Forest Preserves of Winnebago County
BOARD MEETING
Preserves Headquarters
October 26, 2016
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 Mike Durand, Golf Operations
Mary McNamara Bernsten Jamie Johannsen, Marketing
Jeff Tilly Kim O’Malley, Volunteer Coordinator
GUESTS
Ray Ferguson
Jerry Paulson
Bill Crowley
Brian Cutler
Barbara Chevalier
ROLL CALL
The meeting was called to order at 5:31 PM, by President Barnard. Recording secretary Ronelle Johnson called the roll.
PLEDGE OF ALLEGIANCE Mary McNamara Bernsten led the assemblage in the Pledge of Allegiance.
APPROVAL OF AGENDA and MINUTES Minutes for September 21, 2016 were approved. No changes or additions were made to the agenda.
PRESENTATIONS and PUBLIC PARTICIPATION
Land Advisory Council – Jerry Paulson presented a proposal for donation of property that is an in-holding in the Ferguson Forest Preserve of approximately 4 acres. The owner is going to sell the property and the buyer is then donating it to the Preserves. The Land Advisory Council has approved it for donation to the Preserves. It is anticipated that this will be offered for an ordinance by the end of the year. This will be an addition to the Ferguson Forest Preserve. Jerry Paulson requested an informal motion, recognizing that a formal motion will be made later that will need an ordinance. Judy Barnard performed a straw poll and there were no objections.
Auditor – Steve Chapman – Steve Chapman introduced County Auditor Bill Crowley and Bryan Cutler. Bill Crowley informed the board that the Finance office was combining with the Auditors office. Therefore, the accounting will be done by the Auditors office along with Bryan Cutler. Auditor Crowley then laid out a proposal for additional services. He indicated that there is a lack of internal audit procedures at the Forest Preserve. There is a high volume of purchasing card transactions, which often can be an area of vulnerability, as well as having multiple locations. Therefore, the proposal is to have the Auditors office do a detailed review of all Preserve transactions. They would conduct periodic reviews and make recommendations to the Executive Director. They could also conduct audits of inventory as well as audits of outside vendors. In addition, they would put a procedure in place for citizens to report fraud, or other questionable activities through the fraud prevention hotline. The Preserves can be included in the County’s fraud prevention hotline. He stated that this could be a helpful management tool to help manage the Preserves finances. This would cost the Preserves approximately $1,000 per month. Judy asked each Commissioners thoughts. Steve Chapman then stated that he simply thinks it is another step in accountability and making sure there are no issues in the future. After hearing the Commissioners thoughts, he thinks that the proposal could be paired down. Judy Barnard stated that it will be laid over until the November meeting. Judy also asked Mike Holan to talk more about the details with Steve Chapman and Bryan Cutler to see if things can be paired down.
ACTION ITEMS
Bills for September – Mary McNamara Berntsen made a motion, and Mike Eickman seconded to authorize the payment of the bills for September in the amount of $627,560.56. Motion passed unanimously.
Budget and Appropriations Ordinance – The Forest Preserves of Winnebago County’s fiscal year budget operates from November 1 through October 31. The Board of Commissioners has been presented the proposed 2016-2017 Annual Budget and Appropriation for review and adoption. The budget has been laid over for 30 days for public review and comment. No changes were made during the layover. Audrey Johnson made a motion, and Gloria Lind seconded to approve the Ordinance to adopt the 2016-2017 Annual Budget and Appropriations. Roll call vote was taken. Motion and ordinance passed unanimously.
Levy Ordinance –The Forest Preserves of Winnebago County’s fiscal year budget operates from November 1 through October 31. The Board of Commissioners have been presented a proposed tax levy that must be approved to finance the 2016-2017 Annual Budget and Appropriations Ordinance that has been presented to the Board. The tax levy has been laid over for 30 days for public review and comment. Mary McNamara Bernsten made a motion, Mike Eickman and Gloria Lind seconded, to approve the Ordinance to adopt the 2016-217 Levy Ordinance. Roll call vote taken. Motion and ordinance passed unanimously.
Delegate to IAPD Annual Business Meeting – Illinois Association of Park Districts (IAPD) requires each member agency to select delegates to their Annual Business Meeting which will be held on January 21, 2017. The Forest Preserves of Winnebago County (FPWC) is an IAPD member and therefore must assign delegates to represent the FPWC. The FPWC typically assigns the Executive Director and up to three (3) other individuals, comprised of staff and/or Board members, as delegates. The 3 individuals to be considered delegates to represent the FPWC at the IAPD Annual Business Meeting on January 21, 2017 are Judy Barnard, Audrey Johnson and Jamie Johannsen. Mary McNamara Bernsten made a motion, Gloria Lind seconded to approve the three individuals as delegates to represent the Forest Preserves of Winnebago County at the IAPD Annual Business Meeting on January 21, 2017. Motion passed unanimously.
2017 Holiday Schedule – There are certain days of the calendar year that are designated as scheduled holidays. The Forest Preserves of Winnebago County has designated such dates to observe said holidays. The Board of Commissioners of the Forest Preserves of Winnebago County elects to set the scheduled holidays for all Forest Preserve employees. The staff has presented a holiday schedule to the Board and is asking the Board to adopt and approve the Holiday 2017 schedule. The schedule reflects 5 days as floating holidays. The office is open on those floating holidays. Audrey Johnson made a motion, Mary McNamara Bernsten seconded to approve the 2017 Holiday Schedule. Motion passed unanimously.
2017 Fee Schedule – Staff is proposing revisions to the 2017 Golf Fees and Charges and 2017 Fee Schedules. The changes made to the golf are as follows: Make golf passes valid January 1 – December 31, 2017 (currently golf passes are valid March 23 – October 31, 2016); Continue to offer the discount card providing golfers with a 15% savings on green fees and golf car rental; Increase the Golf Team Pass from $75.00 to $80.00 for the 2017 season; Eliminate the rewards points for golf passes purchased prior to April 1st. The only other fee schedule change is changing the bridle tag from an annual tag to a seasonal bridle tag, valid from mid-April through mid-November. Mary McNamara Bernsten made a motion, Gloria Lind seconded, to approve the 2017 Fee Schedule. Motion passed unanimously.
Bids for Seward Bluffs Electrical Campground Phase II – The second phase of the replacement of electric service at Seward Bluffs Campground has been bid. Phase II will complete the project. A total of 37 of the 60 total sites will have electric service. Three bids for the project were received. Special Power submitted the low bid of $51,730 for the base bid and $1,250 for alternate one, the installation of a water line to service the handicap site. The available budget is $60,000. Staff recommends award of the project to Special Power for the base bid and alternate 1 for $52,980. Mary McNamara Bernsten made a motion, Mike Eickman and Jeff Tilly seconded to award the Seward Bluffs Electrical Campground Phase II bid to Special Power. Motion passed unanimously.
Bond Sale Ordinance – An Ordinance Providing for the Issuance and Sale of $1,065,000 of Limited General Obligation Bonds, Series 2016A, of the Winnebago County Forest Preserve District, Winnebago County, Illinois, for the Purpose of Acquiring Land for Forest Preserves and Incidental to the Use and Protection Thereof; Providing for the Levy of a Direct Annual Tax for the Payment of Principal of and Interest on Those Bonds; and Concerning Related Matters. Barb Chevalier from Speer Financial presented the Board with the bids that were received on October 26, 2016, for the $1,065,000 Limited General Obligation Bonds, series 2016. There were three bidders who submitted nine bids. The three bids were from BOSC, Inc., a subsidiary of BOK Financial Corporation of Milwaukee, Wisconsin; D.A. Davidson Companies of Denver, Colorado; and Robert W. Baird & Co., Incorporated of Milwaukee, Wisconsin. The best bid received was from BOSC, Inc. Bond proceeds will be used to acquire land and to pay the costs of issuing the Bonds. Speer Financial recommends the Bonds be awarded to BOSC, Inc., a subsidiary of BOK Financial Corporation, Milwaukee, Wisconsin, at a true interest rate of 2.6120%. The closing date of November 9 will be dependent upon approval of the Bond Sale. Gloria Lind made a motion, Mike Eickman seconded, to approve the bid of BOSC, Inc., a subsidiary of BOK Financial Corporation, Milwaukee, Wisconsin at a true interest rate of 2.6120%. Roll call vote was taken. Motion passed unanimously.
Sheriff’s Contract – The Winnebago County Sheriff’s Department has provided police services in the past within forest preserves located in Winnebago County under an intergovernmental cooperation agreement with the Forest Preserves of Winnebago County. The Winnebago County Sheriff’s Department is agreeable with continuing to provide police services within the Forest Preserves of Winnebago County as well as, the Forest Preserves of Winnebago County is agreeable to continue those services with the Winnebago County Sheriff’s Department providing that both entities have the power to enter into intergovernmental cooperation agreements. The Intergovernmental Agreement between the Forest Preserves of Winnebago County and the Winnebago County Sheriff’s Department shall run from October 1, 2016 through September 30, 2017 and shall be renewable annually after review by the Preserves Executive Director, the Sheriff and thereafter by direction of the Board of Commissioners. After negotiations between Sheriff Caruana and the Executive Director Mike Holan, the Board has reviewed and approved the contract costs. Mary McNamara Bernsten made a motion, and Gloria Lind seconded, to approve the Intergovernmental Agreement between the Forest Preserves of Winnebago County and the Winnebago County Sheriff’s Department for Police Services. Motion passed unanimously.
UNFINISHED BUSINESS
Great Lakes Basin Railroad – Judy Barnard stated that the Preserves needs to consider taking a position on this. The Preserves did send a letter to be considered in the environmental impact statement. A new route has been presented and Tom Hartley went through the proposed new rail route. Jerry Paulson and Ray Ferguson also gave some insight into the problems of the new route. Several concerns are the soil, water, migratory birds, endangered species, and there would be affected wetlands. Judy Barnard then distributed a draft of an email that will be sent to the Surface Transportation Board. She is asking the Commissioners to review it and look into the issues. She is also seeking Commissioners to serve on a smaller committee to look further into the Railroad and the issues it presents.
NEW BUSINESS
Strategic Plan – Land Acquisition – Judy Barnard thinks it is necessary to have something included in the Strategic Plan about land acquisition, and consider it being an additional goal. She is requesting a couple of Commissioners and staff to be involved in working on that.
STAFF REPORTS
Preserve Operations – Vaughn Stamm submitted a written report.
Golf Operations – Mike Durand submitted a written report. He gave an update to his report relating to the fall schedule. Beginning November 1-3 there will be irrigation clearing at the courses. November 1 will be last day Ledges will be open, due to Atwood being closed on Nov. 1 for irrigation clearing, weather permitting. After November 1 Atwood & Macktown will remain open, weather permitting, and Macktown will close around November 6. Lastly, Mike announced that Susan Wheeler of Wild Rhubarb, who runs concessions at Atwood & Ledges, will no longer run concessions at those locations. Their contract expires December 31, 2017. The Preserves is looking at taking over those concessions internally.
Land and Development – Tom Hartley submitted a written report. The Preserves has received the Illinois Clean Energy Grant for the Johnson/Larson properties.
Marketing and Community Relations – Jamie Johannsen submitted a written report.
Education – Don Miller submitted a written report.
Law Enforcement – Terry Nordberg submitted written report.
ADJOURNMENT
Meeting adjourned at 7:05 PM.
Next board meeting 5:30 PM, Wednesday, November 16, Preserve Headquarters
Respectfully Submitted,
Ronelle Johnson
Recording Secretary
