Laona Heights Sugar River Colored Sands Sugar River Two Rivers Ferguson Hartley Memorial Trask Bridge Four Lakes Pecatonica River Pecatonica Wetlands Crooked River Grove Creek Seward Bluffs Klehm Forest Preserve Severson Dells Fuller Memorial Cedar Cliff Indian Hill Hinchliff Memorial Kilbuck Bluffs Trailside Kishwaukee Gorge South Kishwaukee Gorge North Rockford Rotary Kishwaukee River Oak Ridge Blackhawk Springs Deer Run Espenscheid Memorial McKiski County Line Kieselburg Roland Olson Stone Bridge Clayton Andrews Ledges Hononegah J. Norman Jensen Millrace Isle Macktown Atwood Homestead Forest Preserve Headquarters

Board of Commissioner Minutes April 17, 2019

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

April 17, 2019

 

PRESENT                                                     STAFF

Judy Barnard                                                 Mike Holan, Executive Director

Mike Eickman                                                Vaughn Stamm, Preserve Operations

Audrey Johnson                                            Tom Hartley, Land and Development

Gloria Lind                                                     Jamie Johannsen, Marketing

Cheryl Maggio                                                Ann Wasser, Education

Jeff Tilly                                                          Kim O’Malley, Human Resources/Volunteer Program

 

 

ABSENT                                                        GUESTS

Jake Henry                                                     John Rader – Baker Tilly

       Ray Ferguson

       Alex Mills

       Samantha Burbach

 

ROLL CALL

The meeting was called to order at 5:32 PM, by President Tilly.  Recording secretary Ronelle Johnson called the roll.

 

PLEDGE OF ALLEGIANCE     Cheryl Maggio led the assemblage in the Pledge of Allegiance.

 

APPROVAL OF AGENDA and MINUTES      Minutes for March 20, 2019 were approved.  Audrey Johnson made a motion, Judy Barnard seconded.  Closed session was moved to the end of the meeting.  No other changes or additions were made to the agenda.

 

PRESENTATIONS and PUBLIC PARTICIPATION

Baker Tilly Audit Results – John Rader from Baker Tilly presented the audit results for the year ending October 31, 2018.  He reviewed the financial results, including the general fund balance, improvement and development fund, and health benefit fund.  Next John reviewed the debt service margins, the required communications and updates regarding accounting and auditing standards.  Finally he reviewed the management letter.  John felt the finances were very solid and everything looks like it is in good shape.  John recommends implementing a fund balance policy (even though it is not required) to further improve the financial strength of the Preserves.

 

Ray Ferguson – The Gathering at Macktown – Ray announced that The Gathering is at Macktown on Saturday April 27 & Sunday April 28 from 9:00 am to 4:00 pm.

 

Alex Mills – Alex introduced Samantha Burbach, the newest Klehm employee.  She will be helping grow the education and program aspects at Klehm.  Alex then thanked the Forest Preserves for the golf donation for Botanica.

 

ACTION ITEMS

Bills for March – Mike Eickman made a motion, Gloria Lind seconded to authorize the payment of the bills for March in the amount of $589,670.47.  Motion passed unanimously. 

 

Acceptance of Bids for Greens Mower – This greens mower is a replacement of a greens mower for Ledges Golf Course.  $31,000 was allocated for a greens mower in the 2019 Capital Budget.  Three bids were opened on March 28th, with all bids meeting or exceeding the required equipment specifications.  Staff is recommending the purchase of the Toro GR3120 Greens Mower from Reinders, Inc. because it meets and or exceeds the minimum required specification and is the lowest bid.  Staff also recommends awarding the purchase of the Toro GR3120 Greens Mower to Reinders, Inc. in the amount of $29,262.44.  There are sufficient funds available in the 2019 Capital Budget for this purchase. Audrey Johnson made a motion and Gloria Lind seconded to accept the bid to purchase the Toro GR3120 Greens Mower in the amount of $29,262.44 to Reinders, Inc.  Motion passed unanimously.

 

Acceptance of Bids for Fairway Mower – This fairway mower is a replacement of a fairway mower for Ledges Golf Course.  $48,500 was allocated for a fairway mower in the 2019 Capital Budget.  Three bids were opened on March 28th, with two meeting or exceeding the required equipment specifications and the third bid not meeting minimum specification.  Staff is recommending the purchase of the John Deere 6500A Precision Cut Fairway Mower from JW Turf because it meets and or exceeds the minimum required specification and is the qualified lowest bid.  Staff is also recommending purchasing the additional extended warranty offered for a period of three additional years at a cost of $1,068.82 per year for a total additional cost of $3,206.46.  By purchasing this extended warranty the Fairway Mower would be covered under warranty for a period of 5 years total; 2 years of manufacturer base warranty and 3 years of extended manufacturer warranty.  Staff recommends awarding the purchase of the John Deere 6500A Precision Cut Fairway Mower to JW Turf in the amount of $45,959.29.  There are sufficient funds available in the 2019 Capital Budget for this purchase.  Judy Barnard made a motion and Gloria Lind seconded to accept the bid to purchase the John Deere 6500A Precision Cut Fairway Mower in the amount of $45,959.29 to JW Turf.  Motion passed unanimously.

 

Assigning a Project Manager for Special Use Permit – In the 2019 fiscal year budget, the Preserves appropriated money to remove a dilapidated maintenance shop at the Ledges Golf Course and build a new shop.  The old shop is outside of the secured and gated maintenance area and next to a residential property therefore it is desirable to build the new shop in a location adjacent to the main maintenance facility and away from the residential properties.  In the process of obtaining a building permit it was determined the new location is zoned as a residential area therefore prohibiting the construction of the new shop.  The Preserves must obtain a Special Use Permit by Winnebago County to allow the construction at the new location.  The Special Use Permit requires a Project Manager to be named who will be the main contact person to answer to the Zoning Board and the signature on the documents.  The Zoning Department typically gets Special Use Permit requests from corporate entities whereby the owners or shareholders designate a Project Manager, but since the Preserves is another government entity, the Zoning Department has requested the Board of Commissioners of the Forest Preserves of Winnebago County pass a resolution assigning a Project Manager and determined that the Executive Director be assigned as such.  Judy Barnard made a motion and Cheryl Maggio seconded to assign the Executive Director, Mike Holan, as the Project Manager for the purpose of obtaining a Special Use Permit to construct a maintenance shop at Ledges Golf Course.  Motion passed unanimously.

 

STAFF REPORTS

Preserve Operations – Vaughn Stamm, Scott Stewart, Scott Wallace & Bryan Helmold submitted a written report.

 

Golf Operations – Vaughn Stamm, Rich Rosenstiel, Tyler Knapp & Mark Freiman submitted a written report.

 

Land and Development – Tom Hartley submitted a written report.

 

Marketing and Community Relations – Jamie Johannsen submitted a written report.  Jamie announced that the 815 Outside news conference will be held at 1:00 pm instead of 10:00 am on April 26.

 

Environmental Education – Ann Wasser submitted a written report.  Ann announced that the 815 Outside website is up and running at 815outside.com.

 

Human Resources/Volunteer Program Report – Kim O’Malley submitted a written report.

 

Law Enforcement – Sheriff’s Department submitted a written report.

 

CLOSED SESSION

Audrey made a motion to go into closed session at 6:34 to discuss personnel.  At 8:05 pm, the meeting returned to open session. No action was taken while in closed session.

 

ANNOUNCEMENTS and COMMUNICATIONS

April 26 – News Conference announcing the launch of 815 Outside at Blackhawk Springs Forest Preserve, Friday at 10:00 am

April 27 & 28 – The Gathering at Macktown Forest Preserve, Saturday & Sunday 9:00 am-4:00 pm

May 4 – Walk with Swedes at Severson Dells Forest Preserve, Saturday at 9:00 am

May 11 & 12 – Birdfest 2019 at Sand Bluff Bird Observatory, Saturday from 8:00 am – 4:00 pm and Sunday from 8:00 am – 3:00 pm

May 18 – Nurture Nature at a R.E.A.P. Volunteer Workday at Rockford Rotary Forest Preserve, Saturday from 9:00 am – Noon.

April 26 – Klehm Arboretum will be having a tree planting for Arbor Day at 10:15 am until 12:30 pm.

 

ADJOURNMENT

Meeting adjourned at 8:06 PM.

Next board meeting 5:30 PM, Wednesday, May 15, Preserve Headquarters

 

 

Respectfully Submitted,

Ronelle Johnson

Recording Secretary