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Board of Commissioner Minutes December 19, 2018

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

December 19, 2018

 

PRESENT                                                     STAFF

Judy Barnard                                                 Mike Holan, Executive Director

Mike Eickman                                                Steve Chapman, Finance

Audrey Johnson                                             Vaughn Stamm, Preserve Operations

Gloria Lind                                                     Tom Hartley, Land and Development

Cheryl Maggio                                                Ann Wasser, Education

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

Jake Henry

 

GUESTS

Richard Stewart – Foundation for Fair Contracting

Judge Janet Holmgren

 

 

SWEARING IN OF COMMISSIONERS

Commissioners Audrey Johnson and Mike Eickman were sworn in by Judge Janet Holmgren.  They were each installed for 6 year terms.

 

 

ROLL CALL

The meeting was called to order at 5:49 PM, by President Barnard.  Recording secretary Ronelle Johnson called the roll.

 

 

PLEDGE OF ALLEGIANCE     Mike Eickman led the assemblage in the Pledge of Allegiance.

 

 

APPROVAL OF AGENDA and MINUTES      Minutes for November 12 were approved.  One change was made to the agenda, the Election of Officers was moved to the last action item.

 

 

PRESENTATIONS and PUBLIC PARTICIPATION

Richard Stewart – Foundation for Fair Contracting – Richard Stewart is a Construction Analyst from the Foundation for Fair Contracting.  It has been brought to his attention that there has been concern that there are too many contractors from out of the area bidding on the Preserves contracts and many times being awarded those contracts. He advised the Board to look at an approved apprenticeship program that could help in getting local contracts bidding for these jobs.  He also suggested the possibility of putting a limit on the mileage as to how far away a contractor can come from for the job (possibly 30-40 mile radius).  Lastly, he advised creating a responsible bidder ordinance which would require an apprenticeship program for the contractors.  He distributed his card to the Board and advised they can assist with creating a responsible bidder ordinance.

 

New Employee at Severson Dells – Ann Wasser introduced Jessie Crow-Mermel as the new Development and Marketing Assistant at Severson Dells.  Jessie introduced herself and gave her background.  She is a master naturalist as well as an educator and was also in communications and development.  In addition, she is a trail steward at Stone Bridge Forest Preserve and a volunteer at NLI.  Ann then also announced the Naturalist position vacancy left by Greg Rajsky.  Ann and Kim are currently sorting through the resumes they have received.

 

 

2019 Restoration Manual – Tom Hartley – Tom Hartley distributed the 2019 Restoration Manuals.  He went through what restoration projects were completed in 2018 and a brief summary of those that will be done in 2019, including the rusty patch bumble bee project and grants, tree removal at several preserves, prescribed burns in the spring, and lastly the seed harvest collection program. The Board asked that a public meeting be held to give information on the Rusty Patched Bumblebee restoration project.

 

 

UNFINISHED BUSINESS

Bids for Cedar Cliff/Hinchliff Road – Jake Henry mentioned that at the last meeting, there were bids for Cedar Cliff asphalt paving of driveway entrance and was wondering if Hinchliff was included in those bids. Tom Hartley stated that Hinchliff was not included.  Tom Hartley said he will approach the highway department about paving that entrance area.

 

 

ACTION ITEMS

Bills for November – Mike Eickman made a motion, Gloria Lind seconded to authorize the payment of the bills for November in the amount of $371,442.64.  Motion passed unanimously. 

 

Budget Amendment – The proposed budget amendment is needed due to two recently awarded habitat grants from the IDNR.  First, $20,000 listed in Grant Revenue in the Capital Improvement Fund 965 is to be removed and transferred into a new fund.  Second, $25,000 from the Capital Improvement Expense Fund 965-46310 is to be removed and transferred into a new fund.  New funds are needed due to the requirements of the grant. New grant funds as well as the funds mentioned above will be transferred as follows:  First $105,100 is to be listed as grant revenue in new fund 967 for pollinator habitat ($82,600 habitat and $17,500 USFWS partners and $5,000 green regions).  Second, $110,100 will be listed as expense in new fund 967 ($105,100 grant fund and $5,000 District funds).  Third, $10,880 is to be listed as both revenue and expense in new fund 968. Audrey Johnson made a motion and Jeff Tilly seconded to approve the Budget Amendment ordinance.  Roll call vote taken.   Motion passed unanimously.

 

Acceptance of Bids for Atwood Homestead Clubhouse Roof – The Atwood Homestead Golf Clubhouse is in need of a new roof.  The existing shingles are wood shake.  Unfortunately the cost of wood shakes has risen significantly and was not considered a cost effective alternative that would fit within the capital budget.  Architectural asphalt singles were considered the best solution for this roof, providing a pleasing aesthetic look while providing many years of maintenance free protection for the building at the most affordable cost.  A quote was obtained in 2017 which included the tear off and installation of a new roof on both the upper and lower sections of the building but did not include the installation of decking.  It was discovered after the 2019 budget was finalized that the upper section had the original slatted roof under the wood shake shingles and therefore would require a decking underlayment be installed prior to the asphalt shingles.  It could not be determined if the lower section needed to have decking installed as there was no access under the roof to determine this fact.  This would not be discoverable until the old shake shingles were removed.  Therefore, the bid was separated into two options, with the first being for the entire building complex with both upper and lower sections.  The second option was re-roofing both sections but only replacement of underlayment decking on the upper section only, as it was unknown at this time if the lower section needed new underlayment.  While all bids for option #1 came in over the original budgeted amount, staff recommends award of base bid #1 to Sweet Lane Construction, LLC for $39,012.42.  This amount would cover costs if both upper and lower sections need decking, however this amount could be lowered by approximately $4,000 if it is determined that the lower section does not require new decking.  The total amount of $39,012.42 represents $2,012.42 over the original budgeted amount, but could be covered by the Capital Fund balance if necessary.  Audrey Johnson made a motion and Gloria Lind seconded to award base bid #1 to Sweet Lane Construction, LLC for $39,012.42.  Motion passes 5-1 (Jake Henry voted no.).

 

Asset Liquidation Authorization Ordinance – The Forest Preserves of Winnebago County has the need to liquidate unused or unneeded capital assets such as vehicles, tractors and mowers.  The Preserves previously partnered with Winnebago County to sell these capital assets via various municipal auction houses.  Winnebago County now disposes of capital assets using the Greater Rockford Auto Auction or through on-line auction services.  The Preserves currently use Great Rockford Auto Auction to liquidate vehicles, but Greater Rockford Auto Auction will not auction tractors, mowers or other similar type equipment.  The Preserves wants to utilize on-line auction services as well as Greater Rockford Auto Auction, to liquidate capital assets more profitably and efficiently. Mike Eickman made a motion and Gloria Lind seconded to authorize the Preserves to use on-line auction services as well as auction houses to liquidate capital assets.  Roll call vote taken.  Motion passed unanimously.

 

Election of President and Vice President – Judy Barnard announced that she is stepping down as President.  Mike Eickman asked for a motion for nominations for President from the Board.  Judy Barnard nominated Jeff Tilly for President.  Jeff Tilly accepted the nomination.  Audrey Johnson nominated Mike Eickman.  Mike Eickman did not accept the nomination.  Nominations were closed for President.  Jeff Tilly was voted in as the Board President.  Mike Eickman entertained nominations for Vice President.  Gloria Lind nominated Mike Eickman for Vice President and Jeff Tilly seconded.  Mike Eickman accepted the nomination.  Nominations were closed for Vice President.  Mike Eickman was voted in as the Board Vice President.  Mike Holan thanked outgoing President Judy Barnard for her 6 years of service.

 

Appointment of Officers – This was removed from the agenda and will be put on the January agenda.

 

 

STAFF REPORTS

Executive Director – Judy and Mike met with Frank Haney to discuss a few Preserves projects, including any monies the County may have available for host fees.  Mike also announced that Alex Mills contacted him about concerns with 2 of Klehm’s furnaces per an annual inspection. Further inspection determined the furnaces had cracked heat exchangers.  The cost will be approximately $12,740, and those units will be replaced with high efficiency units.  Lastly, Mike announced that the Preserves was given a very generous monetary donation for an endowment fund for Atwood Homestead Forest Preserve and Golf Course.

 

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

 

Land and Development – Tom Hartley submitted a written report.

 

Golf Operations – Vaughn Stamm, Rich Rosenstiel, Tyler Knapp, and Mark Freiman submitted a written report. Vaughn announced that while rounds were down 17% due to the weather, the golf courses still made a profit.  He attributes the profit to expenses, such as staff, food supplies, fuel, etc., being lower.  Vaughn mentioned that he feels like the food and beverage is going well.  He and Rich are still working out what sells best at each golf course, but they hope to increase profits this next year.

 

Marketing and Community Relations – Jamie Johannsen submitted a written report.

 

Environmental Education – Ann Wasser submitted a written report.

 

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

 

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

 

 

ANNOUNCEMENTS and COMMUNICATIONS

December 28 – Snowshoe Hike at Hononegah Forest Preserve from 3:00-5:00pm

 

 

ADJOURNMENT

Meeting adjourned at 7: 23 PM.

Next board meeting 5:30 PM, Wednesday, January 16, 2019, Preserve Headquarters

 

 

Respectfully Submitted,

Ronelle Johnson

Recording Secretary