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 February 19, 2020

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

February 19, 2020

 

PRESENT                                                     STAFF

Mike Eickman                                                Mike Holan, Executive Director

Audrey Johnson                                            Steve Chapman, Finance

Gloria Lind                                                     Vaughn Stamm, Preserve Operations

Cheryl Maggio                                               Jamie Johannsen, Marketing

Jeff Tilly                                                          Ann Wasser, Education

Jake Henry                                                    Kim O’Malley, Human Resources/Volunteer Program

     Tyler Knapp, Golf Maintenance

     Mark Freiman, Golf Maintenance

 

ABSENT                                                        GUESTS

Judy Barnard – participated via phone          Brian Termini

      Grant Rundblade

      Constance Gleasman

 

ROLL CALL

The meeting was called to order at 5:35 PM, by President Tilly.  Recording secretary Ronelle Johnson called the roll.

 

PLEDGE OF ALLEGIANCE     Jake Henry led the assemblage in the Pledge of Allegiance.

 

APPROVAL OF AGENDA and MINUTES      Minutes for January 15 (monthly board meeting) and February 8 (strategic planning meeting) were approved.  The only change to the agenda was the Land Acquisition action item was moved to the end of the meeting.

 

PRESENTATIONS and PUBLIC PARTICIPATION

Brian Termini from EZ-Go – Brian is a Senior Sales Manager from EZ-Go, a golf car manufacturer that is currently a golf car partner at Atwood and Macktown golf courses.  He addressed the board regarding EZ-Go not being awarded the bid for the new golf cars.

 

UNFINISHED BUSINESS

Dog policy at Severson Dells – Audrey mentioned that the Severson Dells dog policy was not discussed at the Strategic Planning meeting.  She is of the opinion that dogs should not be allowed at Severson Dells due to the amount of children that attend Severson.  Audrey also believes this should only apply to Severson and that consensus and a policy need to be put into place.  Jeff Tilly and Judy Barnard would like this discussed further and put on the agenda as an action item at the March board meeting.  Mike Holan stated that either a policy or an ordinance needs to be put into place.  Judy and Audrey will put together a proposed policy and get it to the board before the next meeting.  Jeff also asked Ann Wasser to speak on this subject at the next meeting.

 

NEW BUSINESS

Finance Report – Steve Chapman gave the finance report.  He distributed the Interim Financial Results  and the Corporate Fund Details for November 1, 2019 through January 31, 2020.

 

Strategic Plan Accomplishments – Mike Holan reviewed the Strategic Plan accomplishments for 2019.  A few board members also mentioned that they thought the Strategic Plan meeting went very well.

 

 

 

ACTION ITEMS

Bills for January – Gloria Lind made a motion, Mike Eickman seconded to authorize the payment of the bills for January in the amount of $385,064.09.  Motion passed unanimously. 

 

Acceptance of Bids for Fertilizers & Chemicals – Bids on fertilizers and pesticides were presented. These materials are used for application on our golf courses and forest preserve restoration sites.  These products are handled and applied by personnel licensed by the Illinois Department of Agriculture.  These quantities are similar to last year’s and are budgeted out of various departments. All the fertilizers, insecticides, herbicides and fungicides included in this bid are registered through the Environmental Protection Agency and have been approved for use on public golf courses and forest preserves.  Audrey Johnson made a motion and Gloria Lind seconded to approve the purchase of fertilizers and chemicals as per the attached list for a total price of $63,240.76.  Motion passed unanimously.

 

Acceptance of Bids for Golf Cars – This bid is for replacement of 50 golf cars for the Ledges Golf Course.  The current fleet is approximately ten years old and is in need of replacement.  $165,000 was allocated for golf cars at Ledges Golf Course in the 2020 Capital Budget.  Additionally, 40 used carts are being offered for trade-in to help offset the new purchase price. Additionally 10 of the used fleet are being retained to provide for events and outings where additional cars have been needed and were rented and or transported from another course in the past.  This will better facilitate staff being able to more efficiently facilitate large events or outings or even multiple events at different courses on the same day. Three bids were opened on February 6th, with only one bid meeting or exceeding the required equipment specifications.  Staff is recommending the purchase of fifty Yamaha Drive 2 EFI Golf Cars from Harris Golf Cars, Inc., because they met and or exceed the minimum required bid specification and fall within the original budgeted amount in the 2020 Capital Equipment Budget.  Staff recommends awarding the purchase of fifty Yamaha Drive 2 EFI Golf Cars to Harris Golf Cars, Inc., in the amount of $156,100, which includes the trade in allowance of forty old golf cars.  The individual unit price is $4,682 (x50 new cars) and the trade-in allowance $1,950 (x40 old cars).  There are sufficient funds available in the 2020 Capital Equipment Budget for this purchase.  Judy Barnard made a motion and Gloria Lind seconded to approve the purchase of 50 new golf cars in the amount of $156,100 from Harris Golf Cars, Inc.  Motion passed unanimously.

 

Acceptance of Bids for Fairway Mowers – There are three fairway mowers in need of replacement, with one unit being replaced at each of the three golf courses.  The amount of $50,000 for each mower unit was allocated for each course, and where a total of $150,000 allocated for the three fairway mowers combined in the 2020 budget in the Capital Improvement and Development Fund.  Two bids were opened on February 13th, with both bids meeting or exceeding the required equipment specifications. Staff is recommending the purchase of the John Deere 6500A Precision Cut Fairway Mowers to JW Turf in the amount of $145,954.35.  There are sufficient funds available in the 2020 Capital budget.  Three old fairway mower units will be removed from the fleet and are planned to be auctioned off via the online auction process once the new units are delivered.  The proceeds from these units will be deposited back into the general fund once received. Mike Eickman made a motion and Gloria Lind seconded to approve the purchase of three John Deere 6500A Precision Cut Fairway Mowers for $145,954.35 from JW Turf.  Motion passed unanimously.

 

Land Acquisition Contract-Kishwaukee –The Land Advisory Council completed a strategic plan for the Forest Preserves of Winnebago County.  The Board of Commissioners has approved adoption of strategic plan options 2, 3 and 4 for acquisition and any other unique or special opportunities that may occur.  The Lithuanian Club and Ferguson properties are surrounded by the Kishwaukee River and Rockford Rotary Forest Preserves and are included in strategic plan option 2.  The Forest Preserves has negotiated an agreed upon price for both properties using a Forest Preserves appraisal as a basis for negotiation.  The Forest Preserves staff is seeking a grant to help fund the acquisitions.  The Illinois Clean Energy Community Fund is a granting agency that we have used in the recent past successfully and plan to use with these purchases.  An Ordinance has been prepared that states the Preserves will cover acquisition costs not covered by the grant and both purchases are dependent on receiving grant funding.  The Lithuanian Club has passed a resolution committing to the sale and naming their President as the spokesperson for the Club to complete the sale. Mike Eickman made a motion and Gloria Lind seconded that the Preserves will purchase the Lithuanian Club and the Ferguson property at the appraised value and will provide the balance of the funds needed to purchase the properties.  This resolution is contingent upon receiving funding.  Motion passed 5-1 (Jake Henry voted no).  Ordinance passed.

 

STAFF REPORTS

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

 

Land and Development – The Natural Resource Staff submitted a written report.

 

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

 

Marketing and Community Relations – Jamie Johannsen submitted a written report.  Jamie mentioned that Colored Sands Forest Preserve and Bird Observatory received designation from the National Audubon Society as an important bird area.  There will be a dedication ceremony and news conference on Friday, May 8, at 1 pm.

 

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.

 

CLOSED SESSION

Audrey Johnson made a motion, seconded by Mike Eickman, to go into closed session at 6:22 p.m.  At 6:42 p.m., the meeting returned to open session. No action was taken while in closed session.

 

ADJOURNMENT

Meeting adjourned at 6:45 PM.

Next board meeting 5:30 PM, Wednesday, March 18, Forest Preserve Headquarters

 

 

Respectfully Submitted,

Ronelle Johnson

Recording Secretary