Board of Commissioners of the Wheeling Park District, Cook and Lake Counties, Illinois, was held in the Abbey at Chevy Chase Country Club, 1000 N. Milwaukee Avenue, Wheeling, Illinois. The meeting was called to order at 7:00 p.m. by President Pecka, followed by the Pledge of Allegiance. The following Commissioners were present when the roll was called: C. Klumpp, M. Burns, S._Stein, M. Kurgan, B. Lichtenberger, R. Rosen, and K. Pecka. Staff members present were Jan Buchs, Executive Director; Matt Wehby, Director of Park and Recreation Services; Amy Rivas, Director of HR & Risk Management; Kevin Romejko, Director of Administrative Services; Allen Parkes, General Manager of Chevy Chase; Mary Priller, Communications Manager; Larry Raffel, Superintendent of Planning; and Marcia Jendreas, Recording Secretary. AGENDA ADDITIONS/DELETIONS/CORRECTIONS - None APPROVAL OF MINUTES OF REGULAR MEETING OF JULY 7, 2015 Commissioner Stein moved, seconded by Commissioner Burns, to approve the Minutes of the Regular Meeting of July 17, AYE: M. Burns, S. Stein, M. Kurgan, B. Lichtenberger, R. Rosen, K. Pecka ABSTAIN: C. Klumpp UNFINISHED OR CONTINUING BUSINESS None NEW BUSINESS Approval of Construction Management Services Agreement for Chevy Chase Country Club Grand Ballroom Improvement Project Executive Director Buchs noted that Phase I of the Master Plan were completed in May She

2 Board Meeting of July 21, 2015 Page 2 said the next step is to reinvest and refresh the Grand Ballroom spaces. Based on prior Board meeting discussions, and gaining consensus to move forward with the improvements, staff has been working with Camosy Construction to develop a proposal for construction management services. Executive Director Buchs gave a brief overview of the Camosy proposal and fee structure. She commented that by utilizing a construction-management format, the Park District expects to realize a more efficient preconstruction phase, and a more cost-effective construction phase. Commissioner Stein moved, seconded by Commissioner Kurgan, to authorize the Executive Director, on behalf of the Park District, to enter into a professional services agreement with Camosy Construction for construction management services relative to the Chevy Chase Country Club Grand Ballroom improvement project, for a fee not to exceed $89, ($40, for preconstruction phase plus $49, for construction phase), as outlined in the proposal dated July 15, 2015, pending legal counsel s review of the AIA Standard Form Agreement. AYE: S. Stein, M. Kurgan, B. Lichtenberger, R. Rosen, C. Klumpp, M. Burns, K. Pecka Approval of Agreement for Architectural Services for Chevy Chase Country Club Grand Ballroom Improvement Project Executive Director Buchs stated that staff has been working with FGM Architects to draft a proposal for architectural services, very similar to the process followed in completing Phase 1 of the Master Plan for Chevy Chase Country Club. She explained the scope of the architects services and gave a brief overview of the fee structure. She noted that, as with the Phase 1 agreements with Camosy and FGM, should the Board chose to not continue with the project, the Park District will only be responsible to pay for the work performed. Commissioner Burns moved, seconded by Commissioner Klumpp, to authorize the Executive Director, on behalf of the Park District, to enter into a professional services agreement with FGM Architects for Architectural Services relative to the Chevy Chase Country Club Grand Ballroom improvement project, for a fee not to exceed $185,000, as outlined in the attached proposal dated July 15, 2015, pending legal counsel s review of the AIA Owner s Architect Agreement. AYE: M. Kurgan, B. Lichtenberger, R. Rosen, C. Klumpp, M. Burns, S. Stein, K. Pecka

3 Board Meeting of July 21, 2015 Page 3 Approval of Purchase of Recreation Management Software Director Romejko explained that the Park District has utilized Class Software Solutions (Class) since 2005 to meet its recreation management software needs. The Park District was alerted by ACTIVE Network in April 2013 that the Class product would no longer be supported as of November 20, Staff has subsequently evaluated several providers, and believes Vermont Systems Inc. best meets the needs of the Park District. Director Romejko gave a breakdown of the total amount of $76,500 as follows: year-one application software licensing fee of $61,615, annual maintenance/support fees of $7,932, and a 10% contingency of $6,953 for unforeseen additional expenses. Commissioner Rosen moved, seconded by Commissioner Stein, to authorize the Executive Director, on behalf of the Park District, to enter into an agreement with Vermont Systems Inc. for the purpose of providing recreation management software and associated maintenance/support, for an amount not to exceed $76,500. AYE: B. Lichtenberger, R. Rosen, C. Klumpp, M. Burns, S. Stein, M. Kurgan, K. Pecka FINANCE Treasurer s Report June 2015 Director Romejko reported that June 2015 results were unfavorable, compared to budget, by $498,777; however, of note is the timing of budgeted capital expenditures ($1,900,373 against a budget of $960,189). Year to date overall, the District is $1,760,173 ahead of budget; however, of note is the $934,445 of currently unspent, budgeted capital improvement expenditures. Year to date, the District is $44,672 favorable of budgeted property taxes. Voucher List Commissioner Stein moved, seconded by Commissioner Burns, to approve the Voucher List dated July 21, 2015, in the amount of $737,

4 Board Meeting of July 21, 2015 Page 4 AYE: M. Kurgan, B. Lichtenberger, R. Rosen, C. Klumpp, M. Burns, S. Stein, K. Pecka STAFF REPORTS Director Wehby reminded everyone about the Family Learning Program Golf Outing on August 5 at Chevy Chase. General Manager Parkes reported there have been no adverse effects to the turf caused by the rainy weather. Superintendent Raffel said the neighborhood Horizon Park presentation was successful, with at least twenty residents attending. Director Rivas advised there will be an Ice Cream Social at the CRC on July 23 for all employees. Executive Director Buchs noted that at the Joint Workshop with the Village of Wheeling regarding the CRC Utilization and Capacity Study, a suggestion was made that Commissioners should visit similar senior facilities nearby in particular, the one in Glenview. Saturday, August 29, was tentatively agreed upon as a date when all Commissioners will be available to take a tour. WRITTEN COMMUNICATIONS President Pecka listed the written communications and asked that they be placed on file. VERBAL COMMUNICATIONS Board: Commissioners expressed positive comments on park concerts and bands enjoying the new venue, Horizon Park meeting, Chevy Chase Golf Course, Performance Pavilion sound system, new east entrance to Heritage Park, baseball fields, and camp counselors. EXECUTIVE SESSION At 8:26 p.m., Commissioner Stein moved, seconded by Commissioner Burns, to adjourn to Executive Session for the purpose of discussion of the purchase or lease of real property for the use of the District, including meetings held for the purpose of discussing whether a particular parcel should be acquired per 5 ILCS 120/2(c)(5).

5 Board Meeting of July 21, 2015 Page 5 AYE: C. Klumpp, M. Burns, S. Stein, M. Kurgan, B. Lichtenberger, R. Rosen, K. Pecka The regular meeting reconvened at 8:55 p.m. with the following persons present: C. Klumpp, M._Burns, S. Stein, M. Kurgan, B. Lichtenberger, R. Rosen, K. Pecka, J. Buchs, and M. Jendreas. ACTION, IF ANY, ON MATTERS DISCUSSED IN EXECUTIVE SESSION None ADJOURNMENT There being no further business, Commissioner Stein moved, seconded by Commissioner Rosen, to adjourn the meeting at 8:55 p.m. The motion carried by unanimous voice vote. Respectfully submitted, Jan Buchs Secretary Approved this 4 th day of August 2015 Board of Commissioners Wheeling Park District