Minutes & Agendas

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

June 17, 2020

PRESENT                                                     STAFF

Judy Barnard – via Zoom                               Mike Holan, Executive Director

Mike Eickman                                                 Steve Chapman, Finance

Audrey Johnson                                             Vaughn Stamm, Preserve Operations

Cheryl Maggio – via Zoom                              Ann Wasser, Education

Jeff Tilly – Arrived at 5:45 pm                          Kim O’Malley, Human Resources/Volunteer Program

Jake Henry

ABSENT                                                        GUESTS

Gloria Lind                                                     John Rader from Baker Tilly – via Zoom

ROLL CALL

The meeting was called to order at 5:35 PM, by Vice President Mike Eickman.  Recording secretary Ronelle Olszewski called the roll.

PLEDGE OF ALLEGIANCE     Audrey Johnson led the assemblage in the Pledge of Allegiance.

APPROVAL OF AGENDA and MINUTES      Minutes for May 20 were approved.  No 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, 2019.  He was present via Zoom.  All Commissioners were provided a copy of the audit. He reviewed the financial results, including the general fund balance, improvement and development fund, and health benefit fund, as well as the debt service margins, and the required communication. Finally he reviewed the management letter.  John felt that everything looks like it is in good shape.

UNFINISHED BUSINESS/DISCUSSION

Severson Dells Dog Ordinance – Judy Barnard prepared a proposed dog ordinance amendment for Severson Dells.  Due to the fact that there are children’s activities and educational opportunities for children at Severson Dells, it is proposed that the ordinance be amended to not allow dogs at Severson Dells.  All of the other Preserves in Winnebago County allow dogs, therefore Severson Dells would be the only Preserves property that dogs would not be allowed.  It was requested that the Severson Dells Board President come and speak to the board before an amendment is voted on. Judy wants to amend the code and regulations.  Judy is asking that it be put on the agenda as an action item in July.  Jake Henry would like to have a survey taken and get the opinion of the people that use Severson.  Mike Holan will look into having an online survey done before the next meeting.

NEW BUSINESS

Pig Farm – Mike Holan announced that a property owner near Colored Sands has contacted him regarding a proposed pig farm in the Durand Area.  The property owner was concerned the run-off would affect Colored Sands.  Mike spoke with the zoning division for the County and he also contacted the State Department of Agriculture.  The state said that there is an application in for a pig farm for 1900 animal units.  The state has yet to determine if it is a feasible application and if it is, it will go back to the county at which point the county will hold a meeting for open comment and then it goes back to the State.  At this time the pig farm application is not complete.

ACTION ITEMS

Bills for May – Mike Eickman made a motion, Audrey Johnson seconded to authorize the payment of the bills for May in the amount of $577,933.64.  Motion passed unanimously. 

Legal Firm Services – The Preserves sent out a request for quotes to twelve legal firms and posted a notice in the paper to obtain quotes for legal services and representation for the Preserves. The Preserves received quotes from two legal firms with Rockford offices.  Both firms were evaluated based on the firms and assigned attorneys experience, education of personnel assigned to the Preserves, previous work of similar nature and cost.  A decision was made to interview Sosnowski/Szeto, LLP based on the criteria listed above and said firm was interviewed by President Jeff Tilly and Commissioner Judy Barnard.  An audio transcript was provided to the Commissioners that did not attend the interview.  Audrey Johnson made a motion and Judy Barnard seconded to hire the legal firm Sosnowski/Szeto, LLP to represent the Forest Preserves of Winnebago County subject to a reference check which Mike Holan will do immediately.  Motion passed unanimously (subject to the reference check). 

Non-Discrimination and Anti-Harassment Policy – The Workplace Transparency Act amended the Illinois State Officials and Employees Ethics Act to require governmental entities to adopt an ordinance or resolution amending their sexual harassment policies to provide a mechanism for reporting and independent review of allegations of sexual harassment made against an elected official of the governmental entity by another elected official of a governmental entity.  The Workplace Transparency Act also amended the Illinois Human Rights Act and such amendments necessitate further revision of policies prohibiting the harassment.  The Preserves has an Employee Personnel Policy Manual which includes a Non-Discrimination and Anti-Harassment Policy that does not comply with the aforementioned amendments.  The Preserves seeks to amend its current Non-Discrimination and Anti-Harassment Policy in order to comply with the aforementioned amendments and bases its updated Policy on a template provided by PDRMA.  Corporate Attorney, James R. Pirages of Hinshaw & Culbertson, LLP has reviewed the amended Non-Discrimination and Anti-Harassment Policy and agrees that it is in compliance with Public Act 101-0221.   Audrey Johnson made a motion and Mike Eickman seconded to adopt the amended Non-Discrimination and Anti-Harassment Policy. Roll call vote taken.  Motion passed unanimously.

STAFF REPORTS

Preserve Operations – Vaughn Stamm, Scott Stewart, Scott Wallace and Bryan Helmold submitted a written report.  Vaughn mentioned that the budget had allocated money to do a cost analysis and engineering survey in preparation of re-doing the electrical service at Hononegah Campground.  Vaughn will have that ready at the next board meeting as to how, and if, to move forward with updating the electric at Hononegah Campground, to be incorporated into the 2020-2021 budget.

Golf Operations – Vaughn Stamm, Rich Rosenstiel, Tyler Knapp and Mark Freiman submitted a written report.  Mike mentioned that due to the COVID-19 restrictions gaming machines are not operating yet, and according to health department guidelines, the gaming machines may need dividers installed.

Land and Development – Natural Resources Staff submitted a written report.

Environmental Education – Ann Wasser submitted a written report.  Severson started camp last week in compliance with state, county and CDC guidelines.

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 7:09 pm.  At 8:18 pm, the meeting returned to open session. No action was taken while in closed session.

Personnel –   The annual evaluation of Executive Director Mike Holan was performed during closed session.  Jeff Tilly thanked Mike for his hard work and the extra efforts he has put into the position, especially in light of Tom Hartley’s retirement.   Mike Eickman made a motion to give Executive Director Mike Holan a performance bonus and a merit increase.  The merit increase is retroactive to April 10, 2020.  Motion passed. 4-1 (Jake Henry voted no).

ANNOUNCEMENTS and COMMUNICATIONS

June 20 – Nurture Nature at a R.E.A.P. Volunteer Workday at Four Lakes Forest Preserve from 9:00 a.m. – 12:00 p.m.

July 19 – Nurture Nature at a R.E.A.P. Volunteer Workday at Pecatonica Wetlands Forest Preserve, Saturday from 9:00 a.m. – 12:00 p.m.

ADJOURNMENT

Meeting adjourned at 8:25 PM.

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

Respectfully Submitted,

Ronelle Olszewski

Recording Secretary

July Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, July 15, 2020 – 5:30 PM

Forest Preserve Headquarters

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE

C.  APPROVAL of MINUTES

      Minutes for June 17

D.  PUBLIC PARTICIPATION and AWARDS

                       1.   Severson Dells’ Dog Discussion – Ramona Lanning

                 E.  PRESENTATIONS

       1.  Proposed Hog Farm – Tom Walsh

F.   UNFINISHED BUSINESS / DISCUSSION

Page            G.   NEW BUSINESS

1.                    1.   Hononegah Campground Electric Service

                 H.  ACTION ITEMS

6.                    1.   Bills for June

8.                     2.  Land Acquisition Contract – Property Adjacent to Severson Dells

10.                       3.   Disengagement from Current Risk Management Pool

11.                       4.   Authorization of Membership into IPARKS Risk Management Pool

12.                       5.   Resolution to Prohibit Dogs at Severson Dells Forest Preserve

 I.  UPDATES and  REPORTS 

13.                   1.  Preserve Operations

16.                   2.  Land and Development

17.                   3.  Golf

21.                   4.  Education

22.                   5.  Human Resources

24.                   6.  Law Enforcement

   J.  CLOSED SESSION

   K.  ANNOUNCEMENTS and COMMUNICATIONS

1.  July 18 – Nurture Nature at a R.E.A.P. Volunteer Workday at Pecatonica Wetlands Forest                Preserve, Saturday from 9:00am – 12pm

                         2.  August 15 – Nurture Nature at a R.E.A.P. Volunteer Workday at Sugar River Forest Preserve,                                 Saturday from 9:00am – 12:00pm

    L.  ADJOURNMENT

Next regular Board Meeting – 5:30 PM Wednesday, August 19, Forest Preserve Headquarters

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

May 20, 2020

PRESENT                                                     STAFF

Judy Barnard – via phone                              Mike Holan, Executive Director

Mike Eickman                                                Steve Chapman, Finance

Audrey Johnson                                             Ann Wasser, Education

Gloria Lind – via phone                                  Kim O’Malley, Human Resources/Volunteer Program

Cheryl Maggio

Jeff Tilly – via phone

Jake Henry

GUESTS

No guests due to the COVID-19 pandemic.

ROLL CALL

The meeting was called to order at 5:33 PM, by Vice-President Mike Eickman.  Recording secretary Ronelle Olszewski called the roll.

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

APPROVAL OF AGENDA and MINUTES      Minutes for April 15, 2020 were approved.  No changes or additions were made to the agenda.

ACTION ITEMS

Bills for April – Audrey Johnson made a motion and Cheryl Maggio and Jeff Tilly seconded to authorize the payment of the bills for April 2020 in the amount of $390,655.43.  Motion passed unanimously. 

NEW BUSINESS

Quarterly Finance Report – Steve Chapman presented the Quarterly Finance Report.

UNFINISHED BUSINESS

New Forest Preserve Attorney – The Preserves are in need of a new attorney.  Proposals have been submitted.  Interview questions will be prepared by Judy Barnard and the interviews will be conducted via phone in the next couple of weeks.  Mike Holan will set up those interviews.

Grant Update – Clean Energy approved the Preserves grant in the amount of $316,750 plus $10,000 for restoration for the Lithuanian Club and the Ferguson property.  The closing is scheduled for June 18.

COVID-19 Update – All Preserves and Headquarters are on track for re-opening on June 1.  Summer camps are starting to be planned.  There is no opening date as of this date for the Campgrounds.

STAFF REPORTS

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

Golf Operations – Vaughn Stamm, Rich Rosenstiel, Tyler Knapp and Mark Freiman submitted a written report.  Mike Holan announced that the weekends have been very busy with the two-somes that are allowed on the golf courses.  As of this date there is no definite re-opening date.

Land and Development – Natural Resources Staff submitted a written report.

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

Environmental Education – Ann Wasser submitted a written report.  Ann also announced there are virtual wildflower walks happening that are available on YouTube and the Severson Dells website.    Ann also announced that Severson was awarded a grant from NOAH to provide watershed education to the RPS 205 after school program.

Human Resources/Volunteer Program Report – Kim O’Malley submitted a written report.  In addition, Kim announced the First REAP volunteer work day is scheduled for June 20 at Four Lakes at 9:00 a.m.

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

CLOSED SESSION

A motion was made by Jeff Tilly to lay on the table the Executive Director evaluation until the June meeting, Gloria Lind seconded the lay on the table motion.  Motion passed.  The evaluation of Executive Director Mike Holan will be discussed in closed session at the June meeting.

ADJOURNMENT

Meeting adjourned at 6:01 PM.

Next board meeting 5:30 PM, Wednesday, June 17, 2020, Preserve Headquarters

Respectfully Submitted,

Ronelle Olszewski

Recording Secretary

June Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, June 17, 2020 – 5:30 PM

Forest Preserve Headquarters

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE

C.  APPROVAL of MINUTES

      Minutes for May 20

D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

     1. Baker Tilly Audit Results

E.  UNFINISHED BUSINESS / DISCUSSION

     1. Severson Dells Dog Ordinance

                  F.   NEW BUSINESS

Page            G.  ACTION ITEMS

 1.                    1. Bills for May

 3.                    2. Legal Firm Services

 4.                    3. Non-Discrimination and Anti-Harassment Policy

                  H. UPDATES and  REPORTS 

 14.                   1. Preserve Operations

 17.                   2. Land and Development

 18.                   3. Golf

21.                    4. Education

22.                    5. Human Resources

23.                    6. Law Enforcement

   I.  CLOSED SESSION

       1. Personnel – Executive Director Evaluation

       2. Land Acquisition

  J.  ANNOUNCEMENTS and COMMUNICATIONS

1. June 20 – Nurture Nature at a R.E.A.P. Volunteer Workday at Four Lakes Forest Preserve, Saturday from 9:00am – 12:00pm

2. July 19 – Nurture Nature at a R.E.A.P. Volunteer Workday at Pecatonica Wetlands Forest Preserve, Saturday from 9:00am – 12:00pm

  K.  ADJOURNMENT

Next regular Board Meeting – 5:30 PM Wednesday, July 15, Forest Preserve Headquarters

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

BOARD MEETING

Forest Preserve Headquarters

April 15, 2020

PRESENT                                                     STAFF

Judy Barnard -via phone                                Mike Holan, Executive Director

Mike Eickman                                                 Steve Chapman, Finance -via phone

Jake Henry

Audrey Johnson -via phone

Gloria Lind -via phone

Cheryl Maggio -via phone

Jeff Tilly

GUEST

No guest due to COVID-19 restrictions

ROLL CALL

The meeting was called to order at 5:35 PM, by President Tilly.  Executive Director, Mike Holan called the roll.

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

APPROVAL OF AGENDA and MINUTES      Minutes for March 18, March 20 and April 3, 2020 were approved. No changes or additions were made to the agenda.

UNFINISHED BUSINESS / DISCUSSION

New Corporate Attorney – Mike discussed the RFQ packets that were sent to the Board of Commissioners a couple months ago. There were two firms that sent in quotes, which the Board will now need to make a decision on the new corporate attorney. Mike mentioned setting up an interview with the firms as soon as things start to open again or by phone. The Board can either set up a sub-committee to meet with the firms or all the Board members can meet with the firms. Due to possible property closings, the Forest Preserve will need a new corporate attorney by the middle of May or beginning of June. Mike offered to call the firms to set up the interviews. The Board of Commissioners would like Mike to investigate the possibility of getting the Zoom application for video interviews. Mike and Judy will look into what questions were asked the last time interviews took place for a corporate attorney. The Board members are to email Mike by April 30^th with any questions they would like asked during the interviews. Interviews will be set up at a later date.

NEW BUSINESS

Statement of Economic Interest – All of the Board members should have been sent a Statement of Economic Interest to fill out and send back to the County Clerk. This will need to be done by May 1^st to avoid paying a $15 fine and being locked out of their account. This can be done online or by paper copy.

Jake Henry brought up the five-year comparison report that was submitted at the March Board Meeting. He questioned why we still have shelter houses that have not been reserved in the last five years. He recommends that staff tear down the shelters and plant it back to nature. Mike told the Board that the shelters may still be used by people visiting the preserve even if they do not reserve the shelter. Mike said he would look into which preserves the shelters are located.

Judy Barnard wanted to speak on a couple topics. She mentioned that she has been seeing a lot of organizations create learning tool videos on their websites. Severson Dells has a video on frogs and Natural Land Institute has a video on flowers. Judy thinks this is something the Forest Preserve should be advancing on their website and that it would be a great way to virtually show the public the Forest Preserves. She also mentioned linking the Severson Dells and Natural Land Institute videos to the Forest Preserve website. Mike told the Board that he already spoke with Ann from Severson Dells about having Jamie link the video to the website. Before the Coronavirus Pandemic started, Jamie was working with Jessie Crow-Mermel on making a video series of different preserves. This has now been halted due to COVID-19. Mike also announced that Jamie’s retirement date has been moved from June 30 to May 15, 2020. Judy also wanted to make sure that staff is keeping in touch with the volunteers at this time, which Mike told her that Kim keeps in touch with the volunteers the entire year.

ACTION ITEMS

Bills for March – Audrey Johnson made a motion, Judy Barnard seconded to authorize the payment of the bills for March in the amount of $491,830.12.  Motion passed unanimously.

Acceptance of Bids for Bunker Renovations at Atwood Homestead & The Ledges – This item is for phase II of rebuilding multiple bunkers at Atwood Homestead and Ledges Golf Courses. The number one complaint from golfers at these courses for many years has been the condition of the bunkers. Over time many of the bunkers at these two courses have become increasingly difficult for staff to maintain due primarily to their inadequate drainage and excessive size. Poor drainage has been as the result of incorrect or deteriorating substrate and incorrect or missing drain tile. Water run-off from greens causes erosion and washouts on a regular basis. Additionally, the massive size of many of the bunkers has been problematic. Because of their large size, maintaining bunkers has been extremely labor intensive and materials required to refurbish them every season overly expensive. Currently there are 49 bunkers at Ledges and 46 bunkers at Atwood, many of which will not require additional work. Some bunkers have already been removed, re-worked, or renovated by staff, including 16 bunkers in 2017 & 2018. Additionally, a total of 8 bunkers were renovated by the phase I capital bunker renovation initiative completed in 2019. However, there are approximately 20 remaining bunkers which will require more time, materials, equipment, and expertise than in-house staff can provide. Money was allocated in the 2020 FY Capital Improvement Fund to contract phase II portion of the bunker renovation work. Initial project specifications were offered for bid and only one bid was received, which exceeded the budgeted amount. The bid was opened on April 8^th, and meets the required project specifications, however, for all 16 bunkers requested it does come in over the original budgeted amount. Because each individual bunker was itemized in the bid specs, staff have removed 4 bunkers from the total amount of 16 to bring the project total to 12, and within the original budgeted amount. Staff recommends awarding the project to the qualified and lone bidder, Hollembeak Construction, in the amount of $119,139. Due to the nature of the project requiring on site adjustments to the final bunker layout, staff is requesting provision for a maximum additional 10% cost overrun if necessary. $120,000 was budgeted in the 2020 FY Capital Improvement Fund for this project and staff recommends any additional funds, if necessary, be obtained from the capital fund balance. It should be noted that phase I of this project completed in 2019 by the same contractor did not incur any cost overruns or expenses. This company has been terrific to work with and their finished product has exceeded expectations. Mike Eickman made a motion and Audrey Johnson seconded, that the Board of Commissioners of the Forest Preserves of Winnebago County approves awarding the bunker Renovation Project at Atwood Homestead and Ledges Golf Courses in the amount of $119,139.00 to Hollembeak Construction in Big Rock, Illinois plus a provisional 10% project overrun with all additional funds over the 2020 FY budget amount obtained from the capital fund balance if necessary. Motion passed unanimously.

STAFF REPORTS

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

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

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

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.

Executive Director – Judy Barnard requested and update from Mike. Mike mentioned that he met with staff via telephone today from about 10:00 am-1:00 pm. Staff gave him updates on what they have been working on. Some staff are working from home and some are coming into the office a couple of days a week. Golf course managers are out on the courses mowing with mechanics coming in next week to help. Some seasonal golf course staff may come in next week to help mow also. Preserve staff, as of now, are on a rotating schedule and will start mowing next week and working as many hours as needed. This morning, staff started working on the strategic plan strategies, goal #1. This is being done over the phone while using a google document. This document is live so everyone can observe it on their computer. Judy requested a clear posting on the website about the equestrian trails being closed. Mike told her as of yesterday the postings about the closings were condensed down to one posting and should be visible on the home page of the website.

CLOSED SESSION

Audrey made a motion to go into closed session at 6:25 pm to discuss Personnel.  At 6:57 pm, the meeting returned to open session. No action was taken while in closed session.

ADJOURNMENT

Meeting adjourned at 6:59 PM.

Next board meeting 5:30 PM, Wednesday, May 20, Forest Preserve Headquarters

Respectfully Submitted,

Kristy Knapp

Administrative Assistant

May Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, May 20, 2020 – 5:30 PM

Forest Preserve Headquarters

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE

C.  APPROVAL of MINUTES

      Minutes for April 15

D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

E.  UNFINISHED BUSINESS / DISCUSSION

                  F.   NEW BUSINESS

              1. Quarterly Finance Report

Page            G.  ACTION ITEMS

  1.                  1. Bills for April

                H. UPDATES and  REPORTS 

  3.                   1. Preserve Operations

  6.                   2. Land and Development

  7.                   3. Golf

10.                   4. Marketing

11.                   5. Education

12.                   6. Human Resources

13.                   7. Law Enforcement

   I.  CLOSED SESSION

       1. Personnel – Executive Director Evaluation

  J.  ANNOUNCEMENTS and COMMUNICATIONS

  K.  ADJOURNMENT

Next regular Board Meeting – 5:30 PM Wednesday, June 17, Forest Preserve Headquarters

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

April 3, 2020

PRESENT                                                     STAFF

Judy Barnard – via phone                               Mike Holan, Executive Director

Mike Eickman – via phone

Audrey Johnson – via phone

Gloria Lind – via phone

Cheryl Maggio – via phone

Jeff Tilly– via phone

Jake Henry– via phone

ROLL CALL

The meeting was called to order at 5:05 PM, by President Tilly.  Executive Director Mike Holan called the roll.   All Commissioners participated via telephone due to the COVID-19 restrictions.  Pursuant to Governor Pritzker’s temporary change to the Open Meetings Act, the change allows for a remote meeting to allow Commissioners to participate via phone conference which will still be considered a quorum.

ACTION ITEMS

BOARD DISCUSSION/COMMITTEE REPORTS

Update on Preserves due to COVID-19 – Mike Holan informed the Commissioners that Governor Pritzker changed the Shelter in Place Order to a Stay at Home Order and that it is extended until the end of day on April 30. The Order will still require all golf courses, campgrounds, offices, playgrounds and other facilities to remain closed to the public during that time. Only essential services are allowed to operate. Preserve gates will remain closed but walk-in use will be allowed. Restrooms will remain locked.

Mike explained the Order contains a clause that allows maintenance of golf courses and maintenance of vital infrastructure. He interprets this to allow Golf Managers and staff to continue to mow and maintain golf course turf as needed to prevent loss or damage as well as to allow field staff to maintain turf areas as needed due to growth. Mechanics may need to be called in to repair equipment failure. Administrative staff will continue to work from home or report to the office as needed.

Mike asked the Commissioners for a consensus to pay staff regular wages during the duration of the Stay at Home Order through April 30 with the understanding that administrative staff will work from home as needed and essential staff will report to work sites only as needed. All Commissioners voted “yes” to pay staff during the duration of the Stay at Home Order.

ADJOURNMENT

Meeting adjourned at 5:44 PM.

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

Respectfully Submitted,

Michael Holan

Executive Director

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

March 20, 2020

PRESENT                                                     STAFF

Judy Barnard – via phone                               Mike Holan, Executive Director

Mike Eickman – via phone

Audrey Johnson – via phone

Gloria Lind – via phone

Cheryl Maggio – via phone

Jeff Tilly– via phone

Jake Henry– via phone

ROLL CALL

The meeting was called to order at 2:23 PM, by President Tilly.  Executive Director Mike Holan called the roll.   All Commissioners participated via telephone due to the COVID-19 restrictions.  Pursuant to Governor Pritzker’s temporary change to the Open Meetings Act, the change allows for a remote meeting to allow Commissioners to participate via phone conference which will still be considered a quorum.

ACTION ITEMS

BOARD DISCUSSION/COMMITTEE REPORTS

Update on Preserves due to COVID-19 – Mike Holan informed the Commissioners of Governor Pritzker’s Shelter in Place Order and how that will affect the preserves. The Order will take effect on Saturday March 21 at 5:00pm and end April 7 at the end of the day. The Order required all golf courses, campgrounds, offices, playgrounds and other facilities be closed to the public unless it is considered essential services. Preserve gates will be closed but walk-in use will be allowed. Restrooms will be locked to prevent vandalism, discourage the theft of toilet paper and prevent contamination to staff when cleaning restrooms.

Mike asked the Commissioners for a consensus to pay staff regular wages during the duration of the Shelter in Place Order with the understanding that administrative staff will work from home as needed and essential staff will report to work sites only as needed. Jeff Tilly, Judy Barnard, Audrey Johnson, Gloria Lind, Mike Eickman and Cheryl Maggio voted “yes” and Jake Henry voted “no” to pay staff during the duration of the Shelter in Place Order.

Mike then explained that at least 2 staff members will lose vacation time due to the Order and the policy to use all time except 5 days prior to their anniversary date. Mike asked the Commissioners for a consensus to allow those staff members to carry that vacation time for an additional 60 days. Jeff Tilly, Judy Barnard, Audrey Johnson, Gloria Lind, Mike Eickman and Cheryl Maggio voted “yes” and Jake Henry voted “no” to allow staff to carry the vacation time for another 60 days.

ADJOURNMENT

Meeting adjourned at 3:05 PM.

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

Respectfully Submitted,

Michael Holan

Executive Director

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

March 18, 2020

PRESENT                                                     STAFF

Judy Barnard – via phone                             Mike Holan, Executive Director

Mike Eickman                                               Steve Chapman, Finance

Audrey Johnson – via phone

Gloria Lind – via phone

Cheryl Maggio – via phone

Jeff Tilly

Jake Henry

GUESTS

No guests due to COVID-19 restrictions

ROLL CALL

The meeting was called to order at 5:38 PM, by President Tilly.  Recording secretary Ronelle Johnson called the roll.   Judy Barnard, Audrey Johnson, Gloria Lind and Cheryl Maggio participated via telephone due to the COVID-19 restrictions.  Pursuant to Governor Pritzker’s temporary change to the Open Meetings Act, the change allows for a remote meeting to allow Commissioners to participate via phone conference which will still be considered a quorum.

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

APPROVAL OF AGENDA and MINUTES      Minutes for February 19 were approved.

PRESENTATIONS and PUBLIC PARTICIPATION

Due to the COVID-19 restrictions, there were no presentations or public participation at this meeting.

Baker-Tilly Audit Results – Baker Tilly will not be presenting the Audit Report until the April meeting.

Klehm Arboretum – Entrance Signs & Rain Garden – In Alex Mills’ absence, Mike Holan advised the Commissioners that before the new entrance sign to Klehm is started, the Commissioners need to give approval before fundraising begins.  The Commissioners were emailed the schematics.  All Commissioners gave approval to move forward on the sign.  In addition, Klehm is applying for a grant for the rain garden.  There is a drainage issue when there is a heavy rain. Fehr Graham drew up plans for drainage to the rain garden so the heavy rains do not flow through the tent.  The grant is through the Com Ed Green Regions and the Kjellstrom Family Foundation has agreed to a $10,000 match to the $10,000 grant if the grant is received.  Due to Green Regions requirements on agencies eligible to apply, the Forest Preserve has to apply for the grant and Alex has done all the paperwork for the application process.  The Commissioners have given consensus to apply.

UNFINISHED BUSINESS

Quotes for Legal Services – Mike Holan reminded the board that Chuck Prorok notified the Preserves a few months ago that he will no longer be able to represent the Preserves due to health concerns.  An RFQ was sent out to thirteen law firms.  Two firms sent back quotes for services.  Those two firms were Heyl, Royster, Voelker, and Allen, and Sosnowski & Szeto.  The quotes were sent to commissioners via email and hard copies can be provided if needed. Mike has asked the Commissioners to review the information and be prepared to make a decision so that it can be discussed and a decision made at the April board meeting.

NEW BUSINESS

Golf Courses – Jake Henry is requesting expenses be added to the Golf Report, in addition to the revenue. Steve Chapman mentioned that while those expenses are not listed in the monthly reports, they are listed in the quarterly reports.  Jake Henry rescinded his request and will use the quarterly reports.

ACTION ITEMS

Bills for February – Gloria Lind made a motion, and Judy Barnard seconded to authorize the payment of the bills for February in the amount of $394,791.52.  Motion passed unanimously. 

Non Discrimination and Anti-Harassment Policy – The Workplace Transparency Act, amended the Illinois State Officials and Employees Ethics Act to require governmental entities to adopt an ordinance or resolution amending their sexual harassment policies to provide a mechanism for reporting and independent review of allegations of sexual harassment made against an elected official of the governmental entity by another elected official of a governmental entity. The Workplace Transparency Act also amended the Illinois Human Rights Act and such amendments necessitate further revision of policies prohibiting harassment.  The Forest Preserves of Winnebago County (Forest Preserves) has an Employee Personnel Policy Manual which includes a Non-Discrimination and Anti-Harassment Policy that does not comply with the aforementioned amendments.  The Forest Preserves seeks to amend its current Non-Discrimination and Anti-Harassment Policy in order to comply with the aforementioned amendments and bases its updated Policy on a template provided by its insurance carrier, Park District Risk Management Agency (PDRMA).  The Preserves’ corporate attorney, James R. Pirages of Hinshaw & Culbertson LLP, reviewed the amended Non-Discrimination and Anti-Harassment Policy and agrees that it is in compliance with Public Act 101-0221. Cheryl Maggio asked that the policy be laid over until next month. Audrey Johnson made a motion, and Gloria Lind seconded, to lay over the discussions regarding the Non discrimination and Anti-Harassment Policy to April.  Motion passed unanimously.  This will be moved to the April agenda action items.

Budget Amendment – Law Enforcement Computers – There are two laptop computers and accessories for use in the law enforcement squad cars that need to be replaced.  The Forest Preserves of Winnebago County staff recommend a budget amendment to the 2020 FY Budget in order to accommodate the purchase of two (2) laptop computers and accessories; Entre Computer Solutions was awarded the current contract by the Winnebago County Sherriff’s Department for the purchase of the Getac S410 G3 laptop computers, S410 HAVIS vehicle dock stations, Getac Antennas, and Getac vehicle power adapters.  The total cost as specified for two laptop units and all required accessories is $9,000 or $4,500 per unit.  There are sufficient funds available in the fund balance of the 2020 FY Corporate Budget to facilitate this purchase.  Audrey Johnson made a motion, and Mike Eickman and Gloria Lind seconded to approve and amend the 2020 FY Budget to allow for funds to be utilized from the Corporate Fund balance towards the purchase from Entre Computer Solutions for two Getac S410 G3 laptop computers, two S410 HAVIS vehicle dock stations, two Getac antennas, and two Getac vehicle power adapters in the amount of $9,000.  Roll call vote taken. Motion passed (5-0 – Cheryl abstained due to her husband working at Entre Computers).

BOARD DISCUSSION/COMMITTEE REPORTS

Update on Preserves due to COVID-19 – As of the date of this meeting (March 18, 2020) Golf courses are closed due to weather, and it is possible they could be open on Sunday, the 22^nd.  The golf staff and clubhouse staff is willing to work so operations will continue.  The Preserves Headquarters office is closed.  Headquarters is working with a skeleton crew.  Kristy Knapp is the only front line staff member working and she is taking calls and assisting customers with online purchases.  The discount is extended until April 30.  Mike sent a memo to staff on Monday that if any staff member does not feel safe working, they are able to be off but must take either vacation or sick time.  The Severson Dells Nature Center and offices are closed.  There is signage up at the clubhouses limiting public access to four people inside at a time.  Food concessions are closed.  Staff in the clubhouses are constantly wiping surfaces down and doing extra cleaning.  All outhouses are also closed.  Sand Bluff Bird Observatory is closed to visitors.  Preserves are open and a press release has been done, as well as it has been posted on social media.

STAFF REPORTS – No staff present due to COVID-19 restrictions

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

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

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

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.

ADJOURNMENT

Meeting adjourned at 6:20 PM.

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

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

April Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, April 15, 2020 – 5:30 PM

Forest Preserve Headquarters

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE

C.  APPROVAL of MINUTES

      Minutes for March 18, March 20 & April 3

D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

E.  UNFINISHED BUSINESS / DISCUSSION

                      1. New Corporate Attorney

           F.   NEW BUSINESS

              1. Statement of Economic Interest

Page            G.  ACTION ITEMS

  1.                  1. Bills for March

  3.                  2. Acceptance of Bids for Bunker Renovations at Atwood Homestead & Ledges

                      H. UPDATES and  REPORTS 

  6.                   1. Preserve Operations

  8.                   2. Land and Development

  9.                   3. Golf

12.                   4. Marketing

13.                   5. Education

14.                   6. Human Resources

15.                   7. Law Enforcement

   I.  CLOSED SESSION

       1. Executive Director Evaluation

  J.  ANNOUNCEMENTS and COMMUNICATIONS

  K.  ADJOURNMENT

Next regular Board Meeting – 5:30 PM Wednesday, May 20, Forest Preserve Headquarters

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

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 6^th, 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 13^th, 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

March Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, March 18, 2020 – 5:30 PM

Forest Preserve Headquarters

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE – Audrey Johnson

C.  APPROVAL of MINUTES

      Minutes for February 19

D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

      1.  Baker Tilly Audit Results

      2.  Klehm Arboretum – Entrance Signs & Rain Garden

E.  UNFINISHED BUSINESS / DISCUSSION

                      1. Quotes for Legal Services

Page            F.   NEW BUSINESS

G.  ACTION ITEMS

  1.                  1. Bills for February

  3.                  2. Non-Discrimination and Anti-Harassment Policy

13.                      3. Budget Amendment – Law Enforcement Computers

                      H. UPDATES and  REPORTS 

17.                   1. Preserve Operations

18.                   2. Land and Development

22.                   3. Golf

25.                   4. Marketing

27.                   5. Education

29.                   6. Human Resources

30.                   7. Law Enforcement

   I.  CLOSED SESSION

  J.  ANNOUNCEMENTS and COMMUNICATIONS

  K.  ADJOURNMENT

Next regular Board Meeting – 5:30 PM Wednesday, April 15, Forest Preserve Headquarters

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

BOARD STRATEGIC PLANNING SESSION

Forest Preserve Headquarters

February 8, 2020

PRESENT                                                                   STAFF

Judy Barnard                                                               Mike Holan, Executive Director

Mike Eickman                                                              Vaughn Stamm, Director of Operations

Audrey Johnson

Gloria Lind – 9:05am

Cheryl Maggio                                                             PRESENTOR

Jeff Tilly                                                                       Pamela Clark Reidenbach

ABSENT                                                                     GUEST

Jake Henry                                                                  Alex Mills

ROLL CALL

The meeting was called to order at 9:00 AM, by President Tilly.  Executive Director Mike Holan called the roll.

NEW BUSINESS

Review Strategic Plan – Pamela Clark Reidenbach asked the Board and staff their background, and the successes and opportunities for the District. The Board of Commissioners and staff compiled a list of successes for the forest preserve. The Forest Preserve’s mission statement and core values were reviewed. Proposed changes to both the mission statement and core values were discussed. Commissioners and staff assembled a S.W.O.T. Analysis (Strengths, Weaknesses, Opportunities and Threats) for the forest preserve. They broke into three groups, having each group come up with a vision of what the forest preserves will look like in 25 years. A list of strategies/actions was compiled on how the forest preserve will get to the vision. Previous strategic plan goals 1-6 from 2014-2017 were reviewed and new goals were created. The next steps will include sharing proposed mission statement language with the staff and providing feedback to Commissioners for their final approval, receiving language for core values from Judy and Cheryl and then updating the set of core values for Commissioner approval, reviewing goals and requesting approval, and working with staff to develop strategies, action steps, accountability, timeline, and financial impact for each.

ADJOURNMENT

Meeting adjourned at 12:10PM.

Respectfully Submitted,

Kristy Knapp

Administrative Assistant

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

January 15, 2020

PRESENT                                                     STAFF

Judy Barnard                                                  Mike Holan, Executive Director

Mike Eickman                                                 Steve Chapman, Finance

Audrey Johnson                                              Vaughn Stamm, Preserve Operations

Cheryl Maggio                                                 Jamie Johannsen, Marketing

     Ann Wasser, Education

     Kim O’Malley, Human Resources/Volunteer Program

ABSENT                                                        GUESTS

Gloria Lind                                                     Alex Mills, Klehm Arboretum

Jeff Tilly

Jake Henry

ROLL CALL

The meeting was called to order at 5:29 PM, by Vice President Mike Eickman.  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 December 18, 2019 were approved.  No changes or additions were made to the agenda.

PRESENTATIONS and PUBLIC PARTICIPATION

No presentations or public participation on this date.

UNFINISHED BUSINESS

Strategic Plan Meeting – The meeting is scheduled for Saturday, February 8 at 11:00 a.m.  Judy mentioned that Pam Reidenbach will meet with the Commissioners to discuss the existing objectives and see if any new goals should be added.  Mike then mentioned that the Board should talk about the future of the Preserves in relation to what services the Preserves will provide, not provide, etc.  He would specifically like to talk about the campgrounds, review the golf course plans, including future upgrades, and services to the golf courses. Judy requested the numbers for the last 5 years of shelter house rentals and campground use.

Dog policy at Severson Dells –Cheryl Maggio asked how the new dog policy was going at Severson Dells.  Previously, there was a no dogs allowed policy.  Currently there is a “dog must be leashed” policy and the Severson Dells board members and staff want a no dog policy.  Some of the Commissioners would like to see a no dog policy at Severson only.  It was decided to discuss the policy at the Strategic Plan meeting in February and come up with a policy.

NEW BUSINESS

Attorney – Mike contacted Chuck Prorok last week to let him know we will need his services soon.  Attorney Prorok let Mike know that he will no longer be able to represent the Preserves due to health issues.  As a result, Mike would like the Board to decide how they would like to proceed in seeking out a new Attorney for the Preserves.  Judy suggested all Commissioners email Mike their suggestions so a decision can be made quickly.  Steve Chapman suggested when calling firms, be sure to ask who would actually be representing the Preserves, in addition to asking about their background/experience.

ACTION ITEMS

Bills for December 2019 – Judy Barnard made a motion, Audrey Johnson seconded to authorize the payment of the bills for December 2019 in the amount of $339,378.03.  Motion passed unanimously. 

Budget Amendment for Vehicle Repairs – On the morning of November 17, 2019, a pickup truck with snowplow and a trailer attached driven by an employee was involved in an incident. The employee was traveling south bound on Meridian Road when the tire caught the edge of the pavement and veered off of the roadway and when the driver attempted to correct it, the truck and trailer spun into the northbound ditch causing significant damages to the driveline of the pickup truck, the plow frame assembly, and the trailer frame.  An incident report was filed with PDRMA who subsequently assigned an adjuster to assess the damages and advise on repairs. The pickup truck and snowplow assembly was repaired however the trailer was deemed too old to be repaired and was scrapped.  After the Preserves covered the $1,000 deductible, PDRMA reimbursed the Preserves for all repair costs and for the value of the trailer which collectively totaled $8,429.11.  Typically, there is a nominal amount budgeted annually for each department to cover minor contractual equipment repairs when the Preserves cannot perform them or to cover the cost of a deductible when there is an incident or accident.  Because of the dollar amount associated with this incident and the subsequent cost of contractual repairs staff is recommending amending the budget in order to pay for these costs directly from the Preserve Supplies Services budget (Equipment Repair), which should facilitate the audit process much better.  Audrey Johnson made a motion and Cheryl Maggio seconded to amend the Annual Budget and Appropriations Ordinance for the period from November 1, 2019 through October 31, 2020 to amend the Preserves Supplies and Services Budget (Equipment Repair).  Roll call vote taken.  Motion passed unanimously.

Purchase of Mowers on State Bid –As part of the 2020 capital budget, the board approved replacement of 3 zero-turn 72” front deck diesel powered mowers for the preserve maintenance departments.  They are replacing three of the older front deck mowers.  The mowers have been identified and prioritized for replacement because of the age of each unit, and because of worn decks and drivelines.  The current State Bid Contract awarded to John Deere Corporation provides for a diesel powered zero-turn 72” front deck mower which meets the specifications needed by the Preserves for this application.  These mowers would be new 2020 model year John Deere Z997R Diesel powered unites with 72” mower deck.  Total cost as specified for these mowers is $48,601.80 ($16,200.60 each x 3).  Retail price is listed as $25,349 each.  As part of the 2020 Capital Budget $60,000 has been budgeted for these mowers.  By participating in the State Bid, the Preserves would be getting the best price possible.  Judy Barnard made a motion and Audrey Johnson seconded to approve the purchase of 3 zero-turn 72” front deck John Deere Z997R diesel powered mowers.  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.  Vaughn reviewed the annual year-ending expense report for the golf course.  He applauded the staff for doing a great job.

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

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.

CLOSED SESSION

Audrey made a motion to go into closed session at 6:01 pm.  At 6:54 pm, the meeting returned to open session. No action was taken while in closed session.

ANNOUNCEMENTS and COMMUNICATIONS

Alex Mills announced that Klehm received a $15,000 grant in November from the Stanley Smith Horticultural Trust.

Mike Holan announced that Joe Vanderwerff from the Highway Department is retiring.

Ann Wasser announced that Mick Johnson, Director of Operations from Boone County is retiring.

ADJOURNMENT

Meeting adjourned at 7:29 PM.

Next board meeting 5:30 PM, Wednesday, February 19, Preserve Headquarters

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

February Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, February 19, 2020 – 5:30 PM

Forest Preserve Headquarters

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE – Judy Barnard

C.  APPROVAL of MINUTES

      Minutes for January 15 & February 8

D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

E.  UNFINISHED BUSINESS / DISCUSSION

Page            F.   NEW BUSINESS

      1. Finance Report

1.                    2. Strategic Plan Accomplishments

G.  ACTION ITEMS

13.                   1. Bills for January

15.                   2. Acceptance of Bids for Fertilizers & Chemicals

18.                       3. Acceptance of Bids for Golf Cars

21.                       4. Acceptance of Bids for Fairway Mowers

24.                       5. Land Acquisition Contract – Kishwaukee

 H. UPDATES and  REPORTS 

27.                   1. Preserve Operations

28.                   2. Land and Development

29.                   3. Golf

32.                   4. Marketing

35.                   5. Education

37.                   6. Human Resources

38.                   7. Law Enforcement

   I.  CLOSED SESSION

      1. Land Acquisition

  J.  ANNOUNCEMENTS and COMMUNICATIONS

  K.  ADJOURNMENT

Next regular Board Meeting – 5:30 PM Wednesday, March 18, Forest Preserve Headquarters

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Agenda

Forest Preserves of Winnebago County

BOARD STRATEGIC PLANNING SESSION

Saturday, February 8, 2020 – 9:00 AM

Forest Preserve Headquarters

A G E N D A

A.   ROLL CALL

        B.   NEW BUSINESS

                      1.   Review Strategic Plan

C.   ADJOURNMENT

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

December 18, 2019

PRESENT                                                     STAFF

Judy Barnard                                                 Mike Holan, Executive Director

Mike Eickman                                                Steve Chapman, Finance

Audrey Johnson                                             Vaughn Stamm, Preserve Operations

Gloria Lind                                                      Jamie Johannsen, Marketing

Cheryl Maggio                                                Ann Wasser, Education

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

Jake Henry                                                     Mike Groves, Natural Resources

GUESTS

Alex Mills, Klehm Arboretum

Ray Ferguson

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     Mike Eickman led the assemblage in the Pledge of Allegiance.

APPROVAL OF AGENDA and MINUTES      Minutes for November 20, 2019 were approved.  No changes or additions were made to the agenda.

PRESENTATIONS and PUBLIC PARTICIPATION

Introduction of Deputy Saulters and Deputy Pobjecky – Mike Holan introduced the new Deputies assigned to the Preserves and welcomed them.

2020 Restoration Manual – Mike Groves – Mike Groves presented the 2020 Resource Management Land Restoration Plans.  He went through the highlights of the past year and everything that the Natural Resources staff has accomplished.  In addition, he reviewed the 2020 project list, the 2020 Prairie Restoration plan, the tree order and planting plan, and finally the seed harvest and burn plans.

NEW BUSINESS

Possible Upcoming 5K Fundraiser – Jeff Tilly spoke with George Pleshkewych, who works with the organization, Reppin.  They are interested in doing a 5k run next fall in one of the Preserves.  The organization collects funds for pancreatic cancer research.  Mr. Pleshkewych will be presenting to the Commissioners at a future meeting.

Strategic Plan – Judy mentioned that it has been approximately 5 years since the strategic plan was drafted.  Judy is proposing that the Commissioners think about having a board retreat on a Saturday in January or February to update the Strategic Plan.

ACTION ITEMS

Bills for November – Audrey Johnson made a motion, Mike Eickman seconded to authorize the payment of the bills for November in the amount of $343,329.23.  Motion passed unanimously. 

Approval for Commissioner Expenses – Vital Lands Illinois Summit – The Preserves Board of Commissioners adopted the Travel Expense Policy for the Preserves to be compliant with the Local Government Travel Expense Control Act.  The Policy allows Commissioners to attend educational conferences related to their duties as representatives of the Preserves and be reimbursed for expenses related to such conferences.  Commissioner Judy Barnard wishes to attend the 2020 Vital Lands Illinois Summit in Champaign, Illinois on January 29-30, 2020, as an educational conference.  The Fiscal Year 2019/2020 budget contains a Corporate Board Fund that appropriates monies for such expenses incurred by Commissioners and contains sufficient funds for the maximum incurred expenses.  The conference registration fee is $125 and Commissioner Barnard is asking for a $50 gas money reimbursement vs. mileage reimbursement.  Some of the expenses may be paid in advance or during the conference period by the Preserves, such as conference registration and other listed expenses will be reimbursed to Commissioner Barnard upon verification from receipts.  Audrey Johnson made a motion, and Gloria Lind seconded to approve the expenses for Commissioner Judy Barnard to attend the Vital Lands Illinois Summit.  Roll call vote taken.  Motion passed (5-0).

BOARD DISCUSSION

New Carpet – Gloria Lind inquired as to the process for the carpet bids.  The Carpenters Union would like the opportunity to bid on the job.  Mike Holan reported that since it was under the legal monetary bid amount threshold, staff is allowed to obtain quotes rather than bids.  Gloria is going to get the list of union workers that would like to be put on the list to be notified for jobs.

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 – Natural Resource Staff submitted a written report.

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

Environmental Education – Ann Wasser submitted a written report.  Ann reported that the Luminaria weekend was very successful and over 1,000 people attended.

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 5:59 p.m.  At 6:40, the meeting returned to open session.  No action was taken while in closed session.

ADJOURNMENT

Meeting adjourned at 6:41 PM.

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

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

January Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, January 15, 2020 – 5:30 PM

Forest Preserve Headquarters

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE – Jake Henry

C.  APPROVAL of MINUTES

      Minutes for December 18

D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

E.  UNFINISHED BUSINESS / DISCUSSION

F.   NEW BUSINESS

                       1. Attorney

Page          G.  ACTION ITEMS

1.                    1. Bills for December

3.                    2. Budget Amendment for Vehicle Repairs

7.                        3.  Purchase of Mowers on State Bid 

 H. UPDATES and  REPORTS 

9.                    1. Preserve Operations

10.                   2. Land and Development

11.                   3. Golf

14.                   4. Marketing

15.                   5. Education

16.                   6. Human Resources

17.                   7. Law Enforcement

   I.  CLOSED SESSION

  J.  ANNOUNCEMENTS and COMMUNICATIONS

  K.  ADJOURNMENT

Next regular Board Meeting – 5:30 PM Wednesday, February 19, Forest Preserve Headquarters

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

November 20, 2019

PRESENT                                                                 STAFF

Judy Barnard                                                             Mike Holan, Executive Director

Mike Eickman                                                            Vaughn Stamm, Preserve Operations

Audrey Johnson-Absent                                            Steve Chapman, Finance

Gloria Lind                                                                 Jamie Johannsen, Marketing

Cheryl Maggio                                                           Kim O’Malley, HR/Volunteer Program

Jeff Tilly                                                                      Ann Wasser, Education

Jake Henry

          GUESTS

          Alex Mills, Klehm Arboretum

          Scott Steingraeber

          Aiden Steingraeber

ROLL CALL

The meeting was called to order at 5:33 PM, by President Tilly.  Recording secretary Ronelle Johnson called the roll.

PLEDGE OF ALLEGIANCE     Judy Barnard led the assemblage in the Pledge of Allegiance.

APPROVAL OF AGENDA and MINUTES      Minutes for October 23, 2019, were approved.  Public hearing budget meeting minutes for October 23, 2019 were approved.  The Harassment Training video was moved to the end of the meeting due to guests attending the meeting.

PRESENTATIONS and PUBLIC PARTICIPATION

Harassment Training – Kim O’Malley presented a harassment training video.  All employees are required to watch the video annually.

ACTION ITEMS

Bills for October – Mike Eickman made a motion, and Cheryl Maggio seconded to authorize the payment of the bills for October in the amount of $598,782.59. Motion passed unanimously.

Budget Amendment – Building Improvements – The requested budget amendment is to transfer funds not spent from the 2019 Fiscal Year Budget Capital Improvement fund to the 2020 Fiscal Year Budget Capital Improvement fund. The funds in the 2019 Capital Improvement budget are Building Improvements, as part of the Ledges Golf Maintenance Cold Storage Building Replacement project. Only the demolition and removal of the old storage building has been completed to date. This is a result of the entire project being delayed by unforeseen zoning issues whereby, the Forest Preserves were required to apply for a Zoning Department special use permit for the new storage building location because the property had never been properly rezoned after it was originally acquired by the Forest Preserves. The final permit approval and sign off did not get processed until the first part of October 2019 which did not allow enough time for the contractor to apply for a building permit, order the necessary materials, and get the building constructed by the end of the 2019 budget cycle. This request is to carry over previously budgeted funds from the 2019 FY Capital Improvement fund to the 2020 FY Capital Improvement fund. Gloria Lind made a motion, and Mike Eickman seconded to approve the Budget Amendment for Building Improvements.  Roll call vote taken.  Motion passed unanimously (5-0).

Budget Amendment – Land Improvements – The requested budget amendment is to transfer funds not spent from the 2019 Fiscal Year Budget Capital Improvement fund to the 2020 Fiscal Year Budget Capital Improvement fund.  Monies in this fund were provided by an IDNR Habitat Grant to make pollinator habitat improvements to five forest preserves. In three of the preserves all of the work was completed. Due to wet conditions, Homer Tree Service was unable to herbicide the cut stumps at Cedar Cliff Forest Preserve and none of the tree and brush removal work was completed at Kieselburg Forest Preserve. FPWC is holding $2,000 until the herbicide work is complete and the full $30,520 for the work at Kieselburg for a total of $32,520. This money will be moved to the 2020 Fiscal Year Budget. Work should be completed this winter and early spring once there is a solid ground freeze. Judy Barnard made a motion, and Gloria Lind seconded to approve the Budget Amendment for Land Improvements.  Roll call vote taken.  Motion passed unanimously (5-0).

2020 Board Meeting Schedule – The 2020 board meeting schedule will continue to be the third Wednesday of every month, except where noted.  It is understood that additional meetings may be scheduled as needed.  The Board will meet on the following dates in 2020: January 15, February 19, March 18, April 15, May 20, June 17, July 15, August 19, September 16, October 21, November 18 and December 16.  Gloria Lind made a motion, and Mike Eickman seconded, to approve the 2020 Board Meeting Schedule.  Motion passed unanimously.

NEW BUSINESS

There was discussion about the Spring Board Tour.  Jeff encouraged everyone to attend and suggested a possible Saturday tour date.  Judy suggested that the Commissioners email Mike with what they would like to see on the tour.

STAFF REPORTS

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

Land and Development – 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.

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 6 – Employee Appreciation & Recognition Luncheon at Ledges Golf Course from 11:30-2:30pm

ADJOURNMENT

Meeting adjourned at 6:24 p.m.

Next board meeting, 5:30 p.m., Wednesday, December 18, Preserve Headquarters

Respectfully Submitted,

Ronelle Johnson

Board Secretary

December Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, December 18, 2019 – 5:30 PM

Forest Preserve Headquarters

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE – Mike Eickman

C.  APPROVAL of MINUTES

      Minutes for November 20

D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

     1.  Introduction of Deputy Saulters and Deputy Pobjecky

     2.  2020 Restoration Manual – Mike Groves

                 E.  UNFINISHED BUSINESS / DISCUSSION

F.   NEW BUSINESS

Page          G.  ACTION ITEMS

1.                    1. Bills for November

3.                    2. Approval for Commissioner Expenses – Vital Lands Illinois Summit

 H. UPDATES and  REPORTS 

5.                    1. Preserve Operations

6.                    2. Land and Development

7.                    3. Golf

10.                   4. Marketing

11.                   5. Education

13.                   6. Human Resources

14.                   7. Law Enforcement

   I.  CLOSED SESSION

      1. Land Acquisition

  J.  ANNOUNCEMENTS and COMMUNICATIONS

  K.  ADJOURNMENT

Next regular Board Meeting – 5:30 PM Wednesday, January 15, Forest Preserve Headquarters

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

October 23, 2019

PRESENT                                                     STAFF

Judy Barnard                                                  Mike Holan, Executive Director

Jake Henry                                                     Steve Chapman, Finance

Audrey Johnson                                              Vaughn Stamm, Preserve Operations

Gloria Lind                                                      Jamie Johannsen, Marketing

Cheryl Maggio                                                 Ann Wasser, Education

Jeff Tilly

ABSENT                                                        GUESTS

Mike Eickman                                                 Alex Mills – Klehm Arboretum

      Benjamin Ubert – AmeriCorps

      Holly Hansen – AmeriCorps

      Craig Campbell

      Bill Johnson

ROLL CALL

The meeting was called to order at 5:35 PM, by President Tilly.  Administrative Assistant Kristy Knapp called the roll.

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

APPROVAL OF AGENDA and MINUTES      Minutes for September 18, 2019 were approved. No changes or additions were made to the agenda.

PRESENTATIONS and PUBLIC PARTICIPATION

Introduction of AmeriCorps Members – Ann introduced two new AmeriCorps members, Benjamin Ubert and Holly Hansen, who will be working at Severson Dells. Other AmeriCorp members will be serving at Severson Dells, Forest Preserves of Winnebago County, Natural Land Institute, Boone County Conservation District, DeKalb Forest Preserve and Byron Forest Preserve. They will be helping with habitat management, giving the land managers an extra hand, and also help with volunteer management and citizen science. Benjamin and Holly started on September 9th and have already helped with school programs as well as a few other public education programs. Ann also announced that Severson Dells has a new partnership with the Westside Boys & Girls Club which will allow Benjamin and Holly to help out once a week through the end of summer. Benjamin and Holly both gave a brief background on themselves and an update on their experience thus far.

NEW BUSINESS

Jake asked for a detailed golf course revenue/expense report. Vaughn mentioned that a detailed report with breakdowns will be given after the fiscal year ends.

ACTION ITEMS

Bills for September – Judy Barnard made a motion, Gloria Lind seconded to authorize the payment of the bills for September in the amount of $440,644.39.  Motion passed unanimously. 

Intergovernmental Agreement with Rockford Public Schools – Rockford Public Schools sent a letter to the Forest Preserves of Winnebago County attempting to get the eleven taxing districts in the County together to look at tax assessment appeals for anything over $100,000. They are trying to get the eleven taxing bodies together to contribute an amount related to their tax assessment or their tax allocations to come to $100,000, so they can legally appeal any of the tax appeals that are over $100,000. The Forest Preserve has not contributed to this before, which if the Forest Preserve contributes it would be $1,436.18. There would have to be about 45 appeals won to get back the contribution paid. This would only be for appeals in the City of Rockford. The Board unanimously voted no to entering into an agreement with the Rockford School District. Mike Holan will inform the Rockford School District of the Board’s decision.

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 2019-2020 Annual Budget and Appropriation for review and adoption.  The budget has been laid over for 30 days for public review and comment. Gloria Lind made a motion and Audrey Johnson seconded that the 2019-2020 Annual Budget and Appropriations be adopted.  Roll call vote taken.  Budget & Appropriations ordinance passes 4-1.  (Jake Henry voted no).

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 2019-2020 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.  Judy Barnard made a motion and Gloria Lind seconded that the tax levy be adopted. Roll call vote taken.  Levy ordinance passes 4-1.  (Jake Henry voted no).

2020 Fee Schedule – Preserves staff is proposing the following changes for the 2020 Golf Fees and Charges and the 2020 Preserve Fees and Charges and will be reflected on the fee schedules.  The changes are as follows:  Golf pass and maximum greens fee prices will remain the same for 2020 as in 2019.  There will be no increase or change in shelters, campground or other fees in 2020. A $2.00 Convenience Fee will be added only to on-line and office credit card purchases for camping and shelterhouse reservations, equestrian tags and permits. The convenience fee will not apply to golf services. Audrey Johnson made a motion Gloria Lind seconded to approve a resolution to revise the 2020 Golf Fees and Charges and the 2020 Preserve Fees and Charges Schedule.  Motion passed unanimously.

2020 Holiday Schedule – Certain days of the calendar year are designated as scheduled holidays. The Preserves has designated the holidays that will be observed.  Judy Barnard made a motion and Audrey Johnson seconded, to approve the 2020 Holiday schedule to be observed by the Forest Preserves of Winnebago County employees for the year 2020.  Motion passed unanimously.

Delegate to IAPD Annual Business Meeting – The Illinois Association of Park Districts (IAPD) requires each member agency to select delegates to their Annual Business Meeting which will be held on January 25, 2020.  The Forest Preserves of Winnebago County is an IAPD member and therefore must assign delegates to represent the Preserves.  The Preserves typically assigns the Executive Director and up to three other individuals, comprised of staff and/or Board members as delegates. Audrey Johnson made a motion and Gloria Lind seconded to appoint Mike Holan and Vaughn Stamm to represent the Preserves as the delegates for the Illinois Association of Park Districts.  Motion passed unanimously.

Mike Holan asked the Board to let him know if anyone is interested in attending the IAPD Annual Soaring to New Heights Conference. He will need to know before the next Board Meeting.

STAFF REPORTS

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

Land and Development – 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.

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.

Alex Mills added that there are new trail guides in Spanish and parking lot signs to follow that will be bilingual. They are funded by a Community Foundation Grant. He also mentioned that there will be a new lilac garden, which was dedicated to Ethel Johnson on October 12^th. A donation was made by the family for the garden.

Judy Barnard mentioned to Alex Mills that there is a Hispanic group that is open to the public that meets the third Monday at the YMCA starting at noon. Judy thought that would be a great way to talk about what programs are going on and find different ways to work together.

Gloria complimented Alex Mills on how impressed she was with the operations at Klehm when she visited.

CLOSED SESSION

Audrey made a motion to go into closed session at 6:18 pm.  At 6:55 pm, the meeting returned to open session. No action was taken while in closed session.

ANNOUNCEMENTS and COMMUNICATIONS

November 7 – Volunteer Appreciation Open House at Forest Preserve Headquarters from 5:00pm – 7:00pm

December 6 – Employee Appreciation and Recognition Luncheon at Ledges Golf Course from 11:30am – 2:30pm

ADJOURNMENT

Meeting adjourned at 6:56 PM.

Next board meeting 5:30 PM, Wednesday, November 20, Preserve Headquarters

Respectfully Submitted,

Kristy Knapp

Administrative Assistant

FOREST PRESERVES OF WINNEBAGO COUNTY

BUDGET  HEARING

5:15 PM, October 23, 2019

District Headquarters

President Jeff Tilly opened the public budget hearing.

It is 5:17 PM on October 23, 2019, and I would like to welcome all of you to the Budget Hearing for the Winnebago County Forest Preserve District.

This hearing is conducted by the Board of Commissioners to comply with Illinois statutory requirements.  I am Jeff Tilly, President of the Winnebago County Forest Preserve District Board.  Present with me are Commissioners, Judy Barnard (Late 5:20pm), Audrey Johnson, Cheryl Maggio, Gloria Lind (Late 5:32pm) and Jake Henry, and Executive Director Mike Holan (Late 5:20pm).

The District staff and Board of Commissioners have provided this hearing as a commitment to our citizens to allow for public input prior to approval and adoption of our budget by the Board.  This budget is prepared for the fiscal year of November 1, 2019 to October 31, 2020.

This is not a question-and-answer type of meeting, but a forum for public input only.

This meeting is being recorded on tape so that a verbatim transcript can be provided to all commissioners.  I request that citizens wishing to provide input wait to be recognized and not interrupt those giving testimony.  Prior to giving testimony, I would ask that each speaker state his or her name and address, including zip code.  Each speaker will be limited to three minutes.  If you would like a copy of the transcript sent to you, put an “X” before your name on the sign-in sheet.

With that, I am ready to recognize anyone wishing to provide testimony in regard to the 2019 Forest Preserve District Annual Budget and Appropriation Ordinance.

Citizen testimony – none

We have heard testimony from 0 persons.  It is now 5:33 PM, and I hereby declare this hearing completed.

November Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, November 20, 2019 – 5:30 PM

Forest Preserve Headquarters

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE – Judy Barnard

C.  APPROVAL of MINUTES

      Minutes for October 23 – Budget Hearing & Board Meeting

D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

     1.  Harassment Training

                 E.  UNFINISHED BUSINESS / DISCUSSION

F.   NEW BUSINESS

Page          G.  ACTION ITEMS

1.                    1. Bills for October

3.                    2. Budget Amendment – Building Improvement

7.                   3.  Budget Amendment – Land Improvements

11.                  4.  2020 Board Meeting Schedule

 H. UPDATES and  REPORTS 

12.                   1. Preserve Operations

15.                   2. Land and Development

16.                   3. Golf

19.                   4. Marketing

20.                   5. Education

22.                   6. Human Resources

23.                   7. Law Enforcement

   I.  CLOSED SESSION

  J.  ANNOUNCEMENTS and COMMUNICATIONS

       1. December 6 – Employee Appreciation & Recognition Luncheon at Ledges Golf Course from 11:30am – 2:30pm

  K.  ADJOURNMENT

Next regular Board Meeting – 5:30 PM Wednesday, December 18, Forest Preserve Headquarters

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

September 18, 2019

PRESENT                                                     STAFF

Judy Barnard                                                  Mike Holan, Executive Director

Mike Eickman                                                 Steve Chapman, Finance

Audrey Johnson                                              Vaughn Stamm, Preserve Operations

Cheryl Maggio                                                Jamie Johannsen, Marketing

Jeff Tilly                                                           Ann Wasser, Education

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

ABSENT                                                        GUESTS

Gloria Lind                                                      Alex Mills, Klehm

                                                                       Mike Marti, Sugar River Adventures, LLC

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     Judy Barnard led the assemblage in the Pledge of Allegiance.

APPROVAL OF AGENDA and MINUTES      Minutes for August 21 were approved.  No changes or additions were made to the agenda.

PRESENTATIONS and PUBLIC PARTICIPATION

Sugar River Adventures – Vaughn Stamm introduced Mike Marti, the owner of Sugar River Adventures, LLC.  Vaughn reminded everyone that Mike is the outfitter that the Preserves granted a Special Use Permit to in August.  His Special Use Permit runs through October allowing his company to use Forest Preserves canoe launches to launch his rental equipment such as kayaks, canoes and river tubes to people interested in doing water sports on the Sugar River.  Sugar River Adventures’ goal is to enhance residents experience on the Sugar River by allowing them to rent canoes, kayaks and river tubes, as well as, in the future, providing shuttle service to the river.  They are gearing up and preparing for the 2020 season.  Sugar River Adventures, LLC would like to target youth organizations and young adults to give them the experience of sports on the river.  They are focused on safety, awareness, watercraft usage and education.  More information can be found at sugarriveradventures.com.  Mr. Marti believes there will still be plenty of days for people to enjoy and be on the river in October.

Preserves Commercial – Mike Holan showed the new commercial that is currently running.  The commercial runs on multiple channels approximately 400 times per month.

NEW BUSINESS

Sugar River Adventures – Mike  asked the Commissioners if there was a decision on whether or not they wanted to go with an agreement or Special Use Permit for Sugar River Adventures, LLC to operate in the 2020 season.  After much discussion, it was decided to get copies of his insurance, waiver, policies, procedures, and safety protocols.  In addition, the Commissioners will revisit this over the winter months before a decision is made for the 2020 season.

ACTION ITEMS

Bills for August – Judy Barnard made a motion, Mike Eickman seconded to authorize the payment of the bills for August in the amount of $823,247.81.  Motion passed unanimously. 

Acceptance of Budget & Appropriations Ordinance Layover – The Winnebago County Forest Preserve District fiscal year budget operates from November 1 through October 31 each year.  The District’s Board of Commissioners has been presented the proposed 2019-2020 Annual Budget and Appropriation Ordinance for review and adoption.  The District is required to layover the budget for a period of at least 30 days for public review and comment before it is adopted by the Board.  Audrey Johnson made a motion and Cheryl Maggio seconded that the Board will layover the 2019-2020 Annual Budget and Appropriation Ordinance for public review and comment until the October 23, 2019 Board meeting.  Motion passed unanimously.

Levy Ordinance Layover – The Winnebago County Forest Preserve District fiscal year budget operates from November 1 through October 31 each year.  The District’s Board of Commissioners have been presented a proposed tax levy that must be approved to finance the 2019-2020 Annual Budget and Appropriations Ordinance that has been presented to the Board.  The District is required to layover the tax levy for a period of at least 30 days for public review and comment before it is adopted by the Board.  Mike Eickman  made a motion and Cheryl Maggio seconded that the Board will layover the 2019-2020 Tax Levy for public review and comment until the October 23, 2019 Board meeting.  Motion passed unanimously.

Tax Abatement –  Pursuant to 35 ILCS 200/18-165, the Forest Preserves of Winnebago County may order the County Clerk to abate any portion of its taxes on the property located within the Preserves taxing district.  Such an abatement shall not exceed a period of ten years.  The total aggregate amount of abated taxes for all taxing districts within Winnebago County may not exceed $4,000,000.  On November 12, 2018, the Board of Commissioners of the Forest Preserves of Winnebago County approved Ordinance #18-1003 to enter into an Intergovernmental Agreement between the Rockford Park District and the Preserves to abate the taxes on the recreational facility known as Magic Waters Waterpark.  Rockford Park District entered into a lease agreement with Six Flags MW, LLC, lease of Magic Waters Waterpark for 10 years with an additional option to renew the lease.  Judy Barnard made a motion and Cheryl Maggio seconded that the Preserves Board of Commissioners and the Forest Preserves of Winnebago County orders the Winnebago County Clerk to abate the Forest Preserves of Winnebago County’s share the real estate taxes that may be levied against the property identified as Magic Waters, 7820 North Cherryvale Boulevard, Cherry Valley, Illinois.  Roll Call Vote taken.  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.  Mike Holan announced that prior to Tom’s retirement, he completed the Master Plans binder.  All Commissioners were given a copy.

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

Environmental Education – Ann Wasser submitted a written report.  Ann reminded everyone that the Severson breakfast is September 26 at Orchard Ridge Farms on Yale Bridge Road.

Human Resources/Volunteer Program Report – Kim O’Malley submitted a written report.  Kim announced that on Thursday, November 7 is the volunteer appreciation Open House at Preserve Headquarters.  She also announced that Friday, December 6 is the employee recognition luncheon.

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

Executive Director – Mike Holan distributed an employee staffing overview from 2014-2019. Mike also mentioned that Board members must check their Forest Preserves email account as that is the email address that is specified on the FPWC website for the public to contact Board members at.

ANNOUNCEMENTS and COMMUNICATIONS

September 21 – Nurture Nature at a R.E.A.P. Volunteer Workday at Cedar Cliff Forest Preserve

Saturday from 9:00am-Noon

September 26 – Breakfast for the Dells Fundraiser at The Pavilion at Orchard Ridge Farms, Thursday from 7:30am-8:30am

September 28 – Forest Quest Scavenger Hunt

October 13 – Autumn at the Arboretum at Klehm Arboretum, Sunday from 10:00am-3:00pm

October 17-20 – Frenchman’s Frolic at Macktown Living History Center, Thursday-Sunday

Colored Sands Forest Preserve Birding is happening every weekend sunrise to sunset on Saturdays and Sundays, sunrise to noon

ADJOURNMENT

Meeting adjourned at 7:00 PM.

Next board meeting 5:30 PM, Wednesday, October 23, Preserve Headquarters;

Budget Hearing at 5:15 on Wednesday, October 23, Preserve Headquarters

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

Budget Hearing Agenda

Forest Preserves of Winnebago County

BUDGET HEARING 

Wednesday, October 23, 2019 – 5:15 PM

Forest Preserve Headquarters

A G E N D A

A.  PUBLIC PARTICIPATION

                       1.  Public Comments

B.   ADJOURNMENT

October Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, October 23, 2019 – 5:30 PM

Forest Preserve Headquarters

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE – Mike Eickman

C.  APPROVAL of MINUTES

      Minutes for September 18

D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

     1.  Introduction of AmeriCorps Members

                 E.   UNFINISHED BUSINESS / DISCUSSION

F.   NEW BUSINESS

Page          G.  ACTION ITEMS

1.                    1. Bills for September

3.                     2. Intergovernmental Agreement with Rockford Public Schools

4.                    3.  Budget and Appropriations Ordinance

8.                    4.  Levy Ordinance

12.                   5.  2020 Fee Schedules

16.                  6.  2020 Holiday Schedule

18.                  7.  Delegate to IAPD Annual Business Meeting

 H. UPDATES and  REPORTS 

20.                   1. Preserve Operations

23.                   2. Land and Development

24.                   3. Golf

27.                   4. Marketing

29.                   5. Education

31.                   6. Human Resources

32.                   7. Law Enforcement

   I.  CLOSED SESSION

       1. Land Acquisition

  J.  ANNOUNCEMENTS and COMMUNICATIONS

       1. November 7 – Volunteer Appreciation Open House at Forest Preserve Headquarters from 5:00pm – 7:00pm.

  K.  ADJOURNMENT

Next regular Board Meeting – 5:30 PM Wednesday, November 20, Forest Preserve Headquarters

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

BOARD MEETING

Severson Dells Nature Center

Wednesday, August 21, 2019

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

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

Jake Henry

ABSENT                                                        GUESTS

Cheryl Maggio                                                Dan Huntley

                                                                       Barbara Williams

                                                                       Alex Mills – Klehm

       Phillip Raines

ROLL CALL

The meeting was called to order at 5:31 PM, by Vice-President Eickman.  Recording secretary Ronelle Johnson called the roll.

PLEDGE OF ALLEGIANCE     Audrey Johnson led the assemblage in the Pledge of Allegiance.

APPROVAL OF AGENDA and MINUTES      Minutes for July 17, 2019 were approved.  Minutes for August 9, 2019 were approved.  No changes or additions were made to the agenda.

PRESENTATIONS and PUBLIC PARTICIPATION

Dan Huntley & Barbara Williams – Dan Huntley is the President of the Severson Dells board.  He thanked the board for coming to Severson Dells for the August Board Meeting.  Dan addressed the Commissioners relating to the issue of allowing dogs in the Preserves and Severson Dells.  He stated that the Severson Dells Board disagrees with the decision of allowing dogs on the Forest Preserves and the Severson Dells properties.  He also stated that he was frustrated with how the Forest Preserve Board came to the decision without the Severson Dells Board being consulted.  He encouraged the board to contact him to discuss this issue further.  Dan thanked the Board for their time.  Barbara Williams also addressed the board as she is also opposed to allowing dogs onto Severson property. She strongly believes dogs do not belong in Forest Preserves as people do not abide by the leash rule and there is not enough enforcement.  She also discussed the environmental affects that she believes are important issues to consider.  Barbara thanked the Board for their time.

Severson Dells Nature Center Update – Jessie Crow-Mermel – Jessie introduced herself and stated that Ann Wasser was receiving an award in Cincinnati for Outstanding Director of a Nature Center.  Jessie gave an update as to what is happening at the Dells, which included improvements in the Grove, school programs that will be starting in September, and that there will be two new Americorp members as well at the Dells in September.  Additionally in September, a new event Dance at the Dells will be held, as well as the annual fundraiser breakfast on September 26 at Orchard Ridge Farms.  Lastly, there is a new program in October at the Dells, Scoop the Dells, which is a science event for families.  Jessie thanked the Board for coming to Severson Dells and encouraged everyone to check out the website to checkout upcoming events and programs.

NEW BUSINESS

Draft Budget – Fiscal Year 2019/2020 – Steve Chapman distributed the draft Budget Assumptions & Guidelines for the 2019/2020 fiscal year.  He went through the draft budget and announced that the budget will be presented for layover at the September 18 board meeting and the budget levies will be presented for approval at the October 23 meeting.  Steve then presented the draft Annual Budget and Appropriations Ordinance for the 2019/2020 fiscal year.  Steve reiterated that these are all estimates and the actual costs will be known at the end of the fiscal year.  Vaughn Stamm went through the proposed capital improvement projects.

Outfitter Permit Request – Vaughn was contacted by an individual in Shirland that is interested in renting out tubes, kayaks and canoes to people interested in water activities on the Sugar River, as there is a deficit in that area for providing such a service.  The equipment would be put in at Colored Sands and taken out at Sugar River.  He is not operating the concession on the Preserves property and the renters are responsible for transporting the equipment themselves.  This individual does have an LLC and Vaughn advised him that he would need a Special Use Permit as well as a Certificate of Insurance.  PDRMA was given the documents and PDRMA referred Mike Holan to two ordinances that needed to be considered.  One ordinance refers to a concession agreement. The second ordinance refers to permits in designated areas. This is a fairly new business for this individual and Mike and Vaughn feel that this would get more people into Colored Sands and also Sugar River.  Mike Eickman would like him to be at the September meeting to address the board.  Judy Barnard is suggesting a conditional permit for now.  Gloria agrees that he should be allowed to get started and have him address the board in September.  The general consensus of the board was to proceed and with a conditional permit to allow him to proceed until October and he will address the board in September.

ACTION ITEMS

Bills for July – Judy Barnard made a motion, Gloria Lind seconded to authorize the payment of the bills for July in the amount of $657,911.62.  Motion passed unanimously. 

Budget Amendment – Liability Reserve Fund – The Illinois Compiled Statues of 1992 states that “After the adoption of the Annual Appropriation Ordinance, no further appropriations may be made at any other time during that fiscal year except as provided in this Act, provided that the Board of each district may amend such appropriation ordinance from time to time by the same procedure required by this Act for the original adoption of the appropriation ordinance.  By a two-thirds vote of all members constituting the Board, the Board may make appropriations in excess of those authorized by the appropriations ordinance in order to meet an immediate emergency.” The Forest Preserves of Winnebago County maintains a Liability Reserve Fund in the 2018/2019 Fiscal Year budget that holds funds for liability insurance.  PDRMA, whom is the District’s liability insurance carrier, has increased the liability and risk management insurance costs.  The expenditures in the Liability Reserve Fund will exceed the appropriated amount by approximately $15,000.  The Preserves is seeking to amend the Liability Reserve Fund for the 2018/2019 fiscal year budget in the amount of $15,000.  Judy Barnard made a motion and Gloria Lind seconded that the Liability Reserve Fund for the 2018/2019 Fiscal Year Budget be amended in the amount of $15,000 and will be funded from the Liability Reserve fund balance.  In addition, this Ordinance will be in full force and effect immediately upon this adoption.   Motion passes 4-1.  Jake Henry voted no.

STAFF REPORTS

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

Land and Development – Tom Hartley submitted a written report.  Tom also announced that on September 5 there will be a rusty patch bumble bee seminar that is being put on by the Illinois Farm Bureau.  This seminar is part of the habitat grant that the Preserves received.

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

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.

Executive Director – Mike Holan announced that Tom Hartley, Director of Land & Development, will be retiring as of September 13.  The Board thanked Tom for his hard work and service to the Preserves.  There will be an open house on September 13 from 11-1:30 in honor of Tom.

CLOSED SESSION

Audrey made a motion to go into closed session at 6:44 pm.  At 6:56 pm, the meeting returned to open session. No action was taken while in closed session.

ANNOUNCEMENTS and COMMUNICATIONS

September 21 – Nurture Nature at a R.E.A.P. Volunteer Workday at Cedar Cliff Forest Preserve, Saturday from 9:00 a.m. – Noon

September 26 – Breakfast for the Dells Fundraiser at The Pavilion at Orchard Ridge Farms, Thursday from 7:30-8:30 a.m.

September 28 – Forest Quest Scavenger Hunt

ADJOURNMENT

Meeting adjourned at 6:57 PM.

Next board meeting 5:30 PM, Wednesday, September 18, 2019, Preserve Headquarters

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

September Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, September 18, 2019 – 5:30 PM

Forest Preserve Headquarters

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE – Gloria Lind

C.  APPROVAL of MINUTES

      Minutes for August 21

D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

     1. Sugar River Adventures – Mike Marti

                 E.   UNFINISHED BUSINESS / DISCUSSION

F.   NEW BUSINESS

Page          G.  ACTION ITEMS

1.                   1. Bills for August

3.                   2.  Acceptance of Budget & Appropriations Ordinance Layover

4.                   3.  Levy Ordinance Layover

5.                   4.  Tax Abatement

 H. UPDATES and  REPORTS 

 9.                   1. Preserve Operations

12.                  2. Land and Development

13.                  3. Golf

16.                  4. Marketing

18.                  5. Education

20.                  6. Human Resources

21.                  7. Law Enforcement

   I.  CLOSED SESSION

  J.  ANNOUNCEMENTS and COMMUNICATIONS

1. September 21 – Nurture Nature at a R.E.A.P. Volunteer Workday at Cedar Cliff Forest Preserve, Saturday from 9:00am – 12:00pm.

2. September 26 – Breakfast for the Dells Fundraiser at The Pavilion at Orchard Ridge Farms, Thursday from 7:30 – 8:30am.

3. September 28 – Forest Quest Scavenger Hunt.

                         4. October 13 – Autumn at the Arboretum at Klehm Arboretum, Sunday from 10:00am – 3:00pm.

5.  October 17-20 – Frenchman’s Frolic at Macktown Living History Center, Thursday – Sunday.

  K.  ADJOURNMENT

Next regular Board Meeting – 5:30 PM Wednesday, October 23, Forest Preserve Headquarters

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

SPECIAL BOARD MEETING

Forest Preserve Headquarters

August 9, 2019

PRESENT                                                       STAFF

Judy Barnard                                                   Mike Holan, Executive Director

Mike Eickman

Audrey Johnson

Gloria Lind- Arrived 4:09pm

Cheryl Maggio

Jeff Tilly

ABSENT

Jake Henry

ROLL CALL

The meeting was called to order at 4:03 PM, by President Tilly.  Commissioner Judy Barnard called the roll.

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

CLOSED SESSION

Audrey made a motion to go into closed session at 4:06 pm to discuss land acquisitions.  At 4:26 pm, the meeting returned to open session. No action was taken while in closed session.

ACTION ITEMS

Land Acquisition Funds Resolution – Audrey Johnson made a motion, Gloria Lind seconded to approve the resolution for Land Acquisition Funds and IDNR Grant Proposal LWCF or OSLAD.  Motion passed unanimously.

NEW BUSINESS

Judy Barnard brought up her concerns regarding dogs at Severson Dells Forest Preserve.  Mike Holan addressed her concerns. The Board and Mike Holan discussed the dog issue in depth. The commissioners requested signs being installed on the trail stating that allowing dogs at Severson Dells will be on a trial basis.

Mike Holan brought up a concern in reference to a recent inappropriate communication between a Board member and Tom Hartley concerning the habitat restoration work being conducted at Cedar Cliff. The same Board member later contacted Mike stating he will tell anyone upset about the tree removal to contact Tom Hartley. An inappropriate cardboard sign was removed from the Cedar Cliff restorations site stating “UPSET ABOUT THE TREE CUTING, CALL WCFP 815-877-6100 ASK FOR TOM”. The Commissioners and Mike Holan discussed the issue and President Jeff Tilly stated that any questions from the Board be brought only to Mike Holan and not staff.

ADJOURNMENT

Meeting adjourned at 5:29 PM.

Next board meeting 5:30 PM, Wednesday, August 21, Severson Dells Nature Center

Respectfully Submitted,

Kristy Knapp

Administrative Assistant

Forest Preserves of Winnebago County

BOARD MEETING

Forest Preserve Headquarters

July 17, 2019

PRESENT                                                     STAFF

Judy Barnard                                                  Mike Holan, Executive Director

Mike Eickman                                                 Steve Chapman, Finance

Jake Henry                                                     Vaughn Stamm, Preserve Operations

Gloria Lind                                                      Tom Hartley, Land and Development

Cheryl Maggio                                                Kim O’Malley, Human Resources/Volunteer Program

Jeff Tilly-Late 5:35                                          Ann Wasser, Education

ABSENT                                                        GUESTS

Audrey Johnson                                              Alex Mills

ROLL CALL

The meeting was called to order at 5:36 PM, by President Tilly.  Administrative Assistant Kristy Knapp called the roll.

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

APPROVAL OF AGENDA and MINUTES      Minutes for June 19, 2019 were approved. No changes or additions were made to the agenda.

NEW BUSINESS

Gloria Lind complimented  Steve Chapman regarding an article she read in the paper and said we are very lucky to have him with the Forest Preserve.

Mike Eickman received a call from a gentleman in Winnebago, concerning the road going into Seward Bluffs Forest Preserve. There is a sharp curve and the gentleman is concerned that someone will go over the edge. Vaughn Stamm said he also spoke to that same individual and as of today, he spoke to the area manager and they are putting some large boulders and reflective signs at the curve to catch people’s attention and help avoid any potential accidents. Mike Eickman also asked if the forest preserve has received the county sign for Colored Sands Forest Preserve. Vaughn Stamm and Mike Holan both said that there is a request in with the County for the sign.

Judy Barnard mentioned on the road going to Sugar River Forest Preserve, there is a sign that states “no through road”. She was wondering if we should put up a sign that tells people to keep going so they know they are entering the Forest Preserve.

Jake Henry mentioned that at Cedar Cliff Forest Preserve along the path there is a pile of tires and other things that have been sitting there for the last 90 days. He is wondering why it has not been cleaned up. Mike Holan told Jake that staff will look into the matter.

Jeff Tilly received a message from a gentleman that was at one of the campgrounds. The gentleman was concerned about RV’s doubling up on campsites. Vaughn Stamm also spoke to the gentleman and as it turns out the sites that he was mentioning at Seward Bluffs are sites that are almost back to back. They’re popular sites for families/friends that want to camp together. So it gives the impression that people are doubling up on those sites. Vaughn explained this to the gentleman and he understood.

ACTION ITEMS

Bills for June – Judy Barnard made a motion, Gloria Lind seconded to authorize the payment of the bills for June in the amount of $578,799.16. A duplicate invoice will be adjusted in next month’s bills.   Motion passed unanimously. 

Acceptance of Bids for Hononegah Rainbow Arch Bridge Renovation – The concrete bridge in Hononegah Forest Preserve was built in 1925 and may be the oldest concrete bridge in the County. Replacement of the bridge would be very expensive and nearly impossible to replicate. Small portions of concrete have broken away from the structure and exposed rebar. The contract calls for minor repairs: power washing, cleaning rust from rebar, patching or rebuilding chipped and deteriorated areas, and finally application of a penetrating sealer. All bidders were to have previous experience with bridge renovation. A total of seven contractors were contacted and the project was publicly advertised. Three contractors were present at the pre-bid meeting including a local contractor, Sjostom and Sons, but only Vector Construction submitted a bid. The base bid was $55,699 and the alternate $8,250. The alternate called for patching concrete in the non-visible portion of the bridge and will result in a better repair. The budget is $63,000. Staff recommends award of the contract to Vector Construction for both the base bid and alternate for $63,949. The additional $949 is available in the roads budget. The Board is requesting that staff call and check references on the contractor. Mike Eickman made a motion, Gloria Lind seconded to approve acceptance of bids for Hononegah Rainbow Arch Bridge Renovation. Motion passes 4-1 (Jake Henry voted no).

STAFF REPORTS

Preserve Operations – Vaughn Stamm, Scott Stewart, Scott Wallace and 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.

Environmental Education – Ann Wasser submitted a written report. Ann spoke on the AmeriCorps grants that we did not have last year due to a technical issues with the state. She said we will have an education AmeriCorps member starting hopefully in September, a citizen science member starting later in the year and a volunteer support member next springs. Most of the members will be helping natural resources in the summer along with other local natural resource agencies like NLI, Boone County and DeKalb County.

Human Resources/Volunteer Program Report – Kim O’Malley submitted a written report. Kim would like to remind everyone of the Employee Appreciation Picnic on Wednesday, August 7^th at Old Settlers shelter at Atwood Homestead. We will be eating at 11:30 and after we eat we will have the opportunity to play golf/footgolf. For those that do not want to participate in a round of golf are encouraged to use the putting/driving range.

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

ANNOUNCEMENTS and COMMUNICATIONS

July 20 – Nurture Nature at a R.E.A.P. Volunteer Workday at Severson Dells Forest Preserve, Saturday from 9:00am – 12:00pm

August 7 – Employee Picnic at Atwood Homestead (Old Settlers Shelter), Wednesday at 11:30am

August 17 – Nurture Nature at a R.E.A.P. Volunteer Workday at Kieselburg Forest Preserve, Saturday from 9:00am – 12:00pmm

ADJOURNMENT

Meeting adjourned at 6:04 PM.

Next board meeting 5:30 PM, Wednesday, August 21, Severson Dells Nature Center

Respectfully Submitted,

Kristy Knapp

Administrative Assistant

August Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, August 21, 2019 – 5:30 PM

Severson Dells Nature Center

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE – Audrey Johnson

C.  APPROVAL of MINUTES

      Minutes for July 17 and August 9

D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

     1. Severson Dells Nature Center Update – Jessie Crow-Mermel

                 E.   UNFINISHED BUSINESS / DISCUSSION

F.   NEW BUSINESS

     1. Draft Budget – Fiscal Year 2019/2020

Page        G.  ACTION ITEMS

1.                   1. Bills for July

3.                   2. Budget Amendment – Liability Reserve Fund

 H. UPDATES and  REPORTS 

 5.                   1. Preserve Operations

 8.                   2. Land and Development

10.                  3. Golf

13.                  4. Marketing

14.                  5. Education

16.                  6. Human Resources

17.                  7. Law Enforcement

   I.  CLOSED SESSION

       1. Draft Agreement

  J.  ANNOUNCEMENTS and COMMUNICATIONS

1. September 21 – Nurture Nature at a R.E.A.P. Volunteer Workday at Cedar Cliff Forest Preserve, Saturday from 9:00am – 12:00pm

2. September 26 – Breakfast for the Dells Fundraiser at The Pavilion at Orchard Ridge Farms, Thursday from 7:30 – 8:30am

3. September 28 – Forest Quest Scavenger Hunt

  K. ADJOURNMENT

Next regular Board Meeting – 5:30 PM Wednesday, September 18, Forest Preserve Headquarters

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Agenda

Forest Preserves of Winnebago County

SPECIAL BOARD MEETING

Friday, August 9, 2019 – 4:00 PM

Forest Preserve Headquarters

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE

C.  UNFINISHED BUSINESS / DISCUSSION

D.  NEW BUSINESS

  Page      E.  ACTION ITEMS

     1.               1. Land Acquisition Funds Resolution

F.  CLOSED SESSION

       1.  Other Business

 G.    ADJOURNMENT 

Next regular Board Meeting – 5:30 PM Wednesday, August 21, Severson Dells Nature Center

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

BOARD MEETING

Macktown Living History Center

June 19, 2019

PRESENT                                                     STAFF

Mike Eickman                                                 Mike Holan, Executive Director

Audrey Johnson                                              Vaughn Stamm, Preserve Operations

Cheryl Maggio                                                Tom Hartley, Land and Development

Jeff Tilly                                                          Jamie Johannsen, Marketing

Judy Barnard                                                   Kim O’Malley, Human Resources/Volunteer Program

ABSENT                                                        GUESTS

Jake Henry                                                      Ray & Char Ferguson

Gloria Lind                                                       Dr. Rochelle Lurie

                                                                        Lucy Adrignola

                                                                        Connie Gleasman

ROLL CALL

The meeting was called to order at 5:32 PM, by President Tilly.  Administrative Assistant Kristy Knapp called the roll.

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

APPROVAL OF AGENDA and MINUTES      Minutes for May 15, 2019 were approved. No changes or additions were made to the agenda.

PRESENTATIONS and PUBLIC PARTICIPATION

Macktown Living History Update – Ray Ferguson thanked everyone for coming to Macktown and announced they received a grant for the Sylvester Stevens building which was able to furnish some of the building with equipment that the Community Foundation gave them. A new booklet about Macktown was passed out to the Commissioners and is also being given to the Community. Char Ferguson continued to speak about the grant from the Community Foundation of Northern Illinois. In December 2018, Macktown received $18,366 from the John Lundeen Historic Preservation Fund. Char also spoke about and passed out information regarding Steven’s Shop. Dr. Rochelle Lurie went into detail about the archaeology digs being held at Macktown. She also spoke on the 10- 2’x3’ signs that are being created for Macktown by their volunteers. A copy of the Hayes Tavern sign and the Shell Midden sign were passed out to the Commissioners. The signs will hopefully be installed within the next 3 months. One day a week Macktown holds a field school for kids/teenagers and the same for adults. In August a representative will be at Macktown from Ho Chunk for their Second Sunday Event.

Mike Holan spoke on behalf of Klehm Arboretum & Botanic Garden and Alex Mill. They would like to thank everyone from the Forest Preserves for their support of this year’s Garden Fair. The volunteer time by individuals and the use of golf carts for shuttling guests and vendors at the event were critical to its success, and the Klehm staff, board and volunteers are all deeply appreciative of the support of the Forest Preserves for this event, which is the biggest fundraiser of the year for the organization. It was a tremendous success and couldn’t have been done without your help.

ACTION ITEMS

Bills for May – Judy Barnard made a motion, Cheryl Maggio seconded to authorize the payment of the bills for May in the amount of $583,086.20.  Motion passed unanimously. 

STAFF REPORTS

Preserve Operations – Vaughn Stamm, Scott Stewart, Scott Wallace and 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.

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 made a motion to go into closed session at 5:54 pm to discuss land acquisitions.  At 6:23 pm, the meeting returned to open session. No action was taken while in closed session.

ACTION ITEMS (Moved to After Closed Session)

Approval of Appraisals – Judy Barnard made a motion and Audrey Johnson seconded, that the Board of Commissioners of the Forest Preserves of Winnebago County authorizes staff to obtain fair market appraisals of properties near Kishwaukee River and Severson Dells Forest Preserves at a time deemed appropriate by staff. Motion passed unanimously.

ANNOUNCEMENTS and COMMUNICATIONS

June 22 – Hike Into the Wild at Klehm! at Klehm Arboretum & Botanic Garden, Saturday at 9:00am

June 23 – Drinks for the Dells at Carlyle Brewing Company, Sunday from 3:00pm – 6:00pm

June 26 – Yoga Among the Trees at Klehm Arboretum & Botanic Garden, Wednesday at 6:30pm

July 6 – Walk With Swedes at Klehm Arboretum & Botanic Garden, Saturday at 10:00am

July 20 – Nurture Nature at a R.E.A.P. Volunteer Workday at Severson Dells Forest Preserve, Saturday from 9:00am – 12:00pm

ADJOURNMENT

Meeting adjourned at 6:27 PM.

Next board meeting 5:30 PM, Wednesday, July 17, Forest Preserve Headquarters

Respectfully Submitted,

Kristy Knapp

Administrative Assistant

July Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, July 17, 2019 – 5:30 PM

Forest Preserve Headquarters

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE – Jake Henry

C.  APPROVAL of MINUTES

      Minutes for June 19

D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

                 E.  UNFINISHED BUSINESS / DISCUSSION

F.   NEW BUSINESS

Page        G.  ACTION ITEMS

1.                   1. Bills for June

3.                   2. Acceptance of Bids for Hononegah Rainbow Arch Bridge Renovation

 H. UPDATES and  REPORTS 

 6.                   1. Preserve Operations

 9.                   2. Land and Development

11.                   3. Golf

14.                  4. Marketing

16.                  5. Education

18.                  6. Human Resources

19.                  7. Law Enforcement

   I.  CLOSED SESSION

  J.  ANNOUNCEMENTS and COMMUNICATIONS

1. July 20 – Nurture Nature at a R.E.A.P. Volunteer Workday at Severson Dells Forest Preserve, Saturday from 9:00am – 12:00pm

2. August 7 – Employee Picnic at Atwood Homestead (Old Settlers Shelter), Wednesday at 11:30am

3. August 17 – Nurture Nature at a R.E.A.P. Volunteer Workday at Kieselburg Forest Preserve, Saturday from 9:00am – 12:00pm

  K. ADJOURNMENT

Next regular Board Meeting – 5:30 PM Wednesday, August 21, Severson Dells Nature Center

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

May 15, 2019

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 – left at 6:35 pm                           Kim O’Malley, Human Resources/Volunteer Program

ABSENT                                                        GUESTS

Judy Barnard                                                  Jeremy Oster

       John Richards

       Alex Mills, Klehm Arboretum

ROLL CALL

The meeting was called to order at 5:30 PM, by President Tilly.  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 April 17, 2019 were approved. No changes or additions were made to the agenda.

PUBLIC COMMENTS

Jeremy Oster – Mr. Oster sent an email to Executive Director Mike Holan with several complaints.  He distributed copies of that email to the Commissioners.  He introduced himself as the President of Hononegah Archery and also mentioned that he is a former writer for the Rock River Times.  He wanted the Commissioners to know that he is unhappy with the way Executive Director, Mike Holan, has failed to handle an issue he brought to his attention.  Mr. Oster brought up several complaints that he has, that were not directed to or at Mike Holan.  Those complaints were against Macktown Living History and included a prejudice against Native Americans, including people who re-enact the history, the fact that his family has been banned from Macktown, and that his disabled daughter’s picture was used in a Facebook posting that he claims is being used as a paid advertisement for Macktown.  He then stated that the Preserves do not have permission to use her picture and that he believes his first amendment rights have been violated.  He also advised that he has an attorney, but unfortunately his attorney could not be with him at the meeting.  Mr. Oster was given three minutes to speak, and he was given three verbal alerts, by President Jeff Tilly, that his time was up.  He thanked the Board for their time.  Later in the meeting the Board discussed Mr. Oster’s complaints and issues at length.

PRESENTATIONS

Klehm Arboretum – John Richards and Alex Mills presented to the board the issue of naming rights as a non-tax revenue source.  There are several structures at Klehm that could potentially be named with a sponsor.  They would like to pursue the opportunity to pursue naming rights as an additional fund source.  They presented regional and local examples of several structures that have been given naming rights.  John Richards believes this would be a very good funding source.  It would also help with maintenance of the possibly named structures, as well as any future projects, etc.  They are seeking a resolution from the Preserves to authorize Klehm to enter into naming rights agreements for specific structures.  In addition, the Preserves could set limits on maximum years of terms, and hold veto power over the name itself.  Lastly with supportive feedback from the Preserves, Klehm will begin discussions with potential naming rights sponsors.  Mike Holan advised since this is a newer issue in the Preserves, he is suggesting an ordinance as to whether the Preserves would like to allow naming rights.  They are seeking consensus from the board if this is something to pursue.  Consensus from the Board is that Klehm should pursue the naming rights as an additional funding source.

UNFINISHED BUSINESS

Chamber of Commerce Membership – A few months back, a representative from the Rockford Chamber, Lynette Jacques, spoke to the Board regarding the Preserves becoming a member of the Chamber.  Jeff is wondering how the Board feels about becoming a chamber member.  Several board members are concerned that the cost of membership wouldn’t really benefit the Preserves.  It was suggested to possibly budget it for the 2019/2020 budget.  Mike Holan will also talk to other similar entities that are members of the Chamber to see if it benefits their organizations.

NEW BUSINES

Quarterly Finance Report – Steve Chapman went through the Quarterly Finance Report, which consisted of the Corporate Fund Details, Improvement & Development Fund and the Interim Financial Results.

Campground Discussion – Last year, the electric went out in the Hononegah Campground.  A company came out and looked at the electrical system.  That company was able to get approximately 75% of the electrical system working again.  The system is still in need of renovation.  There are several options for Hononegah (1) keep it operating until it goes down again; (2) close it at the end of this season; (3) try and fit in the funds to have a company do an engineering study to renovate the electrical system in phases; (4) reduce the number of sights; (5) close down the campground for a year, redesign it and then have a grand re-opening; (6) evaluate whether or not the Preserves need all the campgrounds that they currently have and reduce the number of campgrounds and keep the two busiest campgrounds. The preserves staff is looking for a consensus from the Board as to what to do.  A suggestion was made to budget money for the engineering study in next year’s budget and go from there. Commissioners agreed to keep it as is for now and think about Hononegah Campground in the coming year.

ACTION ITEMS

Bills for April – Audrey Johnson made a motion, Mike Eickman seconded to authorize the payment of the bills for April in the amount of $516,601.25.  Motion passed unanimously. 

Acceptance of Bids for Bunker Renovations at Atwood Homestead & The Ledges – The bids are for rebuilding multiple bunkers at Atwood Homestead and Ledges Golf Courses.  The number one complaint from golfers at these courses for many years has been the condition of the bunkers.  Over time many of the bunkers at these two courses have become increasingly difficult for staff to maintain due primarily to their inadequate drainage and excessive size.  Poor drainage has been the result of incorrect or deteriorating substrate and incorrect or missing drain tile.  Water run-off from greens causes erosion and washouts on a regular basis.  Additionally the massive size of many of the bunkers has been problematic.  Because of their large size, maintaining bunkers has been extremely labor intensive and materials required to refurbish them every season is overly expensive.  Currently there are 49 bunkers at Ledges and 46 bunkers at Atwood, most of which will not require additional work.  Some bunkers have already been removed, re-worked or renovated by staff, including 16 bunkers in 2017 & 2018.  However, there are approximately 20 remaining bunkers which will require more time, materials, equipment, and expertise than in-house staff can provide.  Money was allocated in the 2019 FY Capital Improvement Fund to contract a portion of the bunker renovation work.  Initial project specifications were offered for bid and only one bid was received which far exceeded the budgeted amount.  Project specifications were revised, put out for bid and opened on May 9^th, with two bidders.  One bid was disqualified due to not being received as a sealed bid. The remaining bid meets the required project specifications; however it did come in over the original budgeted amount.  Staff recommends awarding the project to the qualified lowest bidder, Hollembeak Construction, in the amount of $89,258.  Due to the nature of the project requiring on site adjustments to the final bunker layout, staff is requesting provision for a maximum additional 10% cost overrun if necessary.  $70,000 was budgeted in the 2019 FY Capital Improvement Fund for this project and staff recommends additional funds be obtained from the Atwood Foundation donation to cover the balance of $19,528 plus 10%. Cheryl Maggio made a motion and Mike Eickman seconded, that the Board of Commissioners of the Forest Preserves of Winnebago County approves awarding the bunker Renovation Project at Atwood Homestead and Ledges Golf Courses in the amount of $89,528 to Hollembeak Construction in Big Rock, Illinois plus a provisional 10% project overrun with all additional funds over the 2019 FY budget amount obtained from the Atwood Foundation donation. Motion passed unanimously.

STAFF REPORTS

Preserve Operations – Vaughn Stamm, Scott Stewart, Scott Wallace and 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.

Environmental Education – Ann Wasser submitted a written report.

Human Resources/Volunteer Program Report – Kim O’Malley submitted a written report.  Employee appreciation picnic is Wednesday, August 7, 2019.

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

ANNOUNCEMENTS and COMMUNICATIONS

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

May 18 – Family “Learn About Leaves” Day at Klehm Arboretum & Botanic Gardens, Saturday from 9:00 am – 11:00 am.

May 29 – Wildflower Walkabout at Colored Sands Forest Preserve, Wednesday, from 6:00 pm-7:30 pm

June 1 & 2 – Garden Fair Weekend at Klehm Arboretum & Botanic Garden, Saturday, from 9:0 am – 5:00 pm and Sunday from 9:00 am – 4:00 pm

June 8 – Hooked on Fun at Four Lakes Forest Preserve, Saturday from 9:00 am – Noon

June 12 – Wildflower Walkabout at Kieselburg Forest Preserve, Wednesday, from 6:00 pm-7:30 pm

ADJOURNMENT

Meeting adjourned at 7:41 PM.

Next board meeting 5:30 PM, Wednesday, June 19, Macktown Living History Center

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

June Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, June 19, 2019 – 5:30 PM

Macktown Living History

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE – Jake Henry

C.  APPROVAL of MINUTES

      Minutes for May 15

D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

                      1.  Macktown Update – Ray & Char Ferguson

E.  UNFINISHED BUSINESS / DISCUSSION

F.   NEW BUSINESS

Page        G.  ACTION ITEMS

1.                   1. Bills for May

                      2. Approval of Appraisals

 H. UPDATES and  REPORTS 

3.                    1. Preserve Operations

5.                    2. Land and Development

7.                    3. Golf

11.                  4. Marketing

12.                  5. Education

14.                  6. Human Resources

15.                  7. Law Enforcement

   I.  CLOSED SESSION

       1. Land Acquisition

  J.  ANNOUNCEMENTS and COMMUNICATIONS

1. June 22 – Hike Into the Wild at Klehm! at Klehm Arboretum & Botanic Garden, Saturday at 9:00am

2. June 23 – Drinks for the Dells at Carlyle Brewing Company, Sunday from 3:00pm – 6:00pm

3. June 26 – Yoga Among the Trees at Klehm Arboretum & Botanic Garden, Wednesday at 6:30pm

4. July 6 – Walk With Swedes at Klehm Arboretum & Botanic Garden, Saturday at 10:00am

5. July 20 – Nurture Nature at a R.E.A.P. Volunteer Workday at Severson Dells Forest Preserve, Saturday from 9:00am – 12:00pm

  K. ADJOURNMENT

Next regular Board Meeting – 5:30 PM Wednesday, July 17, Forest Preserve Headquarters

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

Land Advisory Council Meeting Minutes

June 4, 2018

Members Present:  Pam Cunningham, Bill Hoff, Lee Johnson, Randy Vogel, Steve Clark, Dan Williams, Ann Marie Cain, and Jerry Paulson.  FPWC Commissioners Present: Audrey Johnson and Judy Barnard.  FPWC Staff Present: Tom Hartley and Mike Holan. Guest: Ray Ferguson

Call to order:  Chairman Jerry Paulson called the meeting to order at 4:00 p.m. at the FPWC offices, 5500 Northrock Drive, Rockford, Illinois.

Adoption of agenda:  The agenda was approved as presented.

Approval of minutes from September 11, 2017 meeting: The minutes of the September meeting were approved as distributed.

Committee matters:

• It was determined that LAC members do not have to file a Statement of Economic Interest with the County Clerk and do not need to renew training in the Open Meetings Act.
• Chairman Paulson confirmed that all those LAC members present agree to continue on the Council and asked staff to ask those LAC members not present to see if they wish to continue. The length of term for a LAC member is in need of clarification.
• Chairman Paulson restated conflict of interest policy. Any member with an interest in land being discussed should declare a conflict of interest before the agenda is approved and leave the room prior to discussion of the property.

Next steps for strategic plan:

• Convene a meeting with interested open space partners to follow up on an earlier meeting. This has not been done but it was explained that there have been other meetings:
  1. Regional Land & Water Strategic Plan for Northwestern Illinois
  2. RMAP Environmental Meetings
• Hartley has contacted almost all Priority 2 property owners and many Priority 4 & 5 owners. He will provide status report in closed session.

Presentation on solar farms as potential income source:

• The committee discussed solar farms as they relate to the mission and purpose of the Forest Preserve. Staff asked for input and questions from the LAC as they discuss solar farm leases as a potential income source for the District. Ray Ferguson has had dealing with several companies and was invited to speak to his experience.
  • Solar farms and solar gardens must be located within ¼ mile of a main transmission line.
  • Larger solar farms are difficult to get state approval.
  • Land restoration after removal of panels is an item to carefully explore.
  • An agreement should have a bond as part of the contract to protect the land owner for things such as site cleanup or business closure.
  • Solar farms require a zoning change from Ag to Ag 2.
  • Solar Farms are taxed at a higher rate than farm ground so need to have solar operator pay the property taxes.
  • Negotiate terms of removal; life span of solar panels is 10-15 years.
• Other discussion included:
  • In addition to panels, additional equipment has to be placed on site. For example, the panels produce DC current which has to be converted to AC to transmit in existing lines.
  • The ideal size seems to be to produce 2 megawatt. This translates into about 20 acres of land.
  • Toxic chemical leakage from panel glass breakage was brought up as a concern. It was stated that the panels are supposed to be self-contained.
  • Glare was brought up as a concern. Tom H. said that there are solar fields at airports. This suggests glare is not an issue.
  • Lee Johnson stated he did not think solar farms are a problem for migrating birds.
  • The Farm Bureau has established policies on leasing land for solar farms and gardens that address damage to drain tiles, soil compaction and restoration of the land.
  • A native species pollinator seed mix has been developed for planting under the solar panels.
  • There is a concern that leasing forest preserve lands for generation of electricity is not compatible with the mission of the District.
  • The risks of negotiating an acceptable lease agreement is too high for the amount of income that can be generated.

Cedar Cliff Forest Preserve Progress

The house and buildings were removed in December. Prairie planting for ½ of the cropland was completed at the end of May. A rough gravel parking area is completed and a trail established. The property has been included in two grants to improve habitat for the Rusty Patched Bumble Bee.

Closed Session to Consider Land Acquisition Projects & Review Status:  The Committee went into closed session at 5:10pm.

Return to Open Session: The meeting was opened at 5:30 p.m., Paulson noted that no action was taken in closed session.

Recommendation on Lease of Forest Preserve Land for Solar Installments: Dan Williams made a motion for recommendation to the board, second to the motion by Lee Johnson. The vote was unanimous in favor of the motion:

The FPWC should not lease District property for the purpose of constructing and maintaining solar installations.

Next Meeting Date: The next meeting date will be announced by Chairman Paulson.

Adjourn:  Chairman Paulson adjourned the meeting at 5:45pm.

Respectfully submitted,

Tom Hartley,

Director of Land and Development

Agenda

Forest Preserves of Winnebago County

Land Advisory Council Meeting

June 10, 2019

4:00 P.M.

Forest Preserve District Offices

5500 Northrock Drive

Rockford, Illinois

AGENDA

1. Call to order

2. Adoption of agenda

3. Committee matters

4. Approval of minutes of June 4, 2018 meeting

5. Land Advisory Council member length of service

6. Closed Session to Consider Land Acquisition

7. Action to be taken as a result of closed session

8. Next meeting

9. Adjourn

Jerry Paulson

Chairman

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 28^th, 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 28^th, 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

May Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, May 15, 2019 – 5:30 PM

Forest Preserve Headquarters

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE – Mike Eickman

C.  APPROVAL of MINUTES

      Minutes for April 17

D.  PUBLIC COMMENTS

                       1.  Jeremy Oster

E.  PRESENTATIONS

                       1.  Klehm

F.   UNFINISHED BUSINESS / DISCUSSION

                       1.  Chamber of Commerce Membership

G.  NEW BUSINESS

                       1.  Quarterly Finance Report

                      2.  Campground Discussion

Page        H.  ACTION ITEMS

1.                    1. Bills for April

3.                    2. Acceptance of Bids for Bunker Renovations at Atwood Homestead & The Ledges

 I. UPDATES and  REPORTS 

6.                    1. Preserve Operations

8.                    2. Land and Development

11.                  3. Golf

15.                  4. Marketing

17.                  5. Education

19.                  6. Human Resources

20.                  7. Law Enforcement

  J.  CLOSED SESSION

  K.  ANNOUNCEMENTS and COMMUNICATIONS

1.  May 18 – Nurture Nature at a R.E.A.P. Volunteer Workday at Rockford Rotary Forest Preserve, Saturday from 9:00am – 12:00pm

                         2.  May 18 – Family “Learn About Leaves” Day at Klehm Arboretum & Botanic Garden, Saturday                             from 9:00am – 11:00am

3.  May 29 – Wildflower Walkabout at Colored Sands Forest Preserve, Wednesday from 6:00pm – 7:30pm

4.  June 1 & 2 – Garden Fair Weekend at Klehm Arboretum & Botanic Garden, Saturday from 9:00am – 5:00pm and Sunday from 9:00am – 4:00pm

5.  June 8 – Hooked on Fun at Four Lakes Forest Preserve, Saturday from 9:00am – 12:00pm

6.  June 12-  Wildflower Walkabout at Kieselburg Forest Preserve, Wednesday from 6:00pm – 7:30pm

  L.  ADJOURNMENT

Next regular Board Meeting – 5:30 PM Wednesday, June 19, Macktown Living History Center

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

March 20, 2019

PRESENT                                                     STAFF

Jeff Tilly                                                          Mike Holan, Executive Director

Audrey Johnson                                              Steve Chapman, Finance

Cheryl Maggio                                                Vaughn Stamm, Preserve Operations

Judy Barnard                                                   Tom Hartley, Land and Development

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

ABSENT                                                        GUESTS

Mike Eickman                                                 Alex Mills, Klehm Arboretum

Gloria Lind

ROLL CALL

The meeting was called to order at 5:31 PM, by President Tilly.  Recording secretary Ronelle Johnson called the roll.

PLEDGE OF ALLEGIANCE     Audrey Johnson led the assemblage in the Pledge of Allegiance.

APPROVAL OF AGENDA and MINUTES      Minutes for February 20, 2019 were approved. No changes or additions were made to the agenda.

PRESENTATIONS and PUBLIC PARTICIPATION

No public participation on this date.

UNFINISHED BUSINESS

Endowment Update – Steve Chapman gave a brief update on the endowment received in December 2018.  Steve stated that the funds are invested.  Mike Holan and Steve have talked to the Community Foundation regarding the endowment.  In addition, they have a meeting scheduled with Savant to get an idea of what types of endowment programs are offered.  They will bring their ideas and suggestions back to the Board.

NEW BUSINESS

Reception for new IDNR Director – Judy announced that Colleen Calahan is the new director for IDNR.  Judy would like to host a reception for her at Klehm and invite environmental groups and have her talk to the different groups.

Auditors Report – Steve Chapman announced that the Auditors Report is in the process of being completed and they will present the report at the April board meeting.

ACTION ITEMS

Bills for February – Audrey Johnson made a motion and Cheryl Maggio seconded to authorize the payment of the bills for February in the amount of $301,429.45.  Motion passed unanimously. 

Acceptance of Bids for Fertilizers & Chemicals – Fertilizers and pesticides are used for application on Preserve 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 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.  Staff recommends the approval of these products and suppliers.  Judy Barnard made a motion and Audrey Johnson seconded to approve the purchase of fertilizers and chemicals for a total price of $63,232.54.  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 is agreeable with continuing to provide police services within the Forest Preserves of Winnebago County and the Forest Preserves of Winnebago County is agreeable to continue those services the Winnebago County Sheriff’s Department is providing.  Pursuant to the Illinois Intergovernmental Cooperation Act, the Downstate Forest Preserve Act and Article VI, Section 10 of the Constitution of the State of Illinois, the County of Winnebago and the Forest Preserves of Winnebago County have the power to enter into intergovernmental cooperation agreements of this nature.  The term of this Agreement, once adopted, shall begin October 1, 2018 and shall terminate on September 30, 2020, unless renewed in writing by both parties prior to that date after review by the Forest Preserves of Winnebago County Executive Director and the Winnebago County Sheriff thereafter by direction of the Board of Commissioners.  From October 1, 2018 through September 30, 2020, contract costs for salaries and benefits shall be as follows:  One 12-month Senior Deputy for a total annual cost of $108,775.75 (charged at a rate equal to 9 months); One 12-month Level D Deputy for a total annual cost of $92,299.97 (charged at a rate equal to 9 months), for a total annual cost of the contract of $201,075.72.  From October 1, 2018 through September 30, 2020, the increase in contract cost for salaries and benefits shall be direct increased cost per the Fraternal Order of Police contract.  Audrey Johnson made a motion and Cheryl Maggio seconded to accept the Intergovernmental Agreement between the Forest Preserves of Winnebago County and the Winnebago County Sheriff’s Department for police services.  Motion passes 3-1 (Jake Henry voted no).

STAFF REPORTS

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 Atwood is slated to open Friday morning, March 22.  It is possible a second course will open a week to 10 days after that.

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

March 23 – Species Spotlight – Bats, Grassland Birds, and Bluebird Nest Boxes at Forest Preserve Headquarters from 9:00 am – Noon

April 6 – Species Spotlight – Bumblebees and Odonata at Forest Preserve Headquarters from 9:00 am – Noon

ADJOURNMENT

Meeting adjourned at 6:11 PM.

Next board meeting 5:30 PM, Wednesday, April 17, Preserve Headquarters

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

April Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, April 17, 2019 – 5:30 PM

Forest Preserve Headquarters

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE – Cheryl Maggio

C.  APPROVAL of MINUTES

      Minutes for March 20

D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

                       1.  Baker Tilly Audit Results – John Rader

E.  UNFINISHED BUSINESS / DISCUSSION

F.  NEW BUSINESS

Page        G.  ACTION ITEMS

1.                   1. Bills for March

3.                   2. Acceptance of Bids for Greens Mower

5.                   3. Acceptance of Bids for Fairway Mower

8.                   4. Assigning a Project Manager for Special Use Permit

 H. UPDATES and  REPORTS 

9.                   1. Preserve Operations

11.                  2. Land and Development

12.                  3. Golf

15.                  4. Marketing

17.                  5. Education

19.                  6. Human Resources

20.                  7. Law Enforcement

   I.  CLOSED SESSION

  J.  ANNOUNCEMENTS and COMMUNICATIONS

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

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

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

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

5. May 18 – Nurture Nature at a R.E.A.P. Volunteer Workday at Rockford Rotary Forest Preserve, Saturday from 9:00am – 12:00pm

  K. ADJOURNMENT

Next regular Board Meeting – 5:30 PM Wednesday, May 15, Forest Preserve Headquarters

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

February 20, 2019

PRESENT                                                     STAFF

Jeff Tilly                                                          Mike Holan, Executive Director

Audrey Johnson                                             Steve Chapman, Finance

Mike Eickman                                                 Vaughn Stamm, Preserve Operations

Cheryl Maggio                                                Tom Hartley, Land and Development

Jake Henry                                                     Jamie Johannsen, Marketing

Gloria Lind                                                      Ann Wasser, Education

      Kim O’Malley, Human Resources/Volunteer Program

      Andrea Wallace, Severson Dells

ABSENT                                                        GUESTS

Judy Barnard                                                  Lynette Jacques, Rockford Area Chamber of Commerce

      Alex Mills, Klehm Arboretum

ROLL CALL

The meeting was called to order at 5:30 PM, by President Tilly.  Recording secretary Ronelle Johnson called the roll.

PLEDGE OF ALLEGIANCE     Audrey Johnson led the assemblage in the Pledge of Allegiance.

APPROVAL OF AGENDA and MINUTES      Minutes for January 16, 2019 were approved.  Mike Eickman made a motion, Audrey Johnson seconded.  No changes or additions were made to the agenda.

PRESENTATIONS and PUBLIC PARTICIPATION

Rockford Area Chamber of Commerce – Lynette Jacques, Vice President of Membership Investment at the Rockford Area Chamber of Commerce, talked to the Commissioners about Chamber membership.  She introduced herself and gave a background of the Rockford Area Chamber of Commerce.  She discussed the visibility Rockford Chamber gives to its members, as well as the volunteer opportunities, leadership programs, as well as a new leadership program, Rockford Leadership Alliance, which has been formed within the last three years with Transform Rockford.  She thanked the Board for their time and encouraged them to look into membership with the Chamber.

Ann Wasser – Ann introduced the newest staff member to Severson Dells.  Andrea Wallace joins Severson as the new Naturalist.  Andrea grew up going to Severson Dells and participated in Forest Preserve programs, and has been a volunteer for several years.  Andrea thanked Ann for the opportunity and is looking forward to her employment with Severson Dells.

NEW BUSINESS

Finance Report – Steve Chapman distributed the 2018-2019 Finance Report detailing the Corporate Fund Details and Interim Financial Results and briefly went through the reports.  He advised the Commissioners to contact him with any questions.  There will be another Finance Report presented at the end of April.

Strategic Plan Accomplishments – Mike Holan highlighted the strategic plan accomplishments from 2018.  Mike highlighted several notable accomplishments such as several grants received, good profit from seed collection; trees transplanted and grown, as well as prairie plants grown; the number of active volunteers increased; several very well attended events throughout the Preserves and partner organizations; trout were stocked at Four Lakes and the crowd opener was very well attended; assisted partner organizations with events.  Mike also noted the number of shelter reservations, camp site reservations, equestrian tags purchased and rounds of golf this past year.  Mike reviewed the cash sponsorships, in kind donations, and the Blandings Turtle project donation; transitioned employee healthcare benefits from the County to IPBC; maintained a Level A accreditation through PDRMA accreditation; central maintenance took in several projects as opposed to contracting those out; Five new Preserve signs were added; and improvements to golf club houses.  Gloria requested Mike to let the employees know what a great job they are doing to maintain our Preserves.

ACTION ITEMS

Bills for January – Gloria Lind made a motion, Audrey Johnson seconded to authorize the payment of the bills for January 2019 in the amount of $395,983.60.  Motion passed unanimously. 

STAFF REPORTS

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.

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

Environmental Education – Ann Wasser submitted a written report.  Ann updated the Board regarding the Unplug 815 initiative.  The first meeting was held with all the partner organizations involved in the initiative.  Additional meetings are planned and the planning is well underway and going well.  In addition, Ann announced that Species Spotlight is coming up on March 2, 23 and April 6.  There are two different presenters each day.

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 6:12 pm.  At 6:50 pm, the meeting returned to open session. No action was taken while in closed session.

ANNOUNCEMENTS and COMMUNICATIONS

March 2 – Species Spotlight – Calling Frogs and Toads and iNaturalist for Citizen Science at Forest

Preserve Headquarters from 9:00am – 12:00pm

March 23 – Species Spotlight – Bats, Grassland Birds, and Bluebird Nest Boxes at Forest Preserve

Headquarters from 9:00am – 12:00pm

ADJOURNMENT

Meeting adjourned at 6:51 PM.

Next board meeting 5:30 PM, Wednesday, March 20, Preserve Headquarters

Respectfully Submitted,

Ronelle Johnson, Recording Secretary

March Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, March 20, 2019 – 5:30 PM

Forest Preserve Headquarters

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE – Gloria Lind

C.  APPROVAL of MINUTES

      Minutes for February 20

D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

                 E.  UNFINISHED BUSINESS / DISCUSSION

     1.  Endowment Update

F.  NEW BUSINESS

                      1.  Reception for New IDNR Director

Page        G.  ACTION ITEMS

 1.                  1.  Bills for February

 3.                   2.  Acceptance of Bids for Fertilizers & Chemicals

 6.                   3.  Sheriff’s Contract

 H. UPDATES and  REPORTS 

19.                  1. Preserve Operations

21.                  2. Land and Development

23.                  3.  Golf

26.                  4. Marketing

28.                  5. Education

30.                  6. Human Resources

31.                  7. Law Enforcement

   I.  CLOSED SESSION

  J.  ANNOUNCEMENTS and COMMUNICATIONS

 1.  March 23 – Species Spotlight – Bats, Grassland Birds, and Bluebird Nest Boxes at Forest Preserve Headquarters from 9:00am – 12:00pm

2.  April 6 –  Species Spotlight – Bumblebees and Odonata at Forest Preserve Headquarters from 9:00am – 12:0pm

  K.  ADJOURNMENT

Next regular Board Meeting – 5:30 PM Wednesday, April 17, Forest Preserve Headquarters

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

January 16, 2019

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                                                 Jamie Johannsen, Marketing

Jeff Tilly                                                           Ann Wasser, Education

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

GUESTS

Alex Mills – Klehm Arboretum

Jenn Carotta – Sinnissippi Audubon

Stephanie Beilke – Audubon Great Lakes

ROLL CALL

The meeting was called to order at 5:33 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 December 19, 2018 were approved.  No changes or additions were made to the agenda.

PRESENTATIONS and PUBLIC PARTICIPATION

Audubon Important Bird Areas – Stephanie Beilke – Stephanie is a Conservation Science Associate from Audubon Great Lakes.  Due to the interest of having possible designated Important Bird Areas in the Preserves, she gave a presentation on the Important Bird Area Program that the Audubon Great Lakes Society sponsors.  Her program included what their organization does to assist in the designation of these areas, as well as the objectives of the program, and the criteria to have a designated Important Bird Area. She explained that at this point they are not actively pursuing applications for new sites but will accept them if submitted.

UNFINISHED BUSINESS

Update on Donation – Steve Chapman gave an update on the generous donation received by an anonymous donor in December.  The monies were deposited into an interest bearing CD account and within the next 60 days the endowment will be looked into and hopefully move forward as soon as possible. Mike passed around a letter for the board members sign to thank the anonymous donor for the donation.

NEW BUSINESS

The Grove – Ann Wasser announced that there is a possible opportunity for Severson to receive funding from Illinois Clean Energy Foundation for a public amenities grant for the Grove.  Ann talked to the program director about doing potential additions to the Grove.  The additions would be creating an earth bag structure with native plants growing over the top of it.  In addition, in the marshy and seasonal stream area, there has been some preliminary discussion of creating a “secret trail” with post logs that would lead to the paved trail loop.  Since the Board accepted the donation of the Grove, with the stipulation of the maintenance agreement, the Board is being apprised of the addition.

Mike Holan then announced that historically the preserves process for accepting project or improvement (asset) donations has been the partner agency apprises the Board of the asset, gets the go ahead and after it is complete, comes back to the Board to accept the donation of the asset along with stipulations of the maintenance of the asset. Mike is proposing a change in the process whereby the partner organizations come to the Preserves board explaining the improvement to be done and any stipulations that will be required long term, prior to the commencement of the project. The Board will then pass an Ordinance allowing the project if they decide to accept it. The partner organization will not need to come back to the Board to accept the asset as a donation after completion.

ACTION ITEMS

Appointment of Officers – The provisions of Section 8 of the Illinois Forest Preserve District Act authorize the President of the Board of Commissioner for the Forest Preserves of Winnebago County (FPWC) to appoint Officers for the FPWC.  The provisions of Article III, Section 3-2b of the Code of the Forest Preserves of Winnebago County authorize that the President, in addition to performing the duties prescribed by statute, shall appoint the Officers of the FPWC.  President Tilly does hereby appoint and the Board of Commissioners does hereby confirm the appointment of Audrey Johnson for Secretary, Steve Chapman for Treasurer, and Cheryl Maggio for Assistant Treasurer, as officers of the Forest Preserves of Winnebago County.  The Officers shall serve two-year terms of office, which terms shall commence on January 16, 2019 and shall conclude on December 1, 2020.  Judy Barnard made a motion and Gloria Lind  seconded to approve the appointment of the Officers of the Forest Preserves of Winnebago County.  Motion passed unanimously.

Bills for December – Gloria Lind made a motion, Mike Eickman seconded to authorize the payment of the bills for December in the amount of $341,073.15.  Motion passed unanimously. 

Acceptance of Bids for Five Preserve Vegetation Removal / Habitat Improvement – The forest preserve was awarded multiple grants to improve pollinator habitat funding at Cedar Cliff, Severson Dells, Four Lakes, Kieselburg and Stone Bridge Forest Preserves.  The five preserves were all bid at the same time but it was made known to the bidder that the low bid could be awarded on a preserve basis.  A total of seven bids were received.  The budget amount is $110,100.  The low bid for Severson Dells is for $16,222.50 to Cardno, Inc.; the low bid for Cedar Cliff is for $31,350 to Homer Tree Service; the low bid for Kieselburg is for $30,520 to Homer Tree Service; the low bid for Four Lakes is for $8,800 to Tyler’s Landscaping; and the low bid for Stone Bridge is for $20,274 to Tyler’s Landscaping for a total of $107,166.50.  Audrey Johnson made a motion and Gloria Lind seconded to award low bids to Cardno, Inc., Homer Tree Service, and Tyler’s Landscaping in the amounts stated.  Motion passed 5-1 (Jake Henry voted no).

STAFF REPORTS

Preserve Operations – Vaughn Stamm submitted a written report.  Vaughn also gave an update on the electrical service at the Hononegah Forest Preserve Campground.  The electrical service is deteriorating, and staff has turned off the service.  In the spring it will be determined what can be done, if anything.

Golf Operations – Golf Managers submitted a written report.

Land and Development – Tom Hartley submitted a written report.

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

Environmental Education – Ann Wasser submitted a written report.  Ann announced a new upcoming program entitled Unplug 815.  More details to come soon.

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

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

ANNOUNCEMENTS and COMMUNICATIONS

Alex Mills announced that Klehm was awarded a $5,000 grant from Northern Illinois Community Foundation for Latino community support.  Klehm is located in a very diverse section of Rockford which is a highly populated Latino area.  The grant will translate the trail guide into a Hispanic trail guide, as well as bilingual signage, materials and maps throughout Klehm.  This will also include a bilingual survey.

ADJOURNMENT

Meeting adjourned at 6:41 PM.

Next board meeting 5:30 PM, Wednesday, February 20, 2019, Preserve Headquarters

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

February Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, February 20, 2019 – 5:30 PM

Forest Preserve Headquarters

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE – Audrey Johnson

C.  APPROVAL of MINUTES

      Minutes for January 16

D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

                       1.  Rockford Chamber of Commerce – Lynette Jacques

E.  UNFINISHED BUSINESS / DISCUSSION

F.  NEW BUSINESS

Page              1.  Finance Report

 1.                  2.  Strategic Plan Accomplishments

        G.  ACTION ITEMS

 11.                 1. Bills for January

 H. UPDATES and  REPORTS 

13.                  1. Preserve Operations

14.                  2. Land and Development

15.                  3. Golf

18.                  4. Marketing

19.                  5. Education

21.                  6. Human Resources

22.                  7. Law Enforcement

   I.  CLOSED SESSION

  J.  ANNOUNCEMENTS and COMMUNICATIONS

1. March 2 – Species Spotlight – Calling Frogs and Toads and iNaturalist for Citizen Science at Forest Preserve Headquarters from 9:00am – 12:00pm

2. March 23 – Species Spotlight – Bats, Grassland Birds, and Bluebird Nest Boxes at Forest Preserve Headquarters from 9:00am – 12:00pm

  K. ADJOURNMENT

Next regular Board Meeting – 5:30 PM Wednesday, March 20, Forest Preserve Headquarters

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

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

January Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, January 16, 2019 – 5:30 PM

Forest Preserve Headquarters

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE – Jake Henry

C.  APPROVAL of MINUTES

      Minutes for December 19

D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

                       1.   Audubon Important Bird Areas – Stephanie Beilke

E.  UNFINISHED BUSINESS / DISCUSSION

        1.  Update on Donation

F.  NEW BUSINESS

Page        G.  ACTION ITEMS

 1.                   1.  Appointment of Officers

 2.                   2.  Bills for December

 4.                   3.  Acceptance of Bids for Five Preserve Vegetation Removal/Habitat Improvement

 H. UPDATES and  REPORTS 

 8.                   1. Preserve Operations

 9.                   2. Land and Development

10.                  3. Golf

14.                  4. Marketing

15.                  5. Education

16.                  6. Human Resources

17.                  7. Law Enforcement

   I.  CLOSED SESSION

  J.  ANNOUNCEMENTS and COMMUNICATIONS

  K. ADJOURNMENT

Next regular Board Meeting – 5:30 PM Wednesday, February 20, Forest Preserve Headquarters

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

November 12, 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                                                Jamie Johannsen, Marketing

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

Jake Henry

   GUESTS

   Alex Mills-Klehm Arboretum

ROLL CALL

The meeting was called to order at 5:30 PM, by President Barnard.  Administrative Assistant Kristy Knapp called the roll.

PLEDGE OF ALLEGIANCE     Jeff Tilly led the assemblage in the Pledge of Allegiance. A moment of silence was requested in observance of Veteran’s Day.

APPROVAL OF AGENDA and MINUTES      Minutes for the October 24 Budget Hearing and Board Meeting were approved. No changes or additions were made to the agenda.

NEW BUSINESS

Meeting with Chairman Frank Haney – Commissioner Barnard and Mike Holan will be meeting with Chairman Frank Haney on November 19, 2018. The meeting is to discuss the possibility of receiving host fee money for capital improvement projects. Mike wills send an email to the Board Members after the meeting.

ACTION ITEMS

Bills for October – Mike Eickman made a motion, Gloria Lind seconded to authorize the payment of the bills for October in the amount of $ 438,462.53.  Motion passed unanimously. 

The Grove Donation – At last month’s Board of Commissioners meeting, The Grove donation was brought forward to the Board of Commissioners. Mike Holan reiterated that The Grove was built through donations given to Severson Dells Education Center and that The Grove was never turned over as an asset to the Forest Preserves. Discussion was held between Mike Holan and Ann Wasser regarding the improvements that need to be made to The Grove. The improvements include the construction of the Art Pod, Leopold’s Shack, Tone Zone music area, Block Lab building area, Performance Stage, Inspiration Tree Fort area, Poetree platforms and the Spider Climbing feature.  The Board of Directors of the Severson Dells Education Foundation has approved the donation of The Grove Nature Play Area to the Forest Preserves of Winnebago County.  This donation is valued at $150,600.56.  The donation is subject to the following condition: Severson Dells Education Foundation will cover the first $2,500 of needed maintenance annually on The Grove improvements, with the Preserves to cover the next $2,500 of maintenance annually and any additional maintenance costs above $5,000 will be negotiated on a project by project basis between the Preserves and Severson Dells Education Foundation. Gloria Lind made a motion, and Jeff Tilly seconded to accept The Grove Donation.  Motion passed unanimously.

Tax Abatement – The Rockford Park District’s Executive Director, Jay Sandine, and Board President, Ian Linnabary, gave a presentation on a potential lease agreement between Rockford Park District and Six Flags Great America to operate the Rockford Park Districts’ Magic Waters facility at the October 24, 2018 Board of Commissioners meeting. Mike Holan provided a recap to the Board of Commissioners regarding the tax abatement request from the Rockford Park District. Prior to the Board meeting, Mike sent a copy of the recent assessment from Kevin Crowley to the Commissioners. The assessment shows the amount would be about $580.00 per year, with a 10 year total of around $6,000.00 including possible increases. The Rockford Park District is currently exempt from real estate taxation pursuant to Section 15-105(b) of the Illinois Property Tax Code, 35 ILCS 200/15-105(b) but the leasehold interest and appurtenances created as a result of the Lease might be subject to the levy of real estate taxes pursuant to Section 9-195 of the Illinois Property Tax Code, 35 ILCS 200/9-195. The Forest Preserves of Winnebago County has the authority to abate taxes for a maximum period of 10 years at one time per Illinois Property Tax Code, 35 ILCS 200/18-165(a)(7) but can extend the abatement for an additional 10 years after the original 10 year period has expired. A precondition to the commencement of the Lease is an agreement that all eleven (11) applicable taxing bodies abate any such real estate taxes that apply to the Magic Waters property for a period of 20 years or upon termination or expiration of the Lease, whichever is earlier. The Intergovernmental Agreement drafted by the Rockford Park District transfers authority to the Rockford Park District Board of Commissioners, pursuant Section 5 of the Illinois Intergovernmental Cooperation Act, to extend the tax abatement, agreed upon by the Forest Preserves of Winnebago County, upon the expiration of the original 10 years for not more than 20 years from the beginning of the original abatement. Pursuant to the provisions of the Intergovernmental Agreement, the Forest Preserves of Winnebago County agrees to abate taxes to the Magic Waters property per the Lease agreement between Rockford Park District and Six Flags Great America for a period of 10 years. Pursuant to the terms of the Intergovernmental Agreement the Forest Preserves of Winnebago County transfers authority to the Rockford Park District Board of Commissioners to extend the tax abatement for not more than 20 years beyond the beginning date of the original abatement. The Forest Preserves of Winnebago County agrees to abide by the terms of and sign the Intergovernmental Agreement between the Rockford Park District and all eleven (11) taxing bodies affected by the Lease between the Rockford Park District and Six Flags Great America. After much discussion between the Commissioners, Jake Henry made a motion, and Audrey Johnson seconded, to approve the Tax Abatement for Magic Waters.  Roll call vote taken.  Tax Abatement passes 5-1. (Jeff Tilly voted no). Commissioner Gloria Lind is requesting a copy of the Ordinance for her personal records.

2019 Board Meeting Schedule – Pursuant to the Open Meetings Act, the Board of Commissioners of the Forest Preserves of Winnebago County is required to provide public notice of the date, time and location of its regularly scheduled meetings.  The Commissioners will hold regular meetings during the year 2019 and may hold additional meetings at such other times as may be determined.  The regular meetings will be held at 5:30 pm in the conference room at the Forest Preserves Headquarters, or at a partner location on the 3^rd Wednesday of every month throughout 2019.  Additional meetings may be scheduled as needed.  Any changes, deletions or additions to times or locations in this schedule shall be posted 48 hours in advance at Preserves Headquarters and distributed to any public media requesting notice of such meetings.  Jeff Tilly made a motion, and Gloria Lind seconded to adopt the 2019 Board Meeting Schedule. Motion passed unanimously.

Budget Amendment – Director, Tom Hartley, spoke on the request for a budget amendment. The budget amendment is to transfer funds not spent from capital improvement in 2018 to 2019. The funds are from private sources: one is money Ray Ferguson donated for Macktown Improvements the other is money given by Julie Grandau for Blanding’s Turtle habitat. The transfer of Macktown funds will allow the reroofing of the Mack House and new Macktown Historic Village signage. We are investigating ways to spend money for the Blanding’s Turtle but don’t have a project selected. The Forest Preserve has received extra non-budgeted money for projects at Macktown to be completed in 2018, not all money was spent. The remaining $11,000 should be transferred to the 2019 capital budget. Audrey Johnson made a motion, and Gloria Lind seconded, to approve the budget amendment ordinance.  Roll call vote taken.  Motion passed unanimously.

Approval for Commissioner Expenses – The Preserves Board of Commissioners adopted the Travel Expense Policy for the Preserves to be compliant with the Local Government Travel Expense Control Act.  The Policy allows Commissioners to attend educational conferences related to their duties as representatives of the Preserves and be reimbursed for expenses related to such conferences.  Commissioners have attended the two day IAPD Soaring to New Heights Conference in Chicago in past years and Commissioner Judith Barnard wishes to attend the January 2019 conference.  The Fiscal Year 2018/2019 budget contains a Corporate Board Fund that appropriates monies for such expenses incurred by Commissioners and contains sufficient funds for the maximum incurred expenses. During discussion, Commissioner Barnard stated that she would like to amend the Ordinance. She would like to remove the meals per Federal Travel Regulation of $120 and Mileage Reimbursement (200 miles) of $109. The new amount for maximum incurred expenses will be $505.00. Audrey Johnson made a motion, and Gloria Lind seconded, that Judith Barnard will either be reimbursed for expenses she incurs while attending the Conference and/or will have those related expenses paid for in advance by the Preserves of approximately $505.00 for the IAPD January 2019 conference.  Roll call vote taken.  Motion passed unanimously.

STAFF REPORTS

Executive Director – Mike Holan reported that the Commissioners should have received their final 2019 budget book. The budget book is revised with pictures and departmental mission statements and what will be accomplished in the upcoming year. The 2019 calendars have arrived and were passed out to the Commissioners. The calendars were limited to 1,200 this year, so Mike asked that we limit the numbers taken and donations are appreciated. At last month’s Board meeting, there was discussion in regards to the Union. On October 29, 2018 the Forest Preserve was notified from their attorney that on October 25, 2018 the Union filed a Declaration of Disinterest Petition, which means the Union no longer wants to represent the bargaining unit staff. At this point, bargaining unit staff are no longer part of the Union. Pertaining to a question Commissioner Jake Henry asked regarding the policy about closing of the administrative office, Mike mentioned that the Forest Preserve is looking into rewriting Forest Preserve policies. When the policies are finished, they will be brought to the Board for approval.

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

Land and Development – Tom Hartley submitted a written report. Tom reported that due to the grants the Forest Preserve received, he will need to bring a budget amendment forward at next month’s Board meeting.

Golf Operations – Vaughn Stamm, Rich Rosenstiel, Tyler Knapp & Mark Freiman submitted a written report. Vaughn reported that all three courses are closed at this time.

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 14 – Employee Appreciation & Recognition Luncheon at The Ledges from 11:30 am – 2:30 pm

Mike Holan announced that the Mitten Tree was set up again this year. Donations will be given to the Lathrop School.  Lathrop is a school that has partnered with the Forest Preserves in the past. Hats, gloves and mittens are needed for school aged children.

ADJOURNMENT

Meeting adjourned at 6:27 PM.

December board meeting 5:30 PM, Wednesday, December 19, Preserve Headquarters

Respectfully Submitted,

Kristy Knapp

Administrative Assistant

December Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, December 19, 2018 – 5:30 PM

Forest Preserve Headquarters

A G E N D A

A.  SWEARING IN of ELECTED COMMISSIONERS – Michael Eickman and Audrey Johnson

B.  ROLL CALL

C.  PLEDGE of ALLEGIANCE – Michael Eickman

D.  ELECTION of PRESIDENT  and VICE PRESIDENT

E.  APPROVAL of MINUTES

      Minutes for November 12

F.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

       1.  2019 Restoration Manual – Tom Hartley

G.  UNFINISHED BUSINESS / DISCUSSION

H.  NEW BUSINESS

Page          I.  ACTION ITEMS

 1.                   1.  Appointment of Officers

 2.                   2.  Bills for November

 4.                   3.  Budget Amendment

 9.                   4.  Acceptance of Bids for Atwood Homestead Clubhouse Roof

 12.                 5.  Asset Liquidation Authorization Ordinance

 J. UPDATES and  REPORTS 

14.                   1. Preserve Operations

16.                   2. Land and Development

17.                   3. Golf

21.                   4. Marketing

22.                   5. Education

23.                   6. Human Resources

24.                   7. Law Enforcement

  K.  CLOSED SESSION

  L.  ANNOUNCEMENTS and COMMUNICATIONS

       1.  December 28 – Snowshoe/Hike at Hononegah Forest Preserve from 3:00 pm – 5:00 pm

  M. ADJOURNMENT

Next regular Board Meeting – 5:30 PM Wednesday, January 16, Forest Preserve Headquarters

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

WINNEBAGO  COUNTY  FOREST  PRESERVE  DISTRICT

BUDGET  HEARING

5:15 PM, October 24, 2018

District Headquarters

President Judy Barnard opened the public budget hearing.

It is 5:16 PM on October 24, 2018, and I would like to welcome all of you to the Budget Hearing for the Winnebago County Forest Preserve District.

This hearing is conducted by the Board of Commissioners to comply with Illinois statutory requirements.  I am Judy Barnard, President of the Winnebago County Forest Preserve District Board.  Present with me are Commissioners, Audrey Johnson, Jeff Tilly, Cheryl Maggio, Gloria Lind and Jake Henry, and Executive Director Mike Holan.

The District staff and Board of Commissioners have provided this hearing as a commitment to our citizens to allow for public input prior to approval and adoption of our budget by the Board.  This budget is prepared for the fiscal year of November 1, 2018 to October 31, 2019.

This is not a question-and-answer type of meeting, but a forum for public input only.

This meeting is being recorded on tape so that a verbatim transcript can be provided to all commissioners.  I request that citizens wishing to provide input wait to be recognized and not interrupt those giving testimony.  Prior to giving testimony, I would ask that each speaker state his or her name and address, including zip code.  Each speaker will be limited to three minutes.  If you would like a copy of the transcript sent to you, put an “X” before your name on the sign-in sheet.

With that, I am ready to recognize anyone wishing to provide testimony in regard to the 2018 Forest Preserve District Annual Budget and Appropriation Ordinance.

Citizen testimony – none

We have heard testimony from    0    persons.  It is now    5:30    PM, and I hereby declare this hearing completed.

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

October 24, 2018

PRESENT                                                     STAFF

Judy Barnard                                                  Mike Holan, Executive Director

Audrey Johnson                                             Steve Chapman, Finance

Gloria Lind                                                      Vaughn Stamm, Preserve Operations

Cheryl Maggio                                                Tom Hartley, Land and Development

Jeff Tilly                                                          Jamie Johannsen, Marketing

Jake Henry                                                     Ann Wasser, Education

      Kim O’Malley, Human Resources/Volunteer Program

ABSENT                                                        GUESTS

Mike Eickman                                                 Ian Linnabary – Rockford Park District

      Jay Sandine – Rockford Park District

                                                                        Alex Mills – Klehm Arboretum

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     Cheryl Maggio led the assemblage in the Pledge of Allegiance.

APPROVAL OF AGENDA and MINUTES      Minutes for September 19 were approved. Severson Dells was moved to the beginning of the agenda and there were no other changes or additions made to the agenda.

PRESENTATIONS and PUBLIC PARTICIPATION

Ian Linnabary and Jay Sandine – Rockford Park District – Tax Abatement – Ian and Jay announced that a lease for Magic Waters was approved between the Rockford Park District and Six Flags Great America but is contingent upon the property taxes for Magic Waters being abated.  There are no taxes paid on the property now as it is owned by the Park District.  The Township Assessor has been consulted and the value of the property is estimated to be approximately $278,000.  Assessor Ken Crowley believes that this is an over-valuation and he believes it would be approximately half to a third of that, since it is only open 2 ½ months of the year.  The dollar amount that the Park District is asking to be abated is a very small amount from the Forest Preserves.  The Magic Waters deal is contingent upon 100% of the taxing authorities agreeing to abate the taxes.  There are eleven taxing authorities.  Retaining the tax base is very important, and this is one more way to keep families in Rockford and involved in the community.  With regards to the terms of the deal, Six Flags is paying the park district $425,000 per year for 10 years, and then it goes up to $450,000 or the next ten years.  The community has expressed to the Park District that they want their tax dollars focused on neighborhood parks.  It is important to try and take the liability off the backs of the tax payers and put it into the private sector.  With Six Flags leasing Magic Waters, it gives season pass holders added value because their passes will be valid at all Six Flags theme parks.  Jay and Ian believe it is a good deal as well as they feel it will bring more people into the community.  They are seeking approval from the Board to participate in the tax abatement.   Judy advised them that it would be put on the Agenda for November.

UNFINISHED BUSINESS

Washout on the Road at Hinchliff – Mike Holan has talked with Joe Vanderwerff from the Highway Department and the washout at Hinchliff is being addressed and is on their list to be repaired.

NEW BUSINESS

Klehm Capital Planning Committee – Judy Barnard and Mike Holan were asked to attend the capital planning committee meeting at Klehm.  Sam Darby is the chairman of that committee.  While the committee has not met for quite a while the meeting went very well.  Judy would like a Commissioner to attend future meetings.  The meetings are the first Tuesday of the month at 1pm.  Alex thanked Judy for her participation in the meeting and announced that there were future capital projects discussed, including new signage.

ACTION ITEMS

Bills for September – Gloria Lind made a motion, Jeff Tilly seconded to authorize the payment of the bills for September in the amount of $514,658.11.  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 have been presented the proposed 2018-2019 Annual Budget and Appropriation for review and adoption.  The budget has been laid over for 30 days for public review and comment.  The only change since September was the Severson Dells marketing assistant position, which is reflected as a personnel expenditure in the Corporate budget and an education reimbursement in the Corporate budget.  Audrey Johnson made a motion and Gloria Lind seconded that the 2018-2019 Annual Budget and Appropriations be adopted.  Roll call vote taken.  Budget & Appropriations ordinance passes 4-1.  (Jake Henry voted no).

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 2018-2019 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.  Jeff Tilly made a motion and Gloria Lind seconded that the tax levy be adopted. Roll call vote taken.  Levy ordinance passes 4-1.  (Jake Henry voted no).

Memorandum of Understanding – Severson Dells Agreement – The Forest Preserves of Winnebago County executed an Agreement in 2012 with its partner group Severson Dells Education Foundation (SDEF).  By means of the Agreement, the Preserves and SDEF mutually agree that four Severson Dells education staff will be employees of the Preserves and SDEF will provide funds to help offset the Nature Center’s operational and staff expenses and any future staff changes will be agreed upon by both parties.  SDEF has requested the addition of a part-time Development and Marketing Assistant position to work no more than 999 hours annually to be employed by the Preserves and be included in the terms of the Agreement.  The Preserves agree to the Development and Marketing Assistant position provided SDEF funds the position in its entirety, including any and all costs associated with unemployment, retirement or workman’s compensation.  A Memorandum of Understanding will serve as Addendum #1 to the Agreement between the Preserves and SDEF allowing for the addition of the Development and Marketing Assistant position per the mutually agreed upon terms.  Audrey Johnson made a motion and Jeff Tilly seconded that the Forest Preserves of Winnebago County Board of Commissioners approve the Memorandum of Understanding to serve as an Addendum #1 to the Agreement between the Forest Preserves of Winnebago County and Severson Dells Education Foundation.  Motion passed unanimously.

2019 Fee Schedule – Preserves staff is proposing the following changes for the 2019 Golf Fees and Charges and the 2019 Preserve Fees and Charges and will be reflected on the fee schedules.  The changes are as follows:  Golf pass and maximum greens fee prices will remain the same for 2019 as in 2018 to maintain affordability and to remain competitive in the local golf market; however, an additional “Capital Improvement Fee” will be assessed to each regular golf round.  For pass holders this will be a single one time flat fee of $60 charged at the time of their pass purchase in order to make it more convenient.  For daily greens fee players this fee will be assessed at an additional $2 per round on that day’s current daily greens fee price.  Funds collected for this purpose will be directed towards Capital Improvements at the golf courses and facilities.  There will be no increase or change in shelters, campground or other fees in 2019. Gloria Lind made a motion Jeff Tilly seconded to approve a resolution to revise the 2019 Golf Fees and Charges and the 2019 Preserve Fees and Charges Schedule.  Motion passed unanimously.

The Grove Donation – Severson Dells Education Foundation (SDEF) has made improvements to Severson Dells Forest Preserve by developing a nature play area designated as The Grove Nature Play Area.  The improvements include the construction of the Art Pod, Leopold’s Shack, Tone Zone music area, Block Lab building area, Performance Stage, Inspiration Tree Fort area, Poetree platforms and the Spider Climbing feature.  The Board of Directors of the SDEF has approved the donation of The Grove Nature Play Area to the Forest Preserves of Winnebago County.  This donation is valued at $150,600.56.  The donation is subject to the following condition:  SDEF will cover the first $2,500 of needed maintenance annually on The Grove improvements, with the Preserves to cover the next $2,500 of maintenance annually and any additional maintenance costs above $5,000 will be negotiated on a project by project basis between the Preserves and SDEF.  After much discussion, it was decided to table this item until the November meeting.  Jake Henry made a motion and Cheryl Maggio seconded to table the Grove Donation until the November meeting.  Motion passed unanimously.

2019 Holiday Schedule – Certain days of the calendar year are designated as scheduled holidays. The Preserves has designated the holidays that will be observed.  Gloria Lind made a motion and Audrey Johnson seconded, to approve the 2019 Holiday schedule to be observed by the Forest Preserves of Winnebago County employees for the year 2019.  Motion passed unanimously.

Delegate to IAPD Annual Business Meeting – The Illinois Association of Park Districts (IAPD) requires each member agency to select delegates to their Annual Business Meeting which will be held on January 26, 2019.  The Forest Preserves of Winnebago County is an IAPD member and therefore must assign delegates to represent the Preserves.  The Preserves typically assigns the Executive Director and up to three other individuals, comprised of staff and/or Board members as delegates. Audrey Johnson made a motion and Gloria Lind seconded to appoint Mike Holan and Vaughn Stamm to represent the Preserves as the delegates for the Illinois Association of Park Districts.  Motion passed unanimously.

STAFF REPORTS

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

Land and Development – Tom Hartley submitted a written report.  Tom also announced that the Preserves will receive a restoration habitat grants from the IDNR for rusty patch bumblebee habitat improvements which will occur at five preserves, Cedar Cliff, Four Lakes, Severson Dells, Stone Bridge and Kieselburg, for approximately $110,000 in grants from various granting agencies.  In addition a grant was received from that same habitat grant, $10,000 was awarded for the wetland scrape at Ferguson Forest Preserve.

Golf Operations – Vaughn Stamm, Rich Rosenstiel, Tyler Knapp & Mark Freiman submitted a written report.  Vaughn announced that the Ledges Golf Course is closed, Macktown will be open until the end of October and Atwood will remain open until further notice.

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.

CLOSED SESSION

Audrey made a motion to go into closed session at 6:42 pm to discuss personnel.  At 6:53 p.m., the meeting returned to open session. No action was taken while in closed session.

ANNOUNCEMENTS and COMMUNICATIONS

October 25 – Severson Dells Annual Benefit Breakfast at The Pavilion at Orchard Ridge Farms, Thursday from 7:30am-8:30 am

November 3 – Volunteer Appreciation Picnic at Pecatonica River Forest Preserve – Stone Barn, Saturday from 11:30am-1:30 pm.

Alex Mills announced that a tree planting grant was awarded to Klehm and next Arbor Day there will be trees planted.

Saturday, October 27, 9-11am, Klehm Arboretum tree planting project and three trees will be planted.

ADJOURNMENT

Meeting adjourned at 6:53 PM.

November board meeting 5:30 PM, Monday, November 12, Preserve Headquarters

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

November Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Monday, November 12, 2018 – 5:30 PM

Forest Preserve Headquarters

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE – Jeff Tilly

C.  APPROVAL of MINUTES

      Minutes for October 24

D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

E.  UNFINISHED BUSINESS / DISCUSSION

F.  NEW BUSINESS

Page        G.  ACTION ITEMS

 1.                   1.  Bills for October

 3.                   2.  The Grove Donation

 4.                   3.  Tax Abatement

 6.                   4.  2019 Board Meeting Schedule

 7.                   5.  Budget Amendment

 11.                 6. Approval for Commissioner Expenses

 H. UPDATES AND  REPORTS 

                        1.  Executive Director

13.                   2.  Preserve Operations

16.                   3.  Land and Development

20.                   4.  Golf

23.                   5.  Marketing

24.                   6.  Education

26.                   7.  Human Resources

27.                   8.  Law Enforcement

  I.  CLOSED SESSION

 J.  ANNOUNCEMENTS and COMMUNICATIONS

       1.  December 14 – Employee Appreciation & Recognition Luncheon at The Ledges from 11:30 am – 2:30 pm

  K.  ADJOURNMENT

Next regular Board Meeting – 5:30 PM Wednesday, December 19, Forest Preserve Headquarters

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

BOARD MEETING

Colored Sands Forest Preserve

September 19, 2018

PRESENT                                                     STAFF

Judy Barnard                                                  Mike Holan, Executive Director

Mike Eickman                                                 Steve Chapman, Finance

Audrey Johnson                                              Vaughn Stamm, Preserve Operations

Gloria Lind – 6:15                                           Tom Hartley, Land and Development

Cheryl Maggio                                                Jamie Johannsen, Marketing

Jeff Tilly – 5:32                                                Ann Wasser, Education

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

GUESTS

Alex Mills – Klehm Arboretum

ROLL CALL

The meeting was called to order at 5:29 PM, by President Barnard.  Recording secretary Ronelle Johnson called the roll.

PLEDGE OF ALLEGIANCE     Gloria Lind led the assemblage in the Pledge of Allegiance.

APPROVAL OF AGENDA and MINUTES      Minutes for August 15, 2018 were approved. Klehm letter was added to the agenda. Action items were rearranged (budget and tax levy were first) to accommodate a board member’s schedule.

PRESENTATIONS and PUBLIC PARTICIPATION

Mike Eickman – Sand Bluff Bird Observatory – After the budget and tax levy were voted on, Mike Eickman thanked everyone for coming out to Sand Bluffs and then gave an update on the wonderful things happening at Sand Bluff Bird Observatory.  He announced that a rare Blandings turtle was seen on the property, and that there have been 2500 birds banded since the first of August.  They have several school groups coming out and they have a few owl nights towards the end of October.  Sand Bluff has had a good year thus far and has been very busy.

ACTION ITEMS

Acceptance of Budget & Appropriations Ordinance Layover –The Forest Preserves of Winnebago County fiscal year budget operates from November 1, through October 31.  The Board of Commissioners was presented the proposed 2018-2019 Annual Budget and Appropriation Ordinance for review at the August 15, 2018 meeting.  Since the budget was a proposed budget, there were a few changes made since that meeting.  Mike Holan and Steve Chapman went over the changes with the Board.  In addition, Ann Wasser announced that the Severson Dells Board is proposing hiring a part-time assistant.  The Preserves would be reimbursed for the cost of this position by Severson.  The Board will also request a new Memorandum of Understanding be created to reflect the addition of this position and the details.  The Board consensus to add the new position was 5-1 (Jake Henry did not agree to the addition).  Lastly, The District is required to layover the budget for a period of at least 30 days for public review and comment before it is adopted by the Board.  Audrey Johnson made a motion and Jeff Tilly seconded that the Board will layover the 2018-2019 Annual Budget and Appropriation Ordinance for public review and comment until the October 24, 2018 Board meeting.  Motion passed unanimously.

Levy Ordinance Layover – The Forest Preserves of Winnebago County fiscal year budget operates from November 1, through October 31.  The Board of Commissioners has been presented a proposed tax levy that must be approved to finance the 2018-2019Annual Budget and Appropriation Ordinance that has been presented to the Board. The District is required to layover the tax levy for a period of at least 30 days for public review and comment before it is adopted by the Board.  Audrey Johnson made a motion and Mike Eickman seconded that the Board will layover the Annual Tax Levy for public review and comment until the October 24, 2018 Board meeting.  Motion passed unanimously.

Bills for August – Gloria Lind made a motion, Audrey Johnson seconded to authorize the payment of the bills for August in the amount of $788,593.03.  Motion passed unanimously. 

Changes to General Use Regulations Ordinance – The Forest Preserves of Winnebago County Board of Commissioners adopted a General Use Regulations Ordinance as allowed per the Downstate Forest Preserve Act.  The Ordinance regulates hours, permissible and impermissible activities, conditions of use and enforcement while on Preserves properties.  Enforcement regulates fines and penalties and states specifically “Any person found guilty of violating any provision of this Ordinance shall be fined an amount of not less than seventy-five dollars but not more than five hundred dollars for each offense”.  The amount of the fine is not current with minimum or maximum state statutes, nor does it allow for lesser fines for Ordinance violations nor allows additional penalties for restitution.  Amending Section 7-7.B. to state “Any person found guilty of violating any provision of this ordinance shall be fined in an amount not exceeding $1,000.00 for each offense.  Such fine shall not preclude the District from pursuing additional civil penalties in the form of restitution for vandalism or damage to District property” allows fines and penalties to be altered as state statutes change and will allow lower fines to be assessed for Ordinance infractions.  Jeff Tilly made a motion and Gloria Lind seconded, that the Forest Preserves of Winnebago County Board of Commissioners amend the General Use Regulations Ordinance Section 7-7.B. Enforcement:  Fines and Penalties to be accepted as stated above. Roll call vote taken.  Motion passed 4-1 (Jake Henry voted no).

Approval of Budget Appropriation to fund cost of HVAC replacement at Severson Dells Nature Center – The Forest Preserves of Winnebago County has provided funding for Capital Building Improvements as the building is in need of immediate replacement because of a major internal component failure.  The quoted replacement cost for the HVAC unit is $7,800.  Staff is recommending that funds from the 2017-2018 Capital Improvement Fund be utilized to cover the necessary costs associated with the HVAC unit replacement.  There are sufficient funds remaining in order to cover this expense.  Audrey Johnson made a motion and Gloria Lind seconded that the $7,800 shall be utilized from the Capital Building Improvement Fund to pay for replacement of one HVAC unit for the Severson Dells Nature Center.  Motion passed 4-1 (Jake Henry voted no).

NEW BUSINESS

Klehm Letter – The Preserves received a letter from the Klehm Board questioning the decrease in funding support.  Mike Holan and Judy Barnard met with Alex Mills and Nancy Lundstrom on September 18, to discuss Klehm’s concerns about the decrease.  Mike stated it was a good meeting, they discussed the monies, their budget and their ability to plan for capital projects, as well as staffing, based on the monies the Preserves is supplying to them.  Mike explained what the Preserves budget reductions have been over the last 10 years, and more specifically since 2014, and the staffing reductions which is approximately 11.5 staff people since 2010.  Mike explained to them the Preserves need to survive as well as helping the partner organizations. Mike will be meeting with Alex Mills, Vaughn Stamm and Tom Hartley to discuss some of the capital projects they have concerns about as well as the capital projects the Preserves has on board so the projects can be prioritized.  In addition, Mike and Judy feel the need to update the Memorandums of Agreement with Klehm as well as all of the other partner organizations.

Hinchliff Forest Preserve – Jake Henry distributed pictures of the entrance to Hinchliff, to show the wash-off of the entrance.  Jake is asking that it be looked at to make it safer, as well as trim the trees at the entrance.  The rock and the road right of way is the responsibility of the Highway department and Mike Holan will contact them.

UNFINSIHED BUSINESS

Macktown Sewer Pump Update – Mike Holan gave an update as to why the sewer pump at Macktown had to be replaced.  Evidently the line going out of the ejector pump goes underneath the road to the sewer line was about 4 feet deep, which in our area should be plenty deep, but because that road is plowed and salted, frost tends to carry deeper when there is no snow on it.  Therefore, the line froze and the pumps burned out.  Once it was decided that the visitor center would be open year round, they bored the line down 5 feet, but the pit that was put in originally they couldn’t go deep enough, due to hitting bed rock, so it is not as deep as it should be.  As a result, this year when the line froze, it froze in the manifold and that is what burned out the pumps.  It has been recommended that the pumps get pulled out, clean them up, do maintenance on the pumps, then Vaughn’s staff will put hay bales around the pit area to try to insulate it, which will allow the visitors center to be open year round.  There will be some restrictions as to the water usage, alarms will be installed and Macktown will need to monitor the alarms.  Then the pit will be pumped out as needed and checked monthly to make sure there are no problems or freezing.  Any further questions should be directed to Mike.

STAFF REPORTS

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

Golf Operations – Vaughn Stamm, Rich Rosenstiel, Tyler Knapp and Mark Freiman submitted a written report. In addition, Vaughn reported that the POS system was down, Saturday, September 15.  It was down county-wide, which meant the golf courses were affected.  Vaughn gave kudos to the staff for doing such a great job improvising and making everything run smoothly until the systems were back up and running.  Lastly, Vaughn mentioned that Due to this year’s torrential rains, a main water supply line burst at one of the ponds at the Ledges.  It was the line right outside the main pump house that services the irrigation system for the whole course.  It appears as if the PVC line that feeds the irrigation coming out of the pumps, that was buried close to the edge of one of the ponds, is the line that burst.  It is suspected that many years ago some dredging was too close to the edge and prematurely exposed the line, which compromised the pipe over time and was rupturing.  There was approximately 300 feet of 6” PVC rerouted and making it more stable for the soil.  The cost was able to be covered out of the operational budget.

Land and Development – Tom Hartley submitted a written report.

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

Environmental Education – Ann Wasser submitted a written report.  Ann passed out inviations to the Severson Dells breakfast fundraiser scheduled for October 25.

Human Resources/Volunteer Program Report – Kim O’Malley submitted a written report. Kim reported there were 40 R.E.A.P volunteers at Cedar Cliff.  She also announced that the Volunteer Appreciation picnic is Saturday November 3, at the Pecatonica Barn.

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

ANNOUNCEMENTS and COMMUNICATIONS

October 20 – Nurture Nature at a R.E.A.P. Volunteer Workday at Ferguson Forest Preserve, Saturday from 9:00 a.m.-Noon

October 20-21 – Frenchman’s Frolic at Macktown Living History Center, Saturday and Sunday from 9:00 a.m. – 4:00 p.m.

October 25 – Severson Dells Annual Benefit Breakfast at the Pavilion at Orchard Ridge Farms, Thursday from 7:30 a.m. – 8:30 a.m.

ADJOURNMENT

Meeting adjourned at 7:06 PM.

Budget Hearing 5:15 pm, Wednesday, October 24, Preserve Headquarters

Next board meeting 5:30 PM, Wednesday, October 24, Preserve Headquarters

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

October Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, October 24, 2018 – 5:30 PM

Forest Preserve Headquarters

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE – Cheryl Maggio

C.  APPROVAL of MINUTES

      Minutes for September 19

D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

E.  UNFINISHED BUSINESS / DISCUSSION

F.  NEW BUSINES

      1.  Klehm Capital Planning Committee

Page        G.  ACTION ITEMS

1.                    1.  Bills for September

3.                    2.  Budget & Appropriations Ordinance

7.                    3.  Levy Ordinance

11.                  4.  Memorandum of Understanding – Severson Dells Agreement

14.                  5.  2019 Fee Schedules

18.                  6.  The Grove Donation

19.                  7.  2019 Holiday Schedule

21.                  8.  Delegate to IAPD Annual Business Meeting

H. STAFF REPORTS 

23.                   1.  Preserve Operations

26.                   2.  Land and Development

27.                   3.  Golf

30.                   4.  Marketing

31.                   5.  Education

33.                   6.  Human Resources

34.                   7.  Law Enforcement

I.  CLOSED SESSION

J.  ANNOUNCEMENTS and COMMUNICATIONS

       1.  October 25 – Severson Dells Annual Benefit Breakfast at The Pavilion at Orchard Ridge Farms, Thursday from 7:30am – 8:30am

       2.  November 3 – Volunteer Appreciation Picnic at Pecatonica River Forest Preserve – Stone Barn, Saturday from 11:30 – 1:30pm

K.  ADJOURNMENT

Next regular Board Meeting – 5:30 PM Wednesday, November 21, Forest Preserve Headquarters

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Budget Hearing Agenda

Forest Preserves of Winnebago County

BUDGET HEARING

Wednesday, October 24, 2018 – 5:15 PM

Forest Preserve Headquarters

A G E N D A

        A. PUBLIC PARTICIPATION

    1.   Public Comment

        B.  ADJOURNMENT

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

August 15, 2018

PRESENT                                                     STAFF

Judy Barnard                                                  Mike Holan, Executive Director

Mike Eickman                                                 Steve Chapman, Finance

Audrey Johnson                                              Vaughn Stamm, Preserve Operations

Gloria Lind-5:40 pm                                         Ann Wasser, Education

Cheryl Maggio                                                 Kim O’Malley, Human Resources/Volunteer Program

Jeff Tilly

Jake Henry

GUESTS

Alex Mills – Klehm Arboretum

ROLL CALL

The meeting was called to order at 5:30 PM, by President Barnard.  Recording secretary Ronelle Johnson called the roll.

PLEDGE OF ALLEGIANCE     Audrey Johnson led the assemblage in the Pledge of Allegiance.

APPROVAL OF AGENDA and MINUTES      Minutes for July 18 and July 31 were approved. No changes or additions were made to the agenda.

PRESENTATIONS and PUBLIC PARTICIPATION

No presentations or public participation on this date.

UNFINISHED BUSINESS/DISCUSSION

Golf Courses – Jeff Tilly had the opportunity to golf at a golf course near Huntley.  He wanted to acknowledge our golf course staff on their hard work on the Preserves courses.  He stated that the Preserves courses are far superior to the course he played.  He went on to say that not only are the Preserves courses superior in play but they are much nicer, better maintained and gorgeous.   He again thanked our golf course staff for an excellent job in keeping the courses so nice.

Frost Proofing Sewer Line @ Macktown – Jake Henry brought up the September 20, 2017 budget amendment in which there was frost proofing of the sewer line at Macktown Visitors Center.  He is now noticing that there is a charge in the July 2018 bills that another repair was made.  Mike Holan stated that the staff is looking into it.  He also clarified that an ejector pump was bad due to water freezing in the line that ran under the road.  Jake would like to have Mike Holan go back to the contractor and have him fix the problem and pay for at least half of the repairs and explain why it didn’t work.  Mike and the staff are working with the contractor on getting the problem fixed and what went wrong.  Mike will report back on the outcome.

NEW BUSINESS

Draft Budget – Fiscal Year 2018/2019 – Steve Chapman and Mike Holan presented the Fiscal Year 2018-2019 Annual Appropriation Budget.  Judy asked the Commissioners to look over the budget over the next month.

ACTION ITEMS

Bills for July – Audrey Johnson made a motion, Mike Eickman seconded to authorize the payment of the bills for July in the amount of $561,972.87.  Motion passed unanimously. 

Establishing a Not-for-Profit –The Forest Preserves of Winnebago County leverages its funds with grants wherever possible.  Some grant opportunities are only available to not-for-profit groups and not available to governmental agencies.  A not-for-profit arm of the Preserves could apply for and receive those grants on behalf of the Preserves.  The Board of Commissioners of the Preserves would like to establish a not-for-profit arm of the Preserves to be a representative of the Preserves and to be named at a future date.  Judy reminded the Commissioners that we do have an agreement with a grant writer. The grant writer would write the grant and their percentage paid out of the administration fees from the grant.  Therefore, there is no cost to the agency.    Audrey Johnson made a motion, and Gloria Lind seconded that a not-for-profit arm of the Forest Preserves of Winnebago County be established and named at a future date.  Motion passed 5-1.  (Jake Henry voted no).

Trade of Equipment with Klehm Arboretum – Preserves staff is proposing an exchange of equipment assets between the Preserves and Klehm Arboretum & Botanic Garden involving a single piece from each organization that has been deemed unwanted or unused but would be of use and of value for the other organization.  The Preserves agrees to turn over to Klehm, one John Deere 935 Front Deck mower unit, serial # MOF935X186391, with approximately 2192 hours.  The unit is used, and in running condition with no warranty implied or provided.  Approximate auction value range is between $1,500 – $2,000.  In exchange, Klehm Arboretum & Botanic Garden agrees to turn over one 1987-1990 Morbark Eager Beaver model 200 Brush Chipper, serial #6302 with approximately 1339 hours.  This unit is used and in running condition with no warranty implied or provided.  The approximately auction value range is between $1,500 – $2,000.  Gloria Lind made a motion and Mike Eickman seconded, to approve a resolution to donate the 2001 John Deere Mower to Klehm Arboretum & Botanic Garden and accept the donation of the 1987 Morbark Brush Chipper in return.  Motion passed unanimously.

STAFF REPORTS

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 & Mark Freiman submitted a written report.  Vaughn and Mike met with Jay Sandine and Dan Jacobson of the Rockford Park District and discussed the Park District’s most recent survey results, specifically relating to golf.  The four talked about possible joint marketing and advertising.

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

August 18 – Nurture Nature at a R.E.A.P. Volunteer Workday at Sugar River Forest Preserve, Saturday from 9:00 am-Noon.

September 14 & 15 – Forest Quest Scavenger Hunt

September 15 – Nurture Nature at a R.E.A.P. Volunteer Workday at Cedar Cliff Forest Preserve, Saturday from 9:00 am-Noon.

ADJOURNMENT

Meeting adjourned at 6:50 PM.

Next board meeting 5:30 PM, Wednesday, September 19, Preserve Headquarters

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

September Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, September 19, 2018 – 5:30 PM

Colored Sands Forest Preserve

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE – Gloria Lind

C.  APPROVAL of MINUTES

      Minutes for August 15

D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

E.  UNFINISHED BUSINESS / DISCUSSION

F.  NEW BUSINESS

Page        G.  ACTION ITEMS

1.                    1.  Bills for August

3.                    2.  Acceptance of Budget & Appropriations Ordinance Layover

4.                    3.  Levy Ordinance Layover

5.                    4.  Changes to General Use Regulations Ordinance

7.                    5.  Approval of Budget Appropriation

H. STAFF REPORTS 

 8.                    1.  Preserve Operations

11.                    2.  Land and Development

12.                   3.  Golf

15.                   4.  Marketing

17.                   5.  Education

19.                   6.  Human Resources

20.                   7.  Law Enforcement

I.  CLOSED SESSION

J.  ANNOUNCEMENTS and COMMUNICATIONS

       1.  October 20 – Nurture Nature at a R.E.A.P. Volunteer Workday at Ferguson Forest Preserve,                    Saturday from 9:00am – 12:00pm

       2.  October 20-21 – Frenchman’s Frolic at Macktown Living History Center,                                                    Saturday and Sunday from 9:30am – 4:00pm

       3.  October 25 – Severson Dells Annual Benefit Breakfast at The Pavilion at Orchard Ridge Farms,              Thursday from 7:30am – 8:30am

K.  ADJOURNMENT

Next regular Board Meeting – 5:30 PM Wednesday, October 24, Forest Preserve Headquarters

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

BOARD MEETING/TOUR

Tour of Golf Courses

July 31, 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                                                            Jamie Johannsen, Marketing

Jeff Tilly

ABSENT

Jake Henry

ROLL CALL

The meeting was called to order at 8:35 AM, by President Barnard.  President Barnard called the roll.

The Board was given a handout of the First Draft of Goals of the Board of Commissioners. The board briefly discussed the goals.

Board and staff left at 8:45 AM to attend a tour of the golf courses.

ADJOURNMENT

Meeting adjourned at 1:31 PM.

Next board meeting 5:30 PM, Wednesday, August 15, District Headquarters

Respectfully Submitted,

Kristine Knapp

Administrative Assistant

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

July 18, 2018

PRESENT                                                     STAFF

Judy Barnard                                                  Mike Holan, Executive Director

Audrey Johnson                                              Steve Chapman, Finance

Gloria Lind                                                      Vaughn Stamm, Preserve Operations

Cheryl Maggio                                                Tom Hartley, Land and Development

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

Jake Henry

ABSENT                                                        GUESTS

Mike Eickman                                                 Alex Mills – Klehm Arboretum

ROLL CALL

The meeting was called to order at 5:30 PM, by President Barnard.  Recording secretary Ronelle Johnson called the roll.   At the time of roll call, Jeff Tilly was not present.  He arrived a few minutes later.

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

APPROVAL OF AGENDA and MINUTES      Minutes for June 20, 2018 were approved.  One change to the agenda was the addition of Alex Mills from Klehm Arboretum to Presentations and Public Participation.

PRESENTATIONS and PUBLIC PARTICIPATION

Klehm Arboretum – Alex Mills introduced himself as the new Executive Director at Klehm.  He has been on board for approximately a month and is looking forward to getting up to speed on all the happenings at Klehm.  He then gave his educational and professional backgrounds.

UNFINISHED BUSINESS

Board Tour – Mike Holan announced that July 31^st will be the date for the Board Tour.  On the agenda will be the golf courses, specifically the shops, clubhouses and a list of capital projects for the courses.  There will be a short board meeting at 8:30 am and the tour will begin at 9:00 am.

ACTION ITEMS

Bills for June – Audrey Johnson made a motion and Jeff Tilly seconded to authorize the payment of the bills for June in the amount of $479,607.87.  Motion passed unanimously. 

Establishing a Not-for-Profit – The Preserves leverages its funds with grants whenever possible.  Some grant opportunities are only available to not-for-profit groups and not available to government agencies. A not-for-profit arm of the Preserves could apply for and receive those grants on behalf of the Preserves.  The Board of Commissioners of the Forest Preserves of Winnebago County would like to establish a not-for-profit arm of the Preserves to be a representative of the Preserves and to be named at a future date.  Judy announced this item will be laid over until the August board meeting.

Acceptance of Bids for Severson Dells Roof Replacement – The Severson Dells Education Center 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 existing $55,000 capital budget. Architectural asphalt shingles were considered the best solution for a new roof, but Director Ann expressed an interest in a metal roof replacement. A metal roof would last longer but comes with additional cost. The bids distributed with multiple options including polymer infused asphalt shingles, architectural asphalt shingles, and metal roof options of standing seam and stone coated metal shingles. Bid documents were sent to ten contractors and publicly advertised. Four contractors submitted bids. The lowest overall base bid was submitted by Custom Construction System LLC for polymer infused shingles, but later they withdrew their base bid preferring to install the stone coated metal shingles (Decra). The next low bid was alternate #5 for architectural shingles installation at $51,000 by Filotto Construction. They were also the next low for the base bid but did not recommend the base bid as a superior product. In the event the Board decides to go with stone coated metal shingles, the project may have to be done in phases with possible budget increases.  Staff recommends award of Alternate #5 to Filotto Construction for $51,000.  Jeff Tilly made a motion and Audrey Johnson seconded to accept Alternate bid #5 to Filotto Construction for $51,000 to replace the roof on the administration building at Severson Dells.  Motion passed unanimously.

Acceptance of Property Donation – Carl & Lois Klehm Forest Preserve – At the request of former Klehm Director, Dan Riggs, the City of Rockford would like to donate property to the Forest Preserve. The property is approximately 1.23 acres adjacent to the Forest Preserves of Winnebago County in a section of land bordered by Pond, Clifton and Main Street. The Board of Directors of the Klehm Arboretum and Botanic Garden approves the addition to Klehm. The Klehm Board and staff would like to construct a significant identity sign on this property. Audrey Johnson made a motion and Gloria Lind seconded to approve an ordinance to accept the property donation.  Roll call vote taken.  Motion passed unanimously.

STAFF REPORTS

Preserve Operations – Vaughn Stamm submitted a written report.

Golf Operations – Golf Operations staff submitted a written report.

Land and Development – Tom Hartley submitted a written report.

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

July 21 – Nurture Nature at a R.E.A.P. Volunteer Workday at Colored Sands Forest Preserve, Saturday from 9:00am – 12:00pm

August 7 – Employee Picnic, Tuesday from 11:00am – 2:00pm

ADJOURNMENT

Meeting adjourned at 6:13 PM.

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

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

August Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, August 15, 2018 – 5:30 PM

Forest Preserve Headquarters

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE – Audrey Johnson

C.  APPROVAL of MINUTES

       Minutes for July 18 & July 31

D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

E.  UNFINISHED BUSINESS / DISCUSSION

F.  NEW BUSINESS

                      1.  Draft Budget – Fiscal Year 2018/2019

Page        G.  ACTION ITEMS

1.                    1.  Bills for July

3.                    2.  Establishing a Not-for-Profit

5.                    3.  Trade of Equipment with Klehm Arboretum

H. STAFF REPORTS 

6.                     1.  Preserve Operations

9.                     2.  Land and Development

11.                   3.  Golf

14.                   4.  Marketing

15.                   5.  Education

17.                   6.  Human Resources

19.                   7.  Law Enforcement

I.  CLOSED SESSION

J.  ANNOUNCEMENTS and COMMUNICATIONS

       1.  August 18 – Nurture Nature at a R.E.A.P. Volunteer Workday at Sugar River Forest Preserve,                  Saturday from 9:00am – 12:00pm

       2.  September 14 & 15 – Forest Quest Scavenger Hunt

       3.  September 15 – Nurture Nature at a R.E.A.P. Volunteer Workday at Cedar Cliff Forest Preserve,              Saturday from 9:00am – 12:00pm

K.  ADJOURNMENT

Next regular Board Meeting – 5:30 PM Wednesday, September 19, Forest Preserve Headquarters

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Board Tour Agenda

Forest Preserves of Winnebago County

BOARD MEETING/TOUR

Tuesday, July 31, 2018 – 8:30 AM

Tour of Golf Courses

A G E N D A

A.  ROLL CALL

B.  ADJOURNMENT

Next regular Board Meeting – 5:30 PM Wednesday, August 15, Forest Preserve Headquarters

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

June 20, 2018

PRESENT                                                     STAFF

Judy Barnard                                                  Mike Holan, Executive Director

Mike Eickman                                                 Vaughn Stamm, Preserve Operations

Cheryl Maggio                                                Tom Hartley, Land and Development

Jake Henry                                                     Jamie Johannsen, Marketing

    Ann Wasser, Education

ABSENT                                                        GUESTS

Audrey Johnson                                              John Rader- Baker Tilly

Gloria Lind

Jeff Tilly

ROLL CALL

The meeting was called to order at 5:33 PM, by President Barnard.  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 May 16 were approved. One change was made to the agenda, the Audubon Society could not make it to the meeting.  They will reschedule.

PRESENTATIONS and PUBLIC PARTICIPATION

Baker Tilly Audit Results – John Rader – John Rader introduced himself and presented the Audit Results for the year ending 10/31/17.  He stated that the staff was great to work with, very cooperative and the audit went well.  Baker Tilly made a few recommendations to the Preserves and received a good audit.

ACTION ITEMS

Bills for May – Jake Henry made a motion, Mike Eickman seconded to authorize the payment of the bills for May in the amount of $586,491.86.  Motion passed unanimously. 

Prevailing Wage – In order to comply with State Statutes concerning bids on construction projects, the District is required to make available to any employers or contractors the prevailing rate of hourly wages for tradesmen in the County of Winnebago.  The schedule of hourly rates in Winnebago County was obtained from the Internet.  The prevailing wage is set by the State of Illinois, Department of Labor and the County.  Mike Eickman made a motion and Cheryl Maggio seconded to approve the resolution to determine the general prevailing rate of hourly wages in Winnebago County.  Motion passed unanimously.

Establishing a Not-for-Profit – The Forest Preserves of Winnebago County leverages its funds with grants wherever possible.  Some grant opportunities are only available to not-for-profit groups and not available to governmental agencies.  A not-for-profit arm of the Preserves could apply for and receive those grants on behalf of the Preserves.  Judy is recommending that the Board of Commissioners of the Forest Preserves of Winnebago County establish a not-for profit arm of the Preserves to be a representative of the Preserves and to be named at a future date.  Cheryl Maggio recommends laying this item over until the next meeting.

Acceptance of Bids for Severson Dells Roof Replacement – The Severson Dells Education Center 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 existing $55,000 capital budget. Architectural asphalt shingles were considered the best solution for a new roof, but Director Wasser expressed an interest in a metal roof replacement. A metal roof would last longer but comes with additional cost. The bids distributed with multiple options including polymer infused asphalt shingles, architectural asphalt shingles, and metal roof options of standing seam and stone coated metal shingles. Bid documents were sent to ten contractors and publicly advertised. Four contractors submitted bids. The lowest overall base bid was submitted by Custom Construction System, LLC for polymer infused shingles, but later they withdrew their base bid preferring to install the stone coated metal shingles (Decra). The next low bid was alternate #5 for architectural shingles installation at $51,000 by Filotto Construction. They were also the next low for the base bid but did not recommend the base bid as a superior product. Staff recommends the award of Alternate #5 to Filotto Construction for $51,000.   Cheryl Maggio would like to see Filotto Construction references.  Judy has requested that this be held over to July when a full board is present. Judy Barnard made motion, Cheryl Maggio seconded to lay this item over until July.  Motion passed unanimously.

UNFINISHED BUSINESS

Board Tour – Judy announced that for the Board Tour this year she would like to go to the areas where the most improvements have been made.  Those places could include all three golf courses, Ledges, Macktown, and Atwood.  Judy asked about touring Cedar Cliff.  Mike mentioned that Cedar Cliff will be difficult to get to and he is going to try and get a video of the improvements at Cedar Cliff, as well as videos of the other preserves that may be difficult to get into.  Judy asked Mike to send out a notice to the Commissioners requesting availability.

NEW BUSINESS

Cedar Bluffs (Cedar Cliff) – Jake Henry asked about the burning of the trees at Cedar Bluffs (Cedar Cliff).  Since there is no burning in Winnebago County, he wondered how they could burn.  Vaughn advised that through the EPA the Preserves gets permits to burn as part of restoration.  Jake suggested that it would be a good idea to give neighbors a heads up in the future.

STAFF REPORTS

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

Golf Operations – Vaughn Stamm, Rich Rosenstiel, Tyler Knapp & Mark Freiman submitted a written report.  Vaughn updated the Commissioners on the gaming machines.  Machines have been delivered and they are waiting for a “go live” date from the State of Illinois.  Vaughn also announced that an opinion poll, asking golfers if a $1 (resident) or $2 (non-resident) greens fee increase dedicated toward capital improvements on the golf courses would be acceptable, is currently in place at each golf course, and so far people have been responding favorably.  The poll will run for the entire season.

Land and Development – Tom Hartley submitted a written report.

Marketing and Community Relations – Jamie Johannsen submitted a written report.  Nature Fiesta went very well, it was well attended and it was the biggest and best one yet.

Environmental Education – Ann Wasser submitted a written report.  Ann announced Severson was awarded a three year Americorp Grant for $120,000 which will provide environmental education staff for Severson, as well as natural resource staff for Mike Groves, NLI, and Byron Forest Preserve, which Ann will administer.  In addition, Severson was also awarded an Illinois Clean Energy Grant, which will provide tree planting at Severson, as well as trail repairs, and restoration.

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

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

CLOSED SESSION

Mike Eickman made motion to go into closed session at 7:09 to discuss personnel issues.  At 7:29, the meeting returned to open session. No action was taken while in closed session.

ANNOUNCEMENTS and COMMUNICATIONS

June 27 – Wildflower Walkabout at Deer Run Forest Preserve, Wednesday at 6:00pm

July 21 – Nurture Nature at a R.E.A.P. Volunteer Workday at Colored Sands Forest Preserve, Saturday from 9:00am – 12:00pm

ADJOURNMENT

Meeting adjourned at 7:37 PM.

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

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

July Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, July 18, 2018 – 5:30 PM

Forest Preserve Headquarters

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE – Mike Eickman

C.  APPROVAL of MINUTES

      Minutes for June 20

D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

E.  UNFINISHED BUSINESS / DISCUSSION

      1.  Board Tour

F.  NEW BUSINESS

Page        G.  ACTION ITEMS

1.                    1.  Bills for June

3.                    2.  Establishing a Not-for-Profit

4.                    3.  Acceptance of Bids for Severson Dells Roof Replacement

9.                    4.  Acceptance of Property Donation – Carl & Lois Klehm Forest Preserve

 H. STAFF REPORTS 

13.                   1.  Preserve Operations

16.                   2.  Land and Development

17.                   3.  Golf

20.                   4.  Marketing

22.                   5.  Education

24.                   6.  Human Resources

26.                   7.  Law Enforcement

   I.  CLOSED SESSION

  J.  ANNOUNCEMENTS and COMMUNICATIONS

1.  July 21 – Nurture Nature at a R.E.A.P. Volunteer Workday at Colored Sands Forest Preserve, Saturday from 9:00am to 12:00pm

2.  August 7 – Employee Picnic, Tuesday from 11:00am – 2:00pm

   K.  ADJOURNMENT

Next regular Board Meeting – 5:30 PM Wednesday, August 15, Forest Preserve Headquarters

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

BOARD MEETING

Klehm Arboretum

May 16, 2018

PRESENT                                                      STAFF

Mike Eickman                                                  Mike Holan, Executive Director

Audrey Johnson                                               Steve Chapman, Finance

Cheryl Maggio                                                  Vaughn Stamm, Preserve Operations

Jeff Tilly                                                            Tom Hartley, Land and Development

Jake Henry                                                       Jamie Johannsen, Marketing

Gloria Lind-6:07 pm                                          Ann Wasser, Education

      Kim O’Malley, Human Resources/Volunteer Program

ABSENT

Judy Barnard

ROLL CALL

The meeting was called to order at 5:31 PM, by Vice-President Jeff 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 April 18 were approved.  No changes or additions were made to the agenda.

PRESENTATIONS and PUBLIC PARTICIPATION

Klehm Arboretum Update by Dan Riggs – Dan Riggs welcomed everyone to Klehm and expressed his gratitude to the Board and the Preserves Staff for their cooperation over the years.  He then gave an update on Klehm’s improvements, which include the Garden Pavilion & Terrace, which has created additional revenue and has been a big success.  Due to the new Program Coordinator, Latoya, Klehm has offered classes that have been very successful.  She has done a great job in her role and is also acting as the Volunteer Coordinator, and the number of volunteers has increased significantly.  The Children’s Garden is moving along nicely thanks to a very generous benefactor.  Not only will this be a wonderful attraction for Klehm, but it will really help in bringing in younger members.  The Garden is anticipated to be completed in June, and Dan is hoping for a grand opening at the end of June.  Lastly, Dan is retiring and his anticipated retirement date is on June 8.  There has been a transition team working on finding his replacement.  There are 3 interviews set up for the first week in June.

ACTION ITEMS

Bills for April – Mike Eickman made a motion, Audrey Johnson seconded to authorize the payment of the bills for April in the amount of $689,532.68.  Motion passed unanimously.  Steve also distributed an Interim Financial Results Report and a Corporate Fund Details Report.

Acceptance of Bids for Fairway Mower – The Fairway Mower for Macktown Golf Course is in need of being replaced.  The mower is a 1992 mower with over 4,000 hours.  Because of its age and the heavy daily use, the mower is experiencing a greater need for repairs and parts are difficult or impossible to obtain.  The mower’s frame rusted through a few years ago and was bent back into shape and welded.  The frame is again rusting through and becoming more difficult to properly and securely weld.  As part of the 2018 Capital Equipment Budget, $45,000 was allocated for this purchase.  Three bids were opened on May 14, 2018 with all three meeting or exceeding the required equipment specifications.  The staff recommends awarding the purchase of the qualified lowest bidder, Burris Equipment, 2216 North Green Bay Road, Waukegan, Illinois for the base mower price of $37,111.00 with a standard two year bumper to bumper warranty.  Staff also recommends trading in the mower for a trade in value of $300 and the extended one year warranty for a cost of $782.82.  Total cost for the Jacobsen LF510 Large Area Reel Mower will be $37,593.82, which includes the mower, an extended one year bumper to bumper warranty and trade-in.  This comes in under the budgeted amount.  Audrey Johnson made a motion and Cheryl Maggio seconded, to award the contract for the purchase of a Jacobsen LF510 Large Area Reel Mower to the low bidder meeting specifications, Burris Equipment for $37,593.82.  Motion passed unanimously.

STAFF REPORTS

Preserve Operations – Vaughn Stamm, Scott Stewart, Scott Wallace, and Bryan Helmold submitted a written report.  Vaughn gave an update on the gaming license location extensions.  The gaming board is meeting the week of May 23 and the Preserves gaming licenses are on the agenda.

Golf Operations – Vaughn Stamm, Rich Rosenstiel, Tyler Knapp, and Mark Freiman submitted a written report.  Vaughn mentioned that golf started slow due to the weather, but all 3 courses are now open.  In addition, there are a few new tournaments this year that we have not had in the past, which will help with the slow start to the season.

Land and Development – Tom Hartley submitted a written report.

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

Environmental Education – Ann Wasser submitted a written report.  Ann announced that Severson was awarded an Illinois Clean Energy Grant, funding to purchase trees, as well as some erosion funding.

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

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

ANNOUNCEMENTS and COMMUNICATIONS

May 19-Nuture Nature at a R.E.A.P. Volunteer Workday at Blackhawk Springs Forest Preserve, Saturday from 9:00 am-12:00 pm

May 19 – Nature Fiesta-Bilingual Celebration of Local Nature at Blackhawk Springs Forest Preserve, Saturday from 11:00 am-3:00pm

June 2 & 3 is Garden Fair at Klehm

June 9-Hooked on Fun at Four Lakes Forest Preserve, Saturday from 9:00 am-12:00pm

June 16-Nuture Nature at a R.E.A.P. Volunteer Workday at J. Norman Jensen Forest Preserve, Saturday from 9:00 am-12:00 pm.

ADJOURNMENT

Meeting adjourned at 6:10 PM.

Next board meeting 5:30 PM, Wednesday, June 20, Forest Preserve Headquarters

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, June 20, 2018 – 5:30 PM

Forest Preserve Headquarters

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE – Jeff Tilly

C.  APPROVAL of MINUTES

Minutes for May 16

D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

1.  Baker Tilly Audit Results – John Rader

2.  Audubon Important Bird Areas – Nat Miller and Stephanie Beilke

E.  UNFINISHED BUSINESS / DISCUSSION

1.  Board Tour

F.  NEW BUSINESS

Page        G.  ACTION ITEMS

1.                      1.  Bills for May

3.                      2.  Prevailing Wage

13.                    3.  Establishing a Not-for-Profit

14.                    4.  Acceptance of Bids for Severson Dells Roof Replacement

 H. STAFF REPORTS 

17.                    1.  Preserve Operations

19.                    2.  Land and Development

20.                    3.  Golf

23.                    4.  Marketing

25.                    5.  Education

28.                    6.  Human Resources

30.                    7.  Law Enforcement

I.  CLOSED SESSION

                        1.  Executive Director Contract

J.  ANNOUNCEMENTS and COMMUNICATIONS

1.  June 27 – Wildflower Walkabout at Deer Run Forest Preserve, Wednesday at 6:00pm

2.  July 21 – Nurture Nature at a R.E.A.P. Volunteer Workday at Colored Sands Forest Preserve, Saturday from 9:00am to 12:00pm

 K.  ADJOURNMENT

Next regular Board Meeting – 5:30 PM Wednesday, July, Forest Preserve Headquarters

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

Land Advisory Council Meeting Minutes

September 11, 2017

Members Present:  Pam Cunningham, Bill Hoff, Lee Johnson, Randy Vogel, Dan Williams, and Jerry Paulson.  FPWC Commissioners Present: Audrey Johnson.  FPWC Staff Present: Tom Hartley and Mike Holan.

Call to order:  Chairman Jerry Paulson called the meeting to order at 4:00 p.m. at the FPWC offices, 5500 Northrock Drive, Rockford, Illinois.

Adoption of agenda:  The agenda was approved as presented.

Committee matters:

Approval of minutes from June 5, 2017 meeting: The minutes of the June meeting were approved.

Next Steps:

1. Contact land owners priority 2-4
2. Reconvene conservation partners in Winnebago County

Closed Session to Consider Land Acquisition Projects:  The Committee went into closed session at approximately 4:30pm.

Return to Open Session: The meeting was opened at 5:05 p.m., Paulson noted that no action was taken in closed session. The land under discussion in closed session is to be reconsidered at the discretion of the Chairman.

Next Meeting Date: The next meeting date will be announced by Chairman Paulson.

Adjourn:  Acting Chairman Williams adjourned the meeting at 5:10pm.

Respectfully submitted,

Tom Hartley,

Director of Land and Development

Forest Preserves of Winnebago County

Land Advisory Council Meeting

June 4, 2018

4:00 P.M.

Forest Preserve District Offices

5500 Northrock Drive

Rockford, Illinois

AGENDA

1. Call to order

2. Adoption of agenda

3. Committee matters

4. Approval of minutes of September 11, 2017 meeting

5. Presentation on solar farms as potential income source

6. Cedar Cliff Progress

7. Closed Session to Consider Land Acquisition Projects & Review Status

8. Next meeting

9. Adjourn

Jerry Paulson

Chairman

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

April 18, 2018

PRESENT                                                       STAFF

Judy Barnard                                                   Mike Holan, Executive Director

Mike Eickman                                                  Steve Chapman, Finance

Audrey Johnson                                               Vaughn Stamm, Preserve Operations

Gloria Lind-Via phone                                      Tom Hartley, Land and Development

Cheryl Maggio                                                  Ann Wasser, Education

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

Jake Henry

GUESTS

Megan Pease

Jennifer Kuroda

ROLL CALL

The meeting was called to order at 5:34 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 March 21 were approved. Changes to the agenda include the following: (1) the location changed from Colored Sands to the Preserves Headquarters due to the weather; (2) there will be not be a speaker regarding the Rockford Asphalt Plant; and (3) the Sinnissippi Audubon Society was added for a presentation.

PRESENTATIONS and PUBLIC PARTICIPATION

Sinnissippi Audubon Society – Megan Pease and Jennifer Kuroda, both whom are members of the Sand Bluff Bird Observatory as well as the Sinnissippi Audubon Society gave a presentation to the Board on the Benefits of Being an Important Bird Area.  They would like to have Colored Sands Forest Preserve and Sand Bluffs Bird Observatory designated as Audubon Important Bird Areas.  A few of the benefits include complete inventories, international networks, leverage in funding, and community pride and awareness.   Judy also wondered if other Preserves could be included.  Jennifer indicated there is bird count data that contributes to the designation, as well as other factors, that would be needed for other sites.

ACTION ITEMS

Bills for March – Audrey Johnson made a motion, Jeff Tilly seconded to authorize the payment of the bills for March in the amount of $440,751.45.  Motion passed unanimously. 

Contract Extension – Mike Holan has served as Executive Director of the Forest Preserves of Winnebago County since April 1, 2014.  The Board of Commissioners has been satisfied with his performance as Executive Director and desire to continue his employment as the Executive Director of the Forest Preserves of Winnebago County.  The Board has recommended that the contract with Mike Holan be extended for another 5 years.  The extended contract will be based on terms agreed upon between the Board of Commissioners and Mike Holan.  The Board of Commissioners gives the Board President, Judy Barnard, permission to execute the contract with Mike Holan with the contract considered fully executed by the signatures of the Board President and Mike Holan.  Audrey Johnson made a motion, and Mike Eickman seconded, that the contract for Mike Holan serving as Executive Director for the Forest Preserves of Winnebago County be extended through December 31, 2023.  Motion passed 5-1 (Jake Henry voted no).

Merit Increase – In addition to the contract extension, the Board recommended that Executive Director Mike Holan receive an increase of 1.5% and an additional 1.5% merit increase.  This compensation increase is just for one year, and the Board will decide on any additional increases on an annual basis.  Audrey Johnson made the motion and Cheryl Maggio seconded.    Motion passed 5-1 (Jake Henry voted no).

STAFF REPORTS

Executive Director – There was a letter to the editor written by L.C. Wilson in the Rockford Register Star regarding lack of minority employment at the Forest Preserves as well as at Klehm.  Mike Holan and Kim O’Malley met with L.C. Wilson and Tuffy Quinones, prior to Mr. Wilson’s letter written to the Rockford Register Star, to discuss minority employment at the Forest Preserves and explained to them both that we cannot screen applications to determine if they are minorities therefore cannot give preference. We also stated we have many seasonal positions open and asked them to assist us in filling them. After the letter was printed in the Rockford Register Star, Mike clarified with Mr. Wilson that the Preserves always hire the best qualified candidates for the jobs and there are no questions regarding race or gender in the application process. Mike told Mr. Wilson he was disappointed the Forest Preserves was mentioned specifically in the letter despite the conversation that was had earlier with him and Mr. Quinones. They then discussed options about getting the Preserves name out to the different minority groups.  Judy has given Kim a few names and phone numbers to contact regarding minority employment.  Kim will also look into the Academy Expo at the high schools for the fall.

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.

Environmental Education – Ann Wasser submitted a written report.  Wildflower walk series is starting the week of April 24.   The first one will be at Anna Page Park.  In addition, Thursday May 3 is members’ night at Severson Dells.  There will be a lecture provided by Dr. Karen Oberhauser from UW Madison.

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 and Jeff Tilly seconded, to go into closed session at 6:00 pm to discuss Mike Holan’s 2017 evaluation and extension of his contract. At 7:22 pm, the meeting returned to open session. No action was taken while in closed session.

ANNOUNCEMENTS and COMMUNICATIONS

April 21 – Nurture Nature at a R.E.A.P. Volunteer Workday at Kishwaukee Gorge North Forest Preserve,           Saturday from 9:00 am-Noon

April 28 & 29 – The Gathering at Macktown Forest Preserve, Saturday & Sunday from 9:00 am-4:00 pm

May 12 & 13 – Birdfest 2018 at Sand Bluff Bird Observatory, Saturday & Sunday from 8:00 am-4:00 pm

May 19 – Nurture Nature at a R.E.A.P. Volunteer Workday at Blackhawk Spring Forest Preserve, Saturday from 9:00 am-Noon

May 19 – Nature Fiesta:  Bilingual Celebration of Local Nature at Blackhawk Springs Forest Preserve, Saturday from 11:00 am-3:00 pm

ADJOURNMENT

Meeting adjourned at 7:25 PM.

Next board meeting 5:30 PM, Wednesday, May 16, Klehm Arboretum & Botanic Garden

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

May Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, May 16, 2018 – 5:30 PM

Klehm Arboretum & Botanic Garden

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE – Cheryl Maggio

C.  APPROVAL of MINUTES

      Minutes for April 18

D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

      1.  Klehm Update – Dan Riggs

        E.  UNFINISHED BUSINESS / DISCUSSION

F.  NEW BUSINESS

      1.  Finance Report

Page       G.  ACTION ITEMS

1.                    1.  Bills for April

3.                    2.  Acceptance of Bids for Fairway Mower

H. STAFF REPORTS 

6.                    1.  Preserve Operations

9.                    2.  Land and Development

10.                  3.  Golf

13.                  4.  Marketing

14.                  5.  Education

17.                  6.  Human Resources

19.                  7.  Law Enforcement

 I.  CLOSED SESSION

J.  ANNOUNCEMENTS and COMMUNICATIONS

1.  May 19 – Nurture Nature at a R.E.A.P. Volunteer Workday at Blackhawk Springs Forest Preserve, Saturday from 9:00am – 12:00pm

2.  May 19 – Nature Fiesta: Bilingual Celebration of Local Nature at Blackhawk Springs Forest Preserve, Saturday from 11:00am – 3:00pm

3.  June 9 – Hooked on Fun at Four Lakes Forest Preserve, Saturday from 9:00am – 12:00pm.

4.  June 16 – Nurture Nature at a R.E.A.P. Volunteer Workday at J. Norman Jensen Forest Preserve, Saturday from 9:00am – 12:00pm.

 K.  ADJOURNMENT

Next regular Board Meeting – 5:30 PM Wednesday, June 20, Forest Preserve Headquarters

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

March 21, 2018

PRESENT                                                     STAFF

Judy Barnard                                                   Mike Holan, Executive Director

Mike Eickman                                                 Steve Chapman, Finance

Audrey Johnson                                              Tom Hartley, Land and Development

Gloria Lind                                                      Jamie Johannsen, Marketing

Cheryl Maggio                                                Ann Wasser, Education

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

Jeff Tilly – 5:35                                               Tyler Knapp, Golf Course Maintenance Manager

ROLL CALL

The meeting was called to order at 5:30 PM, by President Barnard.  Recording secretary Ronelle Johnson called the roll.

PLEDGE OF ALLEGIANCE     Audrey Johnson led the assemblage in the Pledge of Allegiance.

APPROVAL OF AGENDA and MINUTES      Minutes for February 21, 2018 were approved.  One change was made to the agenda, PDRMA Accreditation was added to the Presentations.

PRESENTATIONS & PUBLIC PARTICIPATION

New Layout for Displays – Ann Wasser announced that the staff at Severson has made many improvements, changes, and upgrades including new flooring, painting, and general cleaning out of the building.   The new improvements will help make the space inside as educational as the space outside.  In addition there have been several new exhibits added including Nature’s Architects, Trees of Severson Dells, Hall Creek Wildlife, Dells Habitat, Birds of Northern Illinois and a History of the Severson Family and Property.  Lastly, Ann announced that there will be a three dimensional model of the property made for people to familiarize themselves with the outside property.

Email Access – Mike Holan announced that a few Commissioners have had trouble accessing the Winnebago Forest email.  Mike distributed an instruction sheet for Commissioners to access their Forest Preserve email.  Judy then asked all Commissioners to access their Forest Preserve emails as soon as possible and contact Mike if they continue to have problems.

Master Plan – Tom Hartley develops all of the master plans for the Preserves to use as a planning and restoration tool.  The purpose of the master plan is to act as a guide for future development and also acts as a catalyst for future ideas.  Tom explained the process of creating a master plan, which includes an inventory of existing features, utilities, surrounding land uses, future plans, and geological issues and features.  In addition, a few things that are taken into consideration are health and safety concerns, relevance of existing features, possible future features, plant and wildlife, use patterns and whether any of these things are good or bad for the potential site.  He also distributed examples of master plans that he has created.

PDRMA – Accreditation – The Preserves insurance carrier is PDRMA (Park District Risk Management Agency).  The Preserves have to go through an Audit where PDRMA is making sure the Preserves are in compliance with inspections, safety, etc.  All field staff assist PDRMA with the Audit. Mike Holan announced that the Preserves have been at a Level A accreditation for the past two audits which is the highest level you can get, which requires a score of 97% and above.  The Preserves have again received an accreditation from PDRMA for receiving the Level A accreditation for the past three years.  This is a big accomplishment for the field staff as it is a lot of work.  The Preserves passed with a score of 97.5%. Mike congratulated all of the field staff for all of their hard work.  Judy thanked the staff for their hard work as well.

NEW BUSINESS

Endowment Fundraiser – Judy Barnard and Audrey Johnson would like to have a fundraiser for the endowment fund.  Judy is seeking approval from the Board to proceed with a fundraiser.  If anyone would like to help, please let Judy know.

ACTION ITEMS

Bills for February – Audrey Johnson & Gloria Lind made a motion, and Jeff Tilly seconded to authorize the payment of the bills for February in the amount of $405,782.17.  Motion passed unanimously. 

Acceptance of Bids for Fertilizers & Chemicals – Bids were received for fertilizers and chemicals.  These materials are used for application on the preserve golf courses and 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 are registered through the Environmental Protection Agency and have been approved for use on public golf courses and forest preserves.  Staff recommends the approval of these products and suppliers.  Audrey Johnson made a motion and Mike Eickman & Gloria Lind seconded, to approve the purchase of fertilizers and chemicals for a total price of $55,828.05.  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 Sheriff is agreeable with continuing to provide police services within the Forest Preserves of Winnebago County and the Forest Preserves of Winnebago County is agreeable to continue those services the Sheriff’s Department is providing.  The Intergovernmental Agreement, once adopted shall begin October 1, 2017 and shall be renewable annually after review by the Forest Preserves of Winnebago County Executive Director and the Winnebago County Sheriff thereafter by direction of the Board of Commissioners.  The total annual contract cost, beginning October 1, 2017, will be $197,460.72.  Mike Eickman made a motion and Audrey Johnson seconded to accept the Intergovernmental Agreement between the Forest Preserves of Winnebago County and the Winnebago County Sheriff’s Department for Police Services.  Motion passes – 5-1 (Jake Henry voted no)

BOARD DISCUSSION/COMMITTEE REPORTS

The Gathering at Macktown – Char Ferguson dropped off a few tickets to the Gathering on April 28 & 29.

Statement of Economic Interest – Mike Holan asked all Commissioners to fill out the form and return it by May 1.

STAFF REPORTS

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

Golf Operations – Vaughn Stamm, Rich Rosenstiel, Tyler Knapp and 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.

Environmental Education – Ann Wasser submitted a written report.  Ann announced that the new app iNaturalist is applicable in the Preserves.  In addition, Wildflower Walkabouts are all scheduled and begin at the end of April.

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

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

ANNOUNCEMENTS and COMMUNICATIONS

March 24 – Species Spotlight – Butterfly at Forest Preserve Headquarters from 9:00 a.m. to Noon

April 6 – Botanica Luncheon at Klehm Arboretum from 10:00 a.m. – 2:00 p.m.

ADJOURNMENT

Meeting adjourned at 6:36 PM.

Next board meeting 5:30 PM, Wednesday, April 18, Colored Sands Forest Preserve

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

April Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, April 18, 2018 – 5:30 PM

Colored Sands Forest Preserve

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE – Gloria Lind

C.  APPROVAL of MINUTES

 Minutes for March 21

D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

1. Rockford Asphalt Plant Speaker – Chris Flueckiger

E.  UNFINISHED BUSINESS / DISCUSSION

F.  NEW BUSINESS

Page        G.  ACTION ITEMS

1.                     2.  Bills for March

3.                     3.  Contract Extension

H. STAFF REPORTS 

4.                     1.  Preserve Operations

6.                     2.  Land and Development

8.                     3.  Golf

11.                   4.  Marketing

12.                   5.  Education

14.                   6.  Human Resources

16.                   7.  Law Enforcement

 I.  CLOSED SESSION

1.  Personnel

J.  ANNOUNCEMENTS and COMMUNICATIONS

1.  April 21 – Nurture Nature at a R.E.A.P. Volunteer Workday at Kishwaukee Gorge North Forest Preserve, Saturday from 9:00am – 12:00pm

2.  April 28 & 29 – The Gathering at Macktown Forest Preserve, Saturday & Sunday from 9:00am – 4:00pm

3.  May 12 & 13 – Birdfest 2018 at Sand Bluff Bird Observatory, Saturday & Sunday from 8:00am – 4:00pm

4.  May 19 – Nurture Nature at a R.E.A.P. Volunteer Workday at Blackhawk Springs Forest Preserve, Saturday from 9:00am – 12:00pm

5.  May 19 – Nature Fiesta: Bilingual Celebration of Local Nature at Blackhawk Springs Forest Preserve, Saturday from 9:00am – 12:00pm

 K.  ADJOURNMENT

 Next regular Board Meeting – 5:30 PM Wednesday, May 16, Klehm Arboretum & Botanic Garden

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

February 21, 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                                                Jamie Johannsen, Marketing

Jeff Tilly

Jake Henry

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    Jake Henry led the assemblage in the Pledge of Allegiance.

APPROVAL OF AGENDA and MINUTES      Minutes for January 17 were approved.  No changes or additions were made to the agenda.

NEW BUSINESS

Finance Report – Steve Chapman distributed three separate documents to the Commissioners.  The documents were entitled the Winnebago County Forest Preserve District Comparison of 2017 Actual Unaudited Revenues and Expenditures to 2017 Estimates (By Fund); Interim Financial Results; and Corporate Fund Details.  Steve reviewed all three reports in detail.

Agency/Strategic Plan Accomplishments – Mike Holan has distributed the 2017 Annual Accomplishments as well as the Strategic Plan.  Judy has asked the Commissioners to review them and email Mike with any questions, which he will then add to the agenda for March.  Judy thanked the staff for their hard work and asked the management to pass along the Board’s appreciation.

ACTION ITEMS

Bills for January – Mike Eickman made a motion, Audrey Johnson and Jeff Tilly seconded to authorize the payment of the bills for January in the amount of $437,887.82.  Motion passed unanimously. 

Bids for LP Forklift – The liquid propane (LP) powered forklift that needs to be replaced is for the Central Maintenance Facility.  The old forklift is 29 years old and is in need of replacement.  $30,000 was allocated for a LP powered Forklift in the 2018 budget in the Capital Equipment Fund.  Four bids were opened on January 25, with two meeting the required equipment specification and two not meeting minimum specifications.  Two additional bids were received late and therefore disqualified.  Staff is recommending the purchase of the Caterpillar P6000 Forklift from Equipment Depot even though it was not the lowest bid, because this model is equipped with programmable speed capability and it has a preferred operator seat design and cockpit configuration compared to the others.   This brand is also typically associated with better re-sale or trade in prices as well.  Staff is also recommending purchasing the additional extended warranty which adds 3 years and 8,000 additional hours to the base manufacturer warranty of 2 years and 2,000 hours.  Equipment Depot is also providing the highest trade in allowance for the old forklift.  Staff recommends awarding the purchase of the Caterpillar P6000 Forklift to Equipment Depot in the amount of $29,299.00 which includes purchase price, extended warranty added, and trade-in allowance applied. Audrey Johnson made a motion and Gloria Lind seconded, to approve a resolution for the purchase of the Caterpillar P6000 Forklift from Equipment Depot.  Motion passed unanimously.

Bids for Track Loader – The resource staff requested a compact track loader to improve work efficiency.  Money was budgeted in the 2018 budget for a track loader.  A track loader is a skid-steer loader with tracks.  Its primary use will be as a forestry mower to remove invasive species, such as honeysuckle.  The compact track loader offers the features such as an enclosed cab, better maneuverability on slopes and low impact on soil.  The equipment was advertised for bid.  Two bids were submitted.  The Bobcat T770 was the low bid and meets specifications.  Staff recommends the contract be awarded to Bobcat of Rockford.  Audrey Johnson made a motion and Jeff Tilly and Mike Eickman seconded, to approve a resolution for the purchase of the Track Loader from Bobcat of Rockford.  Motion passed unanimously.

BOARD DISCUSSION/COMMITTEE REPORTS

Sheriff’s Contract – Mike Holan has a meeting on Friday (2/24/18) with the Sheriff, a few deputies, Carla Pasqual, and Assistant States Attorney Dave Kurlinkus.  The County has a few questions regarding the contract.  Mike will advise the Commissioners as to the outcome of that meeting.  Mike also announced that he has spoken to Jay Sandine at the Rockford Park District regarding coordinating law enforcement efforts with them.  The Park District law enforcement officers are union and Mr. Sandine doesn’t think it is feasible to coordinate efforts with the Preserves.

STAFF REPORTS

Executive Director – Mike announced that the Rockford Register Star did an article promoting the Citizen Science Program.

Preserve Operations – Vaughn Stamm submitted a written report.

Land and Development – Tom Hartley submitted a written report.

Golf Operations – Mike Holan submitted a written report.

Marketing and Community Relations – Jamie Johannsen submitted a written report.  Jamie distributed a photo from a family from Highland Park that is helping to raise money for the Blandings Turtles Project at Deer Run.

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 made a motion to go into closed session at 6:33 pm to discuss personnel, Gloria Lind seconded.  At 7:05, the meeting returned to open session. No action was taken while in closed session.

ANNOUNCEMENTS and COMMUNICATIONS

February 24 – Species Spotlight – Calling Frog at Forest Preserve Headquarters from 9:00 am-Noon

March 3 – Species Spotlight – Bumblebees at Forest Preserve Headquarters from 9:00 am-Noon

March 17 – Species Spotlight – Bats at Forest Preserve Headquarters from 9:00 am-Noon

March 24 – Species Spotlight – Butterfly at Forest Preserve Headquarters from 9:00 am-Noon

ADJOURNMENT

Meeting adjourned at 7:09 PM.

Next board meeting 5:30 PM, Wednesday, March 21, Preserve Headquarters

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

March Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, March 21, 2018 – 5:30 PM

Forest Preserve Headquarters

A G E N D A

       A.  ROLL CALL

       B.  PLEDGE of ALLEGIANCE – Audrey Johnson

       C.  APPROVAL of MINUTES

     Minutes for February 21

       D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

              1.  New Layout for Displays – Ann Wasser

      2.  Email Access

                               3.  Master Plan – Tom Hartley

        E.  UNFINISHED BUSINESS / DISCUSSION

F.  NEW BUSINESS

                              1. Endowment Fundraiser

page 

       G.  ACTION ITEMS

 1.                           1.  Bills for February

 3.                           2.  Acceptance of Bids for LP Fertilizers & Chemicals

 6.                          3.  Sheriff’s Contract

       H. STAFF REPORTS 

19.                         1.  Preserve Operations

21.                         2.  Land and Development

22.                         3.  Golf

25.                         4.  Marketing

26.                         5.  Education

28.                         6.  Human Resources

30.                         7.  Law Enforcement

        I.  CLOSED SESSION

        J.  ANNOUNCEMENTS and COMMUNICATIONS

1.  March 24 – Species Spotlight – Butterflies at Forest Preserve Headquarters from 9:00am – 12:00pm

2.  April 6 – Botanica Luncheon at Klehm Arboretum from 10:00am – 2:00pm

    K.  ADJOURNMENT

 Next regular Board Meeting – 5:30 PM Wednesday, April 18, Colored Sands Forest Preserve

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

January 17, 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                                                  Jamie Johannsen, Marketing

Jeff Tilly                                                            Ann Wasser, Education

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

ROLL CALL 

The meeting was called to order at 5:32 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 December 20, 2017 were approved.  No changes or additions were made to the agenda.

PRESENTATIONS and PUBLIC PARTICIPATION

Non-Discrimination and Anti-Harassment Training – In December 2017, the Preserves adopted a Non-Discrimination and Anti-Harassment Policy.  The policy requires all employees and Commissioners to attend training.   Kim O’Malley conducted the training for the Commissioners, Management and the Recording Secretary at this meeting, which lasted approximately 50 minutes.

2017 Illinois Land Conservation Review –    A handout was given to all Commissioners entitled 2017 Year in Review.  Judy announced that it is a summary of all the land that was purchased by Land Trusts, Forest Preserves and Conservation Districts in 2017.  Judy wanted all Commissioners to have a copy to read at their leisure as it gives an overview of what has been done statewide as far as land acquisition and protecting natural areas.

ACTION ITEMS

Bills for December – Mike Eickman made a motion, Gloria Lind seconded to authorize the payment of the bills for December in the amount of $337,299.58.  Motion passed unanimously. 

STAFF REPORTS

Executive Director – Mike reported that he, Jamie, and Greg Rajsky met with the Editorial Board of the Rockford Register Star to promote the Citizen Scientist Program.  The Rockford Register Star will be doing an editorial on the Citizen Scientist Program in Friday’s paper, January 19.  Mike also had an interview with WREX regarding the gaming machines.

Preserve Operations – Vaughn Stamm submitted a written report.

Land and Development – Tom Hartley submitted a written report.

Golf Operations – Mike Holan submitted a written report.  Vaughn distributed a 2017 Golf Operations Financial Report.

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

Environmental Education – Ann Wasser submitted a written report.  Ann also reported that the carpet has been replaced and the wood floors have been refinished, as well as some exhibit funding has been received.

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

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

ANNOUNCEMENTS and COMMUNICATIONS

January 20 – Citizen Science Spotlight at Forest Preserve Headquarters from 9:00 a.m. – Noon.

January 27 – Species Spotlight – Bluebirds at Forest Preserve Headquarters from 9:00 a.m. – Noon.

February 3 – Species Spotlight – Plants at Forest Preserve Headquarters from 9:00 a.m. – Noon.

February 17 – Species Spotlight – Odonates at Forest Preserve Headquarters from 9:00 a.m. – Noon.

February 24 – Species Spotlight – Calling Frog at Forest Preserve Headquarters from 9:00 a.m. – Noon.

Natural Land Institute – Annual Dinner – George & Barbara Fell Dinner – March 13, Giovannis.

ADJOURNMENT

Meeting adjourned at 6:57 PM.

Next board meeting 5:30 PM, Wednesday, February 21, Preserve Headquarters

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

February Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, February 21, 2018 – 5:30 PM

Forest Preserve Headquarters

A G E N D A

   A.  ROLL CALL

   B.  PLEDGE of ALLEGIANCE – Jake Henry

   C.  APPROVAL of MINUTES

         Minutes for January 17

   D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

   E.  UNFINISHED BUSINESS / DISCUSSION

page            F.  NEW BUSINESS

 1.  Finance Report

1.                       2.  Agency/Strategic Plan Accomplishments

            G.  ACTION ITEMS

 8.                      1.  Bills for January

10.                     2.  Bids for LP Forklift

13.                     3.  Bids for Tack Loader

    H. STAFF REPORTS 

16.                     1.  Preserve Operations

17.                     2.  Land and Development

19.                     3.  Golf

22.                     4.  Marketing

23.                     5.  Education

25.                     6.  Human Resources

27.                     7.  Law Enforcement

     I.  CLOSED SESSION

 1.  Executive Director Evaluation

    J.  ANNOUNCEMENTS and COMMUNICATIONS

  1.  February 24 – Species Spotlight – Calling Frog at Forest Preserve Headquarters from 9:00am – 12:00pm

  2.  March 3 – Species Spotlight – Bumblebees at Forest Preserve Headquarters from 9:00am – 12:00pm

  3.  March 17 – Species Spotlight – Bats at Forest Preserve Headquarters from 9:00am – 12:00pm

  4.  March 24 – Species Spotlight – Butterfly at Forest Preserve Headquarters from 9:00am – 12:00pm

    K.  ADJOURNMENT

 Next regular Board Meeting – 5:30 PM Wednesday, March 21, Forest Preserve Headquarters

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

BOARD MEETING

Severson Dells

December 20, 2017

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                                                Jamie Johannsen, Marketing

Jeff Tilly                                                           Ann Wasser, Education

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

ROLL CALL

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

PLEDGE OF ALLEGIANCE     Jeff Tilly led the assemblage in the Pledge of Allegiance.

APPROVAL OF AGENDA and MINUTES      Minutes for November 15 were approved.  No changes or additions were made to the agenda.

PRESENTATIONS and PUBLIC PARTICIPATION

Severson Dells Nature Center Update – Ann Wasser gave an update on a few of the changes at Severson Dells.  A few of those changes are that Severson now has Wi-Fi, and the path leading to the building has been re-surfaced and landscaped.

2018 Restoration Manual – Tom Hartley distributed the 2018 Restoration Manual.  He highlighted a few items in the manual including clarification of duties of the resource staff, as well what the resource staff has accomplished this year.  Lastly, he reviewed the goals for the upcoming year.

PDRMA Agency Summary Report – Vaughn Stamm distributed an Agency Summary Report.  Every three to four years PDRMA performs an audit for safety, workman’s compensation issues, and risk management.  The report Vaughn distributed was the summary of that audit.   The Preserves received an overall score of 97.51%.

NEW BUSINESS

Drive Thru Preserves – Judy would like the staff to look into whether or not any of the Preserves can be more accessible to people that are unable to get out of the car.  She would like to see a drive thru Preserve that would allow people to be able to see things from their cars.  She is asking the Staff to look into what Preserves may qualify.  In addition, she would like to see better signage along the roads that identify Preserves.

Changes to Ledges Golf Course Entrance – The Ledges Golf Course entrance is not very aesthetically pleasing and some things are not very appealing to the users of the courses.  The golf staff has put together a list of ideas that they would like to see at the Ledges, and other golf courses, to try to get the clubhouses and courses more attractive.  A few of the changes staff has made already are moving dumpsters, and clearing trees from the course.

ACTION ITEMS

Bills for November – Mike Eickman made a motion and Gloria Lind seconded to authorize the payment of the bills for November in the amount of $354,871.92.   Motion passed unanimously. 

Bills – ACH Account – The Preserves incurred monthly operating expenditures paid through the ACH account in fiscal year 2017.   The invoices have been reviewed by Finance Director, Steve Chapman and he avows them to be accurate.  Gloria Lind made a motion and Jeff Tilly seconded, that the payments were reviewed and confirm that they were made during the 2017 Fiscal year, in the amount of $51,208.32.  Motion passed unanimously.

Sheriff’s Contract – The Winnebago County Sheriff’s Department has provided police services in the past within the Preserves located in Winnebago County under an intergovernmental cooperation agreement.  The Sheriff is agreeable with continuing to provide police services within the Preserves and the Preserves are agreeable to continue those services that the Sheriff’s Department is providing.  Due to a typo in the contract, Audrey Johnson made a motion and Jeff Tilly seconded, to amend the contract to be changed from 5 vehicle squad cars, to 3 vehicles.  Motion passed unanimously.  Once the amendment was passed, Audrey Johnson made a motion, and Jeff Tilly seconded to accept the Intergovernmental Agreement between the Forest Preserves of Winnebago County and the Winnebago County Sheriff’s Department for Police Services in the amount of $185,430.74, as amended.  Motion passed (5-1) Jake Henry voted no.

Budget Amendment – Insurance Fund – The Preserves have decided to change their Health, Dental and Life Insurance effective January 1, 2018 from Winnebago County to Intergovernmental Personnel Benefit Cooperative.  A new Health Insurance Fund account is needed due to a change of insurers.  The expenditures for Health, Dental, Life, Voluntary Life and Vision will be paid from that fund.   The expenditures will be paid by contributions from the District and the employees.  Gloria Lind made a motion, and Audrey Johnson seconded to amend the Annual Budget and Appropriations Ordinance for the period November 1, 2017 through October 31, 2018 to include a new Health Insurance Fund.  Roll Call vote taken.  Motion passed unanimously.

Non-Discrimination and Anti-Harassment Policy – The Preserves has an Employee Personnel Policy Manual which includes a Prohibited Harassment Policy as Appendix B that does not comply with all of the new language.  The Preserves amended the current Policy based on a template provided by the insurance carrier, Park District Risk Management Agency.  The Corporate Attorney, Chuck Prorok, of Prorok Law, reviewed the amended policy and agrees that the policy complies with the amendment to Public Act 100-0554 Section 70-5, which states that all governmental entities shall adopt an ordinance or   resolution establishing a policy prohibiting sexual harassment which includes language that (1) prohibits sexual harassment; (2) details how an individual can report sexual harassment and confidentiality of the report; (3) prohibits retaliation and protection under the Whistleblower Act; and (4) explains the consequences of a violation or knowingly making false reports.  Jeff Tilly made a motion and Cheryl Maggio seconded that the Preserves adopt the amended Prohibited Harassment Policy now titled Non-Discrimination and Harassment Policy.   Roll Call vote taken.  Motion passed unanimously.

Advance Approval for Commissioner Expenses – Pursuant to the Travel Expense Policy, which allows Commissioners to attend educational conferences related to their duties and be reimbursed for their expenses related to such conferences, Commissioner Judith Barnard wishes to attend the 2018 Vital Land Illinois Summit in Champaign on January 30-31, 2018.  The advance costs being requested is approximately $225.  Audrey Johnson made a motion and Gloria Lind seconded, that Commissioner Judith Barnard will either be reimbursed for expenses she incurs while attending the conference and/or will have those related expenses paid for in advance by the Preserves.  Roll Call vote taken.  Motion passed unanimously.

STAFF REPORTS

Preserve Operations – Vaughn Stamm submitted a written report.  Vaughn also included an In-Kind Service Report with relation to Severson Dells.

 Land and Development – Tom Hartley 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.

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 made a motion to go into closed session at 6:46 pm.  At 7:20pm, the meeting returned to open session. No action was taken while in closed session.

ANNOUNCEMENTS and COMMUNICATIONS

December 21, Winter Solstice Concert at Severson Dells Nature Center, 7:00pm

January 20, Citizen Science Spotlight:  Celebrate the Impact of Local Citizen Science, Preserves Headquarters, 9:00 am-Noon

ADJOURNMENT

Meeting adjourned at 7:20 PM.

Next board meeting 5:30 PM, Wednesday, January 17, Preserve Headquarters

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

January Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, January 17, 2018 – 5:30 PM

Forest Preserve Headquarters

A G E N D A

   A.  ROLL CALL

   B.  PLEDGE of ALLEGIANCE – Mike Eickman

   C.  APPROVAL of MINUTES

          Minutes for December 20

   D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

1.  Non-Discrimination and Anti-Harassment Training

                 2.  2017 Illinois Land Conservation Review

   E.   UNFINISHED BUSINESS / DISCUSSION

   F.   NEW BUSINESS

page           G.  ACTION ITEMS

 1.                       1.  Bills for December

   H.  STAFF REPORTS 

 1.  Executive Director

 3.                       2.  Preserve Operations

 4.                       3.  Land and Development

 6.                       4.  Golf

 9.                       5.  Marketing

11.                      6.  Education

13.                      7.  Human Resources

16.                      8.  Law Enforcement

    I.   CLOSED SESSION

   J.   ANNOUNCEMENTS and COMMUNICATIONS

1.  January 20 – Citizen Science Spotlight at Forest Preserve Headquarters from 9:00am – 12:00pm

2.  January 27 – Species Spotlight – Bluebirds at Forest Preserve Headquarters from 9:00am – 12:00pm

3.  February 3 – Species Spotlight – Plants at Forest Preserve Headquarters from 9:00am – 12:00pm

4.  February 17 – Species Spotlight – Odonates at Forest Preserve Headquarters from 9:00am – 12:00pm

5.  February 24 – Species Spotlight – Calling Frog at Forest Preserve Headquarters from 9:00am – 12:00pm

   K.  ADJOURNMENT

 Next regular Board Meeting – 5:30 PM Wednesday, February 21, Forest Preserve Headquarters

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

BOARD MEETING

Macktown Living History Center

November 15, 2017

PRESENT                                                       STAFF

Judy Barnard                                                    Mike Holan, Executive Director

Mike Eickman                                                   Steve Chapman, Finance

Audrey Johnson                                               Vaughn Stamm, Preserve Operations

Gloria Lind – 5:45 pm                                       Tom Hartley, Land and Development

Cheryl Maggio                                                  Jamie Johannsen, Marketing

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

Jake Henry

GUESTS

Ray & Char Ferguson

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     Cheryl Maggio led the assemblage in the Pledge of Allegiance.

APPROVAL OF AGENDA and MINUTES      Minutes for October 25, 2017 were approved. No changes were made to the agenda, however the location of the December meeting has been changed to Severson Dells.

PRESENTATIONS and PUBLIC PARTICIPATION

Macktown Living History Update – Ray & Char Ferguson  – Ray gave an update as to the news, events and new board members at Macktown.  They have hired a grant writer, Lynette Newton.  However, prior to the new grant writer, Macktown received a grant from Ecolab in the amount of $1,500 for the 2018 archaeological dig.  Char gave an update as to the living history education programs, the school programs, and the classes Macktown has offered this past year and the upcoming year.  Approximately 790 people attended The Gathering this year, which is a great turnout.  Ray concluded with the needs of Macktown, and announced that he has a meeting with the Rockton Historic Society.

UNFINISHED BUSINESS

New Forest Preserve Name – The newly purchased Hoisington property is in need of a name.  Staff generated a list of names for the preserve and voted on those names.  Three names emerged from the list as most popular and the staff is asking the Commissioners to select a name from the top three most popular names.  They are Cedar Cliff (preferred by previous owner), Rock Ridge or Yellow Rock.  Mike Holan proposed using the name Rock River Ridge to best describe the location.  The two final decisions were Cedar Cliff and Rock River Ridge.  The final decision was the name Cedar Cliff.

NEW BUSINESS

Board Meeting Locations – Gloria Lind suggested when going to partner organizations for the monthly board meetings that those meetings be during Daylight Savings Time, so the partner organizations can be enjoyed more.

ACTION ITEMS

Bills for October – Audrey Johnson made a motion, Gloria Lind seconded to authorize the payment of the bills for October in the amount of $424,204.54.  Motion passed unanimously. 

2018 Board Meeting Schedule – Pursuant to the Open Meetings Act, the Board of Commissioners of the Forest Preserves of Winnebago County is required to provide public notice of the date, time and location of its regularly scheduled meetings.  The Commissioners will hold regular meetings during the year 2018 and may hold additional meetings at such other times as may be determined.  The regular meetings will be held at 5:30 pm in the conference room at the Forest Preserves Headquarters, or at a partner location on the 3^rd Wednesday of every month throughout 2018.  Additional meetings may be scheduled as needed.  Any changes, deletions or additions to times or locations in this schedule shall be posted 48 hours in advance at Preserves Headquarters and distributed to any public media requesting notice of such meetings.  Gloria Lind made a motion, and Jeff Tilly seconded to adopt the 2018 Board Meeting Schedule.

Auditing Firm – The Forest Preserves of Winnebago County requires a complete year-end audit of their financials with an outside auditing firm.  A Request for Proposal for auditing services which includes the Preserves was sent out by Winnebago County.  The Winnebago County review team recommended the firm of Baker Tilly, in Madison, Wisconsin as the auditing firm for the 2017, 2018, and 2019 audits.  Baker Tilly has proposed costs for 2017 ($14,000), 2018 ($14,500) and 2019 ($15,000).  Gloria Lind, made a motion and Jeff Tilly seconded that the Preserves Commissioners hereby authorize execution of an Agreement with Baker Tilly to perform the year-end auditing services for the Preserves for 2017, 2018 and 2019 at the pricing provided. After discussion, it was decided that the Resolution needs to be amended to state that the two year contract is acceptable at the proposed cost, but the third year (2019) is optional at the proposed cost of $15,000, based on the Preserves standing at the time.  Gloria Lind amended her motion.  Motion passed unanimously.  Audrey Johnson made a motion and Mike Eickman seconded the approval of the amendment.  Motion passed unanimously.

Extending the Boundaries of the Severson Dells Forest Preserve Nature Preserve– At the August 2017 Board meeting, a resolution accepting an application for addition of a nature preserve buffer to the Severson Dells nature preserve was approved.  The ordinance is a completion of the nature preserve process whereby Commissioners are giving approval for 88.3 acres of nature preserve buffer addition be added to the existing nature preserve by the Illinois Nature Preserve Commission.  Mike Eickman made a motion and Gloria Lind seconded, to approve extending the boundaries of the Severson Dells Nature Preserve.  Roll call vote taken.  Motion passed unanimously.

STAFF REPORTS

Preserve Operations – Vaughn Stamm submitted a written report.  Vaughn also submitted a 4 year revenue comparison of the campgrounds.

Golf Operations – Vaughn Stamm submitted a written report.  Vaughn also submitted a 5 year revenue comparison of golf operations.

Land and Development – Tom Hartley submitted a written report.

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 8 – Employee Recognition Luncheon at Klehm Arboretum from 11:30 – 2:30

ADJOURNMENT

Meeting adjourned at 6:45 PM.

Next board meeting 5:30 PM, Wednesday, December 20, Severson Dells Forest Preserve

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

December Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, December 20, 2017 – 5:30 PM

Severson Dells Nature Center

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE – Jeff Tilly

C.  APPROVAL of MINUTES

       Minutes for November 15

D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

       1.  Severson Dells Nature Center Update – Ann Wasser

       2.  2018 Restoration Manual

       3.  PDRMA Agency Summary Report

E.   UNFINISHED BUSINESS / DISCUSSION

F.   NEW BUSINESS

       1.  New Land Acquisition Parcel

page        G.  ACTION ITEMS

1.                    1.  Bills for November

3.                    2.  Bills – ACH Account

5.                    3.  Sheriff’s Contract

17.                  4.  Budget Amendment – Insurance Fund

20.                  5. Non-Discrimination and Anti-Harassment Policy

27.                  6. Advance Approval for Commissioner Expenses

H.  STAFF REPORTS 

29.                  1.  Preserve Operations

30.                  2.  Land and Development

31.                  3.  Golf

33.                  4.  Marketing

34.                  5.  Education

36.                  6.  Human Resources

38.                  7.  Law Enforcement

 I.   CLOSED SESSION

J.   ANNOUNCEMENTS and COMMUNICATIONS

       1.  December 21 – Winter Solstice Concert at Severson Dells Nature Center starting at 7:00pm

       2.  January 20 – Citizen Science Spotlight: Celebrate the Impact of Local Citizen Science at Forest Preserve   Headquarters from 9:00am – 12:00pm

 K.  ADJOURNMENT

 Next regular Board Meeting – 5:30 PM Wednesday, January 17, Forest Preserve Headquarters

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

GENERAL DISCUSSION ON

FUTURE FINANCES MEETING

Wednesday, December 6, 2017 – 5:30 PM

Forest Preserve Headquarters

A G E N D A

A.  ROLL CALL

B.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

C.   UNFINISHED BUSINESS / DISCUSSION

1.   Future Forest Preserve Administration

 D.   NEW BUSINESS

 E.  ADJOURNMENT

 Next regular Board Meeting – 5:30 PM Wednesday, December 20, Severson Dells Nature Center

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

October 25, 2017

PRESENT                                                     STAFF

Judy Barnard                                                  Mike Holan, Executive Director

Mike Eickman                                                 Steve Chapman, Finance

Cheryl Maggio                                                Vaughn Stamm, Preserve Operations

Jeff Tilly                                                          Tom Hartley, Land and Development

Jake Henry                                                     Jamie Johannsen, Marketing

Gloria Lind-Via phone at 5:32                         Kim O’Malley, Human Resources/Volunteer Program

ABSENT

Audrey Johnson

ROLL CALL

The meeting was called to order at 5:30 PM, by President Barnard.  Recording secretary Ronelle Johnson called the roll.

PLEDGE OF ALLEGIANCE     Jeff Tilly led the assemblage in the Pledge of Allegiance.

APPROVAL OF AGENDA and MINUTES      Minutes for September 20, 2017 were approved.  No changes or additions were made to the agenda.

PRESENTATIONS and PUBLIC PARTICIPATION

Cuyuna Trail – Mike Holan & Vaughn Stamm were invited by the Rockford Park District and Peter Provenzano of SupplyCorp to go to the Cuyuna Trail in Minnesota.    It is a Minnesota State Park that is owned by the Minnesota DNR.  The Trail is a 25 mile mountain bike trail system.  Mike gave a history of the area that the Cuyuna Trail is in, which is very similar to the market in Rockford.  Rockford Park District and the owner of SupplyCorp would like a collaborative effort with the Preserves to create a mountain bike trail system that could possibly be built along the Kishwaukee River.  The Park District is currently working on a mountain bike trail at Atwood Park.  Judy has asked Mike to look into what other Forest Preserves have mountain bike trails, and also research the environmental impact of a mountain bike trail system.  Judy directed the Commissioners to do some research before the next meeting so it can be discussed further.

NEW BUSINESS

New Forest Preserve Name – The newly purchased Hoisington property is in need of a name.  Staff generated a list of names for the preserve and voted on those names.  Three names emerged from the list as the most popular.  Staff is asking the Commissioners to select a name from the top three most popular names.  The names suggested are:  Cedar Cliff (which is preferred by the previous owner), Rock Ridge and Yellow Rock.  Judy asked the Commissioners to email their name choice to Mike Holan.

ACTION ITEMS

Bills for September – Mike Eickman made a motion, and Jeff Tilly seconded to authorize the payment of the bills for September in the amount of $699,553.22.  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 have been presented the proposed 2017-2018 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.  Gloria Lind made a motion via phone and Mike Eickman seconded, to approve the Ordinance to adopt the 2017-2018 Annual Budget and Appropriations.  Roll call vote taken.  Motion passes 4-1 (Jake Henry voted no).

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 2017-2018 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.  Jeff Tilly made a motion and Cheryl Maggio seconded, to approve the Ordinance to adopt the Levy Ordinance.  Roll call vote taken.  Motion passed unanimously.

2018 Holiday Schedule – Certain days of the calendar year 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 elect to set the scheduled holidays for all Forest Preserve employees.  Mike Eickman made a motion and Gloria Lind seconded via phone, to approve the holiday schedule to be observed by the Forest Preserves of Winnebago County’s employees for the year of 2018.  Motion passed unanimously.

2018 Fee Schedules – Staff has proposed a few changes to the 2018 golf fees and charges.  The changes are as follows:  Continue to offer the discount card providing golfers with a 15% savings on green fees and golf cart rental; Discount of $25 for Premier and Player golf passes purchased prior to April 1^st; Refer a Friend Discount Program, offering a $100 discount on pass prices for both people when a current pass holder refers a 2^nd person to purchase a season pass where the 2^nd person has not held a pass in the past two years; Practice Range Season Pass will be made available for the first time; Student passes will now be valid on same days and hours as a Player Pass; Special Jr. Golf rate for golfers 17 and under; Golf pass and maximum greens fee prices will remain the same for 2018 as in 2017 to maintain affordability; however fees will be evaluated and re-assessed for 2019 and beyond.  As for the Fee Schedule, there are no proposed increases or changes.  Jeff Tilly made a motion, and Cheryl Maggio seconded to approve a resolution to revise the 2018 Golf Fees and Charges and 2018 Fees Schedules.  Motion passed unanimously.

Delegate to IAPD Annual Business Meeting –The Illinois Association of Park Districts (IAPD) requires each member agency to select delegates to their Annual Business Meeting which will be held on January 20, 2018.  The Forest Preserves of Winnebago County is an IAPD member and therefore must assign delegates to represent the Forest Preserves of Winnebago County.  The Preserves typically assigns the Executive Director and up to three other individuals, comprised of staff and/or Board members as delegates.  Cheryl Maggio made a motion, and Gloria Lind seconded that Executive Director Michael Holan, and Community Relations Manager Jamie Johannsen be considered delegates to represent the Preserves at the IAPD Annual Business Meeting on January 20, 2018.  Motion passed unanimously.

Hoisington Property Demolition Bid – The newly purchased Hoisington property has several structures in a state of disrepair and must be removed before the property is safe for public use.  Bids for demolition of these structures were received October 12, in advance of the new budget year beginning November 1^st, so that work can start in November if needed.  The work was bid to bury all concrete onsite and an alternate bid to remove all concrete from the site.  A total of 5 bids were received.  The low bid to demolish with the concrete buried onsite is by G&G Construction for $28,500.  The low bid to demolish with the concrete removed from the site is by Martin & Company for $39,700.  Staff recommends low bid to demolish with concrete buried onsite.   Judy asked the Commissioners which their preference was, burying the concrete or having the concrete removed.  The Commissioners preferred to have the concrete removed, which is Alternate 1 on the Bid Tabulation and includes hauling away the concrete (not what staff recommended).   Jeff Tilly made a motion, and Mike Eickman seconded to approve a Resolution for the bid of the Hoisington Property Demolition and award the low bid to Martin & Company, to demolish with the concrete removed from the site for $39,700.  Motion passed unanimously.

Advance Approval for Commissioner Expenses – The Preserves Board of Commissioners adopted the Travel Expense Policy for the Preserves to be compliant with the Local Government Travel Expense Control Act.  The Policy allows Commissioners to attend educational conferences related to their duties as representatives of the Preserves and be reimbursed for expenses related to such conferences.  Commissioners have attended the two day IAPD Soaring to New Heights Conference in Chicago in past years and Commissioner Audrey Johnson wishes to attend the January 2018 conference.  The Fiscal Year 2017/2018 budget contains a Corporate Board Fund that appropriates monies for such expenses incurred by Commissioners and contains sufficient funds for the maximum incurred expenses.  Jake Henry made a motion, and Gloria Lind seconded via phone, that Audrey Johnson will either be reimbursed for expenses she incurs while attending the Conference and/or will have those related expenses paid for in advance by the Preserves of approximately $929 for the IAPD January 2018 conference.  Roll call vote taken.  Motion passed unanimously.

STAFF REPORTS

Preserve Operations – Vaughn Stamm submitted a written report.

Land and Development – Tom Hartley submitted a written report.

Golf Operations – Mike Holan submitted a written report.

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.  Kim reminded the Commissioners of the Volunteer Picnic will be held on November 4 at Pecatonica River Forest Preserve.

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

ANNOUNCEMENTS and COMMUNICATIONS

November 4 – Volunteer Appreciation Picnic at Pecatonica River Forest Preserve (Stone Barn), starting at 11:30 a.m.

October 26 – Severson Breakfast at Giovanni’s at 7:30 a.m.

ADJOURNMENT

Meeting adjourned at 7:01 PM.

Next board meeting 5:30 PM, Wednesday, November 15, Macktown Living History Education Center

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

WINNEBAGO  COUNTY  FOREST  PRESERVE  DISTRICT

BUDGET  HEARING

5:15 PM, October 25, 2017

District Headquarters

President Judy Barnard opened the public budget hearing.

It’s 5:15 PM on October 25, 2017, and I would like to welcome all of you to the Budget Hearing for the Winnebago County Forest Preserve District.

This hearing is conducted by the Board of Commissioners to comply with Illinois statutory requirements.  I am Judy Barnard, President of the Winnebago County Forest Preserve District Board.  Present with me are Commissioners Mike Eickman, Cheryl Maggio, Jeff Tilly, Jake Henry, and Executive Director Mike Holan.

The District staff and Board of Commissioners have provided this hearing as a commitment to our citizens to allow for public input prior to approval and adoption of our budget by the Board.  This budget is prepared for the fiscal year of November 1, 2017 to October 31, 2018.

This is not a question-and-answer type of meeting, but a forum for public input only.

This meeting is being recorded on tape so that a verbatim transcript can be provided to all commissioners.  I request that citizens wishing to provide input wait to be recognized and not interrupt those giving testimony.  Prior to giving testimony, I would ask that each speaker state his or her name and address, including zip code.  Each speaker will be limited to three minutes.  If you would like a copy of the transcript sent to you, put an X before your name on the sign-in sheet.

With that, I am ready to recognize anyone wishing to provide testimony in regard to the 2017-2018 Forest Preserve District Annual Budget and Appropriation Ordinance.

Citizen testimony – none

We have heard testimony from    0    persons.  It is now 5:30 PM, and I hereby declare this hearing completed.

November Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, November 15, 2017 – 5:30 PM

Macktown Living History Education Center

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE – Cheryl Maggio

C.  APPROVAL of MINUTES

      Minutes for October 25

D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

                       1.  Macktown Living History Update – Ray and Char Ferguson

Page

E.   UNFINISHED BUSINESS / DISCUSSION

  1.                   1.  New Forest Preserve Name

F.   NEW BUSINESS

G.  ACTION ITEMS

  2.                   1.  Bills for October

  4.                   2.  2018 Board Meeting Schedule

  5.                   3.  Auditing Firm

  6.                   4.  Dedication of Buffer Addition to Severson Dells Nature Preserve

                 H.  STAFF REPORTS 

14.                  1.  Preserve Operations

17.                  2.  Land and Development

18.                  3.  Golf

22.                  4.  Marketing

23.                  5.  Education

25.                  6.  Human Resource

27.                  7.  Law Enforcement

 I.   CLOSED SESSION

J.   ANNOUNCEMENTS and COMMUNICATIONS

                       1.  December 8 – Employee Service Recognition Luncheon at Klehm Arboretum from 11:30am –                                  2:30pm.

 K.  ADJOURNMENT

 Next regular Board Meeting – 5:30 PM Wednesday, December 20, Colored Sands Forest Preserve

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

September 20, 2017

PRESENT                                                     STAFF

Mike Eickman                                                Mike Holan, Executive Director

Audrey Johnson                                            Steve Chapman, Finance

Gloria Lind – 5:34 pm                                    Vaughn Stamm, Preserve Operations

Cheryl Maggio                                               Tom Hartley, Land and Development

Jeff Tilly                                                         Jamie Johannsen, Marketing

Jake Henry                                                    Ann Wasser, Education

     Kim O’Malley, Human Resources/Volunteer Program

Attended Via Phone:                                                GUESTS

Judy Barnard                                                  Dan Riggs

                                                                       Shawn Hamilton

      Tyler Feeney

ROLL CALL

The meeting was called to order at 5:31 PM, by Vice President Jeff 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 August 16, 2017 were approved.   The action items were rearranged and there were no additions made to the agenda.

PRESENTATIONS and PUBLIC PARTICIPATION

Klehm Update:  Future Feature in Children’s Garden – Dan Riggs – Dan Riggs gave a presentation on the Children’s Garden at Klehm.  He gave an update regarding future renovations and improvements in the Children’s garden, which includes the maze, the tower and the addition of a new water feature which would consist of a small water stream that ends at a splash pad.  This would add a play feature and better playability in the children’s garden.  The majority of the funds for this project are being funded by the Olson family.  It is anticipated that the renovations and improvements will be completed by July of 2018.  Dan is seeking approval from the Board for the renovations of this project.  Klehm is in a capital campaign to get the remainder of the funds for this project.

UNFINISHED BUSINESS/DISCUSSION

Ledges Pool – Jeff Tilly announced that he, Mike Eickman, and Mike Holan met with 3 of the Ledges Pool Association board members regarding the lease of the Ledges pool.  They talked about the shared aspects of the pool with the golf course which was the septic field, the dumpster, the parking lot.  They also discussed some of the expenses the Preserves has incurred as well as continues to incur.  Mike Holan calculated that average cost over the last five years that the Preserves has expended has been approximately $1,750 per year.  Mike is looking for direction from the Board as to rewriting the Pool Agreement.  Mike is suggesting a lease of approximately $2,000-$3,000 to cover costs of repairs and also build up a fund for future repairs, as well as including an inspection clause in the lease.  Since a 6 month notice is required to be given to The Ledges Pool Association, Mike gave them a 6 month notice that the Preserves was dropping their current lease and will be preparing a new lease.  Mike suggested an Evergreen lease that runs every year unless one party or the other notifies that the lease is no longer an interest to either party.  The Commissioners agreed that a $3,000 Evergreen Lease is the best solution.  Mike Holan will contact the Ledges Pool Association and advise them a new lease will be drafted.

ACTION ITEMS

Klehm Garden Pavilion – Transfer of Assets – Klehm Arboretum & Botanic Garden has made improvements noted as the Garden Pavilion, which is situated on the grounds of the Carl and Lois Klehm Forest Preserve.  The improvements came to a total cost of $212,042.50 and include a concrete pad, electrical service brought to the concrete pad and landscaping of the area surrounding the concrete pad.  The Board of Directors of the Klehm Arboretum & Botanic Garden has approved the donation of the Garden Pavilion to the Forest Preserves of Winnebago County.  Mike Eickman made a motion, and Audrey Johnson seconded, to accept the gift of the Garden Pavilion improvements, valued at $212,042.50, from the Klehm Arboretum & Botanic Garden.  Motion Passed Unanimously.

Membership in Intergovernmental Personnel Benefit Cooperative – Shawn Hamilton & Tyler Feeney spoke on behalf of The Northwest Health Insurance Pool Sub-Pool, which is a member of the Intergovernmental Personnel Benefit Cooperative (IPBC).  The County’s insurance premiums have increased significantly and the Preserves is seeking to separate from the County’s insurance.  Mike Holan is recommending going with IPBC for the new fiscal year.  IPBC will be available during open enrollment for the Preserves.  There are a number of Illinois municipalities that have entered into an intergovernmental agreement to create an entity, which is to provide health and other related benefit coverages for the offices and employees of the Members of the Northwest Health Insurance Pool (NWHIP) Sub-Pool.  The NWHIP Sub-Pool has chosen to provide such coverage by becoming a member of the Intergovernmental Personnel Benefit Cooperative (IPBC).  In addition, the Executive Director is directed to execute any documents necessary to indicate the membership of the Forest Preserves of Winnebago County in the NWHIP Sub-Pool.  Judy Barnard made a motion, and Gloria Lind seconded to accept membership as a member of the Northwest Health Insurance Pool Sub-Pool which is a member of the Intergovernmental Personnel Benefit Cooperative, and appoint Executive Director, Mike Holan as the signature for any documents for IPBC.  Motion passed unanimously.

Bills for August – Audrey Johnson made a motion, Gloria Lind seconded to authorize the payment of the bills for August in the amount of $612,149.74.  Motion passed unanimously. 

Budget Assumptions – The Forest Preserve District’s fiscal year is from November 1 through October 31.  The budget planning assumptions and guidelines provide the framework by which the staff will develop the 2017-2018 budget.  The proposed budget was presented for review to the Board of Commissioners at the regular Board meeting on September 20.  The budget and levies were laid over at the September 20 meeting to October 25, 2017.  Due to the limited growth in assessed valuation and other revenue reductions, this budget will basically reflect a no-growth, cutback budget in order to live within the anticipated financial resources.

Acceptance of Budget & Appropriations Ordinance Layover – The Winnebago County Forest Preserve District fiscal year budget operates from November 1 through October 31.  The District’s Board of Commissioners has been presented the proposed 2017-2018 Annual Budget and Appropriation Ordinance for review and adoption. The District is required to layover the budget for a period of at least 30 days for public review and comment before it is adopted by the Board. Audrey Johnson made a motion, and Gloria Lind seconded, to layover the 2017-2018 Annual Budget and Appropriation Ordinance for public review and comment until the October 25, 2017 Board meeting.  Motion passed unanimously.

Levy Ordinance Layover – The Winnebago County Forest Preserve District fiscal year budget operates from November 1 through October 31.   The District’s Board of Commissioners have been presented a proposed tax levy that must be approved to finance the 2017-2018 Annual Budget and Appropriations Ordinance that has been presented to the Board.  The District is required to layover the tax levy for a period of at least 30 days for public review and comment before it is adopted by the Board. Gloria Lind made a motion, and Mike Eickman seconded, to layover the tax levy for public review and comment until the October 25, 2017 Board meeting.  Motion passed unanimously.

Employee Deferred Compensation Representative – The Preserves is a participating member of the Empower Retirement Deferred Compensation Plan.  As a member of the Plan, the Preserves is required to appoint an authorized signature agent to the Plan to execute certain documents and advise Preserves employees of Empower Retirement Rules and Benefits.  The Preserves currently has Bryan Cutler, Winnebago County Chief Deputy Auditor, as the Authorized Signature Agent on the Plan account.  The Preserves Board of Commissioners elect to dismiss Bryan Cutler as the Authorized Signature Agent and appoint Michael Holan, Executive Director, and Kimberly O’Malley, Human Resources Manager, for the Preserves, to be the Empower Retirement Authorized Signature Agents.  Judy Barnard made a motion, and Audrey Johnson seconded, to appoint Michael Holan and Kimberly O’Malley as the Empower Authorized Signature Agents.  Motion passed unanimously.

Mileage Reimbursement – Board Member – Judy Barnard and Mike Holan attended the Illinois Association of Conservation and Forest Preserves District’s quarterly meeting held at the Lake County Forest Preserve District headquarters. Per the Travel Expense Policy, Commissioners are allowed to be reimbursed for their travel expenses, including mileage reimbursement for attending meetings with professional associations.  Judy Barnard is requesting reimbursement in the amount of $32.64 for mileage to the quarterly meeting.  Audrey Johnson made a motion, Mike Eickman and Gloria Lind seconded, to reimburse Judy Barnard her mileage to the quarterly meeting in the amount of $32.64.  Roll call vote was taken.  Motion passed unanimously.

Budget Amendment – Land Improvements – There is a budget amendment for two projects added to the improvement and development fund.  Both projects have been funded by external or non-tax sources and were not included in the 2017 budget.  The first project is frost proofing the sewer line at the Macktown Visitor Center.  This project involves installing a sewer line 5’ below grade and insulating the new line.  This work is being funded by the monetary gift for capital improvements at Macktown that Ray Ferguson gave to the district at the August board meeting.  The second project is for erosion control at the Hoisington property.  This project has received funding through the restoration category in the Illinois Clean Energy grant for the maximum amount of $10,000.  The remaining amount will be spent from money left in the Seward Bluffs Campground Electric Improvements Phase II project.  Gloria Lind made a motion to approve, and Mike Eickman seconded to approve the budget amendment for the Macktown Visitor Center and the Hoisington erosion control projects.  Roll call vote was taken.  Motion passed 5-1 (Jake Henry voted no).

STAFF REPORTS

Preserve Operations – Vaughn Stamm submitted a written report.

Golf Operations – Mike Holan submitted a written report.

Land and Development – Tom Hartley submitted a written report.

Marketing and Community Relations – Jamie Johannsen submitted a written report.  Jamie and Ann gave an update as to the success of Forest Quest.  Sponsorship and participation feedback was great.  Jamie also announced that the Preserves was awarded a grant from the U.S. Fish & Wildlife Service and it made the front page of the Rockford Register Star.

Environmental Education – Ann Wasser submitted a written report.  Ann gave an update on the lectures at Severson Dells and that they are very well attended.  Ann also announced the date of the Severson Dells annual breakfast fundraiser will be October 26 at 7:30 a.m. at Giovanni’s.

Human Resources/Volunteer Program Report – Kim O’Malley submitted a written report. Kim thanked Sand Bluff Bird Observatory for welcoming the R.E.A.P. Volunteer workers. She also announced that on Friday, September 22, RAI Marketing Services and UTC Aerospace will be volunteering at Deer Run Forest Preserve.  In addition, a few dates to look forward to are the Volunteer Appreciation Lunch on Saturday November 4, and the Employee Service recognition luncheon will be Friday, December 8.

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

ANNOUNCEMENTS and COMMUNICATIONS

Public Budget Hearing meeting on Wednesday October 25, at 5:15 p.m.

ADJOURNMENT

Meeting adjourned at 6:59 PM.

Next board meeting 5:30 PM, Wednesday, October 25, Preserve Headquarters

Respectfully Submitted,

Ronelle Johnson, Recording Secretary

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, October 25, 2017 – 5:30 PM

Forest Preserve Headquarters

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE – Gloria Lind

C.  APPROVAL of MINUTES

      Minutes for September 20

D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

      1.  Cuyuna Trail – Mike Holan & Vaughn Stamm

E.   UNFINISHED BUSINESS / DISCUSSION

page

F.   NEW BUSINESS

1.                    1.  New Forest Preserve Name

G.  ACTION ITEMS

2.                    1.  Bills for September

4.                    2.  Budget and Appropriations Ordinance

8.                    3.  Levy Ordinance

12.                  4.  2018 Holiday Schedule

14.                  5.  2018 Fee Schedules

18.                  6. Delegate to IAPD Annual Business Meeting

20.                  7. Hoisington Property Demolition Bid

24.                  8. Advance Approval for Commissioner Expenses

                 H.  STAFF REPORTS 

26.                  1.  Preserve Operations

28.                  2.  Land and Development

29.                  3.  Golf

31.                  4.  Marketing

32.                  5.  Education

34.                  6.  Human Resource

35.                  7.  Law Enforcement

 I.   CLOSED SESSION

J.   ANNOUNCEMENTS and COMMUNICATIONS

               1.  November 4 – Volunteer Appreciation Picnic at Pecatonica River Forest Preserve (Stone Barn),                      Saturday starting at 11:30am.

 K.  ADJOURNMENT

 Next regular Board Meeting – 5:30 PM Wednesday, November 15, Macktown Living History Education Center

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

BUDGET HEARING

Wednesday, October 25, 2017 – 5:15 PM

Forest Preserve Headquarters

A G E N D A

        A. PUBLIC PARTICIPATION

    1.   Public Comment

        B.  ADJOURNMENT

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

August 16, 2017

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                                               Jamie Johannsen, Marketing

Jake Henry                                                    Ann Wasser, Education

Jeff Tilly – 5:36 pm                                         Kim O’Malley, Human Resources/Volunteer Program

   GUESTS

   Kerry Knodle

   Bill Howard

ROLL CALL

The meeting was called to order at 5:30 PM, by President Barnard.  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 July 19 were approved.  No changes or additions were made to the agenda.

PRESENTATIONS and PUBLIC PARTICIPATION

Introduction of Naturalist Educator – Ann Wasser introduced Greg Rajsky to the Commissioners as the new Naturalist Educator for Severson Dells.  Greg then gave his background.

Deconstruction Presentation – Kerry Knodle/Bill Howard – Kerry Knodle and Bill Howard from Comprehensive Community Solutions, Inc., introduced themselves and presented a program on deconstruction as an alternative to demolition.  Deconstruction provides jobs, is good for the environment and is good for the community.   It also allows for reusing and preserving salvageable building materials, as well as reduces landfill impact.  They then gave ideas for the Preserves to consider deconstruction as an option for the Kishwaukee (Hoisington) Project.

NEW BUSINESS

The Ledges Pool Agreement – At the July meeting, a few Commissioners voiced concerns about the Ledges Pool Agreement.  There are several issues with the Ledges Pool Agreement currently that Mike Holan would like to look into and consider modifying.  One of the issues is that the current agreement is in effect until the year 2070, however it is able to be terminated with a 180 day notice.  If the board chooses to change or modify their agreement, Mike would like to let them know by Labor Day weekend, so they can pass on any changes to their membership.    Also, in the major and minor repairs section of the agreement, it is very vague and Mike feels that section needs to be spelled out in more detail.  Mike gave the board three options for this agreement.  (1) Leave the agreement as it is; (2) Eliminate the agreement all together and give the Ledges Pool Association 180 days notice, and after notice is given, do the demolition work and get rid of the pool; and (3) Keep the agreement but modify it to build in costs for improvements and maintenance for the health and safety of the families that are members of the association.  Judy would like Mike to sit down with their Board and tell them the issues and costs that the Preserves have recently incurred.  In addition, Judy would like the Ledges Pool Association know that the Commissioners are considering changing the Agreement.

Solar Developer – Tom Hartley received a phone call regarding the northeastern part of the Four Lakes property.  Josh Rabe is with National Land Realty Company, and they are seeking out land to install solar fields for a company called Soltage, which is a solar field developer.  They are looking to develop solar fields in this area.  They seek out land that they can lease for a 20+ year term in which they pay up to $1,000 per acre/per year, for a minimum of 20 acres.  Mike is seeking general consensus from the Board as to whether or not to pursue this alternative revenue source, which could amount to approximately $20,000 per year.  Consensus from the Commissioners was that there is not enough acreage available that is not tied to grant money, so they are not interested at this time.  However, they are not closed to the idea if there were to be 20 available acres in the future.

Draft Budget – Fiscal Year 2017/2018 – Steve Chapman presented the draft budget for 2017/2018.  He gave an overview of the increase and decrease in funds.

Healthcare Insurance – Mike Holan inquired with the County as to whether or not the Preserves can stay on the County’s Healthcare Insurance Policies.  They have decided they would leave the Preserves on their policies; however Mike has not gotten the cost figures as of the date of this meeting.  Mike went ahead and got a quote from IPBC (Illinois Public Benefits Cooperative).  With the increases in the County’s policies and what the cost of the Preserves being on their own, Mike’s thoughts are that if the Preserves are going to separate from the County’s insurance policies, now is the time to do so.  Dave Cook and Kim Ponder will be happy to sit down with Mike and Kim O’Malley to compare policies and rates.  Dave Cook will also meet with the Board at a future board meeting.

Amerock Hotel – Jeff Tilly met with the Mayor (of Rockford), and the Mayor was curious as to whether or not the Preserves had a position on the Amerock Hotel project, and if the Preserves is in support of the TIFF district for the hotel.  Judy would like to have the staff look into the project for more information. Steve Chapman commented that the Preserves opposition to the TIFF would not prevent it from being allowed.

ACTION ITEMS

Bills for July – Audrey Johnson made a motion, Mike Eickman seconded to authorize the payment of the bills for July in the amount of $556,880.24.  Motion passed unanimously. 

Travel Policy – On January 1, 2017, the State of Illinois passed into law the Local Government Travel Expense Control Act which requires all local non-home rule units of local government, including forest preserve districts, to regulate travel, meal and lodging expenses for officers and employees through the adoption of an ordinance or resolution.  The Forest Preserves of Winnebago County is a non-home rule unit of local government.  The Preserves currently has a Travel Expense Policy that is not compliant with the Local Government and Travel Expense Control Act and therefore has been revised. The Travel Expense Policy is now compliant with the Local Government Travel Expense Control Act.  Audrey Johnson made a motion, Gloria Lind seconded, to adopt the Forest Preserves of Winnebago County Board of Commissioners Travel Expense Reimbursement Policy.  Motion Passed 5-1 (Jake Henry voted no).

Administrative Services Contract – Winnebago County Administrative Officials, office and departments have provided administrative services in the past under an Intergovernmental Agreement with the Forest Preserves of Winnebago County.  An Intergovernmental Agreement between the Preserves and the County has been prepared to outline the duties and responsibilities of the various County offices which assist in the administration of Preserves functions.  The County Board of the County of Winnebago, Illinois resolved the Intergovernmental Agreement on June 22, 2017.  The Intergovernmental Agreement establishes payment for services rendered by the Winnebago County offices.  The Intergovernmental Agreement will start October 1, 2017 between the County and the Preserves for the 2017-12018 fiscal year.  The Preserves will pay the County $85,000 payable in four equal installments on October 1, 2017, January 1, 2018, April 1, 2018 and July 1, 2018.  In October of 2018, the Preserves will pay the County $100,000 payable in four equal installments on October 1, 2018, January 1, 2019, April 1, 2019 and July 1, 2019.  Jeff Tilly made a motion, Audrey Johnson seconded to approve the Administrative Services Contract between the Forest Preserves of Winnebago County and the County of Winnebago.  Motion passed.  5-1 (Cheryl Maggio voted no).

Buffer Addition to Severson Dells Nature Preserve – The main purpose of the Forest Preserve is to preserve and protect natural areas.  The mission of the Nature Preserves Commission is to “assist public and private landowners in protecting high quality natural areas and habitats of endangered and threatened species.”  The Severson Dells Nature Preserve is a high quality plant community and is part of a larger nature preserve expansion.  The Preserves, Natural Land Institute, Byron Forest Preserve and John Nelson of the Nature Preserves Commission have prepared a proposal to expand the existing Colman Dells/Severson Dells Nature Preserve.  The expansion of the preserve was to be presented to the Nature Preserve Commission in May 2017, but was delayed until this month to coordinate the expansion with all parties involved.  The proposed buffer expansion is 88.3 acres.  The expansion offers additional protection for the dells geologic feature, its ground water and natural community types.  Mike Eickman made a motion, Audrey Johnson seconded to proceed with the nature preserve buffer addition to Severson Dells Nature Preserve.  Motion passed unanimously.

Aerator Bid – There are two walk behind greens aerators at Atwood Golf Course that need to be replaced.  $45,000 was allocated for two aerators in the 2017 budget in the Improvement and Development Fund.  Three bids were opened on August 8^th, with all three meeting or exceeding the required equipment specifications.  Staff recommends awarding the purchase to the lowest bidder, J.W. Turf in the amount of $28,782.25, which comes in under the budgeted amount.  Gloria Lind made a motion, Jeff Tilly seconded to award the contract for the purchase of the John Deere Aercore 800 Aerators to the low bidder meeting specifications, J.W. Turf, for $28,782.25.  Motion passed 5-1 (Jake Henry voted no).

STAFF REPORTS

Preserve Operations – Vaughn Stamm submitted a written report.

Golf Operations – Mike Holan submitted a written report.

Land and Development – Tom Hartley submitted a written report.

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

August 19 – Nurture Nature at a R.E.A.P. Volunteer Workday at Severson Dells Forest Preserve, Saturday

from 9:00am – 12:00pm.

September 15&16 – Forest Quest Scavenger Hunt

September 16 – Nurture Nature at a R.E.A.P. Volunteer Workday at Sugar River Alder Forest Preserve,

Saturday from 9:00am – 12:00pm.

ADJOURNMENT

Meeting adjourned at 8:01 PM.

Next board meeting 5:30 PM, Wednesday, Severson Dells Nature Center

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

September Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, September 20, 2017 – 5:30 PM

Forest Preserve Headquarters

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE – Jake Henry

C.  APPROVAL of MINUTES

      Minutes for August 16

D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

      1.  Klehm Update: Future Feature in Children Garden – Dan Riggs

E.   UNFINISHED BUSINESS / DISCUSSION

       1.  Ledges Pool

                 F.   NEW BUSINESS 

page

G.  ACTION ITEMS

1.                    1.  Bills for August

                       2.  Budget Assumptions – Included in Budget Packet

3.                     3.   Acceptance of Budget & Appropriations Ordinance Layover

4.                    4.   Levy Ordinance Layover

5.                      5.   Employee Deferred Compensation Representative

6.                    6.   Klehm Garden Pavilion – Transfer of Assets

8.                    7.  Mileage Reimbursement – Board Member

11.                   8.  Intergovernmental Personnel Benefit Cooperative

12.                   9.  Budget Amendment – Land Improvements

                H.  STAFF REPORTS 

16.                   1.  Preserve Operations

18.                   2.  Land and Development

19.                  3.  Golf

22.                  4.  Marketing

24.                   5.  Education

26.                     6.  Human Resource

28.                    7.  Law Enforcement

 I.   CLOSED SESSION

J.   ANNOUNCEMENTS and COMMUNICATIONS

                 K.  ADJOURNMENT

 Next regular Board Meeting – 5:30 PM Wednesday, October 25, Forest Preserve Headquarters

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

Land Advisory Council Meeting Minutes

June 5, 2017

Members Present:  Steve Clark, Pam Cunningham, Bill Hoff, Lee Johnson, Rebecca Olson, Randy Vogel, and Dan Williams.  Members Absent: Jerry Paulson, Ann Marie Cain, and James Marshall FPWC Commissioners Present: Audrey Johnson.  FPWC Staff Present: Tom Hartley and Mike Holan.

Call to order:  Acting Chairman Dan Williams called the meeting to order at 4:00 p.m. at the FPWC offices, 5500 Northrock Drive, Rockford, Illinois.

Adoption of agenda:  The agenda was approved as presented.

Committee matters:

Approval of minutes from May 1, 2017 meeting: The minutes of the May meeting were approved.

Review of Strategic Land Conservation Plan report: The committee had three minor changes to the Strategic Land Conservation Plan. A motion was made to approve the plan with the inclusion of the minor changes. The motion was seconded and a unanimous vote was cast to approve the plan and send to the Commissioners for their approval.

Closed Session to Consider Land Acquisition Projects:  The Committee went into closed session at approximately 4:30pm.

Return to Open Session: The meeting was opened at 5:05 p.m., Williams noted that no action was taken in closed session. The land under discussion in closed session is to be reconsidered at the discretion of the Chairman.

Next Meeting Date: The next meeting date will be announced by Chairman Paulson.

Adjourn:  Acting Chairman Williams adjourned the meeting at 5:10pm.

Respectfully submitted,

Tom Hartley,

Director of Land and Development

Future Finances Meeting Agenda

Forest Preserves of Winnebago County

FUTURE FINANCES MEETING

Monday, September 11, 2017 – 2:00 PM

Forest Preserve Headquarters

A G E N D A

A.  ROLL CALL

B.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

C.   UNFINISHED BUSINESS / DISCUSSION

                 D.   NEW BUSINESS

       1.  Discussion of Klehm Financials

 E.  ADJOURNMENT

 Next regular Board Meeting – 5:30 PM Wednesday, September 20, Severson Dells Nature Center

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

Land Advisory Council Meeting

September 11, 2017

4:00 P.M.

Forest Preserve District Offices

5500 Northrock Drive

Rockford, Illinois

AGENDA

1. Call to order

2. Adoption of agenda

3. Committee matters

4. Approval of minutes of June 5, 2017 meeting

5. Discuss next steps to implement Strategic Land Conservation Plan

6. Closed Session to Consider Land Acquisition Projects

7. Next meeting

8. Adjourn

Jerry Paulson

Chairman

Agenda-Property Tour Meeting

Forest Preserves of Winnebago County

PROPERTY TOUR

Monday, August 28, 2017 – 9:30 AM

Hoisington Property, 7901 Kishwaukee Road

A G E N D A

1.ROLL CALL

2. PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

3. UNFINISHED BUSINESS / DISCUSSION                  

4. NEW BUSINESS

5. ADJOURNMENT

Next regular Board Meeting– 5:30 PM Wednesday, September 20, Severson Dells Nature Center

Meeting will be held at the Hoisington Property, 7901 Kishwaukee Road, Stillman Valley, IL 61084. If you would like to follow from Forest Preserve Headquarters please arrive by 8:45am.

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

July 19, 2017

PRESENT                                                                  STAFF

Judy Barnard                                                              Mike Holan, Executive Director

Audrey Johnson                                                         Steve Chapman, Finance

Gloria Lind                                                                  Vaughn Stamm, Preserve Operations

Cheryl Maggio                                                            Tom Hartley, Land and Development

Jeff Tilly                                                                       Ann Wasser, Education

Jake Henry                                                                  Kim O’Malley, Volunteer Coordinator

   Scott Stewart, North Area Manager

ABSENT                                                                    GUESTS

Mike Eickman                                                             Ray Ferguson

                                                                           Lee Johnson

ROLL CALL

The meeting was called to order at 5:33 PM, by President Barnard.  Recording secretary Ronelle Johnson called the roll.

PLEDGE OF ALLEGIANCE     Gloria Lind led the assemblage in the Pledge of Allegiance.

APPROVAL OF AGENDA and MINUTES      Judy reported a change to the agenda regarding the Land Advisory Council presentation regarding the Strategic Land Conservation Plan, in that part of the presentation will need to be in closed session.  Minutes for June 16 were approved.

PRESENTATIONS and PUBLIC PARTICIPATION

Donation – Ray Ferguson presented a check to the Forest Preserve for approximately $45,000 to be designated for capital improvements for the Forest Preserve.  President Barnard thanked Ray and his wife for their generosity.  Audrey Johnson and Gloria Lind also thanked Ray.

New Employee – Mike Holan introduced Scott Stewart as the newest Area Manager.

Strategic Land Conservation Plan – Tom Hartley gave a background to the Greenways Plan. Jerry Paulson recognized Lee Johnson as also being on the Land Advisory Council.  Jerry distributed the final draft of the Strategic Land Conservation Plan.  Jerry gave an extensive and thorough presentation of the Land Advisory Council’s plan.  The Council is recommending that the Commissioners adopt and include this plan in the ongoing strategic plan process.  The meeting then went into closed session to further discuss land acquisition.

ACTION ITEMS

Bills for June – Audrey Johnson made a motion, Gloria Lind seconded, to authorize the payment of the bills for June, 2017 in the amount of $1,114,089.89.  Motion passed unanimously. 

Strategic Land Conservation Plan – The Land Advisory Council has been directed to advise the Forest Preserve Commissioners regarding land acquisition.  A Strategic Land Conservation Plan is part of the process.  That process is now complete.  The Land Advisory Council’s vision is that “The Forest Preserves of Winnebago County will have the resources to maintain all ecologically important land that is necessary to sustain populations of the animals, plants, and natural communities native to the County.”  Audrey Johnson made a motion and Jeff Tilly seconded to accept the Land Advisory Council Strategic Land Conservation Plan 2016-2020 for adoption by the Forest Preserve Commissioners.  Motion passed unanimously.

New Position – Mike Holan is proposing a new position be created.  The position would be a Human Resources Officer.  He is proposing that Kim O’Malley be selected for this position.  Kim would still also maintain her position as Volunteer Coordinator.  In closed session, the Commissioners interviewed Kim.   She also gave her qualifications and a copy of her resume.   Once the meeting returned to open session, Audrey Johnson made a motion and Gloria Lind seconded, to approve the new Human Resources position and that Kim O’Malley be given the position.  Motion passed unanimously.

STAFF REPORTS

Preserve Operations – Vaughn Stamm submitted a written report.  Vaughn also reported that traffic counts were done at Blackhawk Springs, Seward Bluffs, Hononegah and Sugar River Forest Preserves.  Vaughn will distribute those numbers to the Commissioners.

Land and Development – Tom Hartley submitted a written report.

Golf Operations – Mike Holan submitted a written report.  Liquor licenses have been obtained.

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

Environmental Education – Ann Wasser 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 6:03 PM to discuss land acquisition.  At 6:46 PM, the meeting returned to open session. No action was taken while in closed session.

Audrey made a motion to go into closed session at 7:02 PM to discuss personnel.  At 7:51 PM, the meeting returned to open session. No action was taken while in closed session.

ANNOUNCEMENTS and COMMUNICATIONS

August 19 Nurture Nature at a R.E.A.P. Volunteer Workday at Severson Dells Forest Preserve, Sunday from 9:00 AM – Noon.

ADJOURNMENT

Meeting adjourned at 8:00 PM.

Next board meeting 5:30 PM, Wednesday, August 16, Forest Preserve Headquarters

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

August Agenda

Forest Preserves of Winnebago County

BOARD MEETING

Wednesday, August 16, 2017 – 5:30 PM

Forest Preserve Headquarters

A G E N D A

A.  ROLL CALL

B.  PLEDGE of ALLEGIANCE – Cheryl Maggio

C.  APPROVAL of MINUTES

      Minutes for July 19

D.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

      1.  Introduction of Naturalist Educator

      2.  Deconstruction Presentation – Kerry Knodle/Bill Howard

E.   UNFINISHED BUSINESS / DISCUSSION

                 F.   NEW BUSINESS

       1.  The Ledges Pool Agreement

       2.  Solar Developer

       3.  Draft Budget – Fiscal Year 2017/2018

       4.  Healthcare Insurance

page

G.  ACTION ITEMS

1.                    1.  Bills for July

3.                    2.  Travel Policy

8.                     3.  Administrative Services Contract

14.                  4.  Buffer Addition to Severson Dells Nature Preserve

48.                   5.  Aerator Bid

                 H.  STAFF REPORTS 

51.                   1.  Preserve Operations

53.                   2.  Land and Development

54.                  3.  Golf

57.                  4.  Marketing

58.                   5.  Education

60.                    6.  Human Resource

62.                   7.  Law Enforcement

 I.   CLOSED SESSION

J.   ANNOUNCEMENTS and COMMUNICATIONS

        1.   August 19 – Nurture Nature at a R.E.A.P. Volunteer Workday at Severson Dells Forest                       Preserve, Saturday from 9:00am – 12:00pm.

        2.   September 15 & 16 – Forest Quest Scavenger Hunt

3.   September 16 – Nurture Nature at a R.E.A.P. Volunteer Workday at Sugar River Alder Forest Preserve, Saturday from 9:00am – 12:00pm.

 K.  ADJOURNMENT

 Next regular Board Meeting – 5:30 PM Wednesday, September 20, Severson Dells Nature Center

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Future Finances Meeting Agenda

Forest Preserves of Winnebago County

GENERAL DISCUSSION ON FUTURE FINANCES MEETING

Tuesday, August 15, 2017 – 4:30 PM

Forest Preserve Headquarters

A G E N D A

A.  ROLL CALL

B.  PUBLIC PARTICIPATION, AWARDS, and PRESENTATIONS

C.   UNFINISHED BUSINESS / DISCUSSION

                 D.   NEW BUSINESS

       1.  Future Finances

 E.  ADJOURNMENT

 Next regular Board Meeting – 5:30 PM Wednesday, August 16, Forest Preserve Headquarters

Anyone wishing to address the Board must call 815-877-6100 or email kknapp@winnebagoforest.org in advance of the meeting.

Forest Preserves of Winnebago County

BOARD MEETING/TOUR

Preserves Headquarters

June 16, 2017

PRESENT                                                                  STAFF

Judy Barnard                                                               Mike Holan, Executive Director

Mike Eickman                                                              Steve Chapman, Finance

Audrey Johnson                                                          Tom Hartley, Land and Development

Gloria Lind – 8:20am

Cheryl Maggio

Jeff Tilly

Jake Henry

ROLL CALL

The meeting was called to order at 8:00 AM, by President Barnard.  Mike Holan called the roll.

PLEDGE OF ALLEGIANCE    Audrey Johnson led the assemblage in the Pledge of Allegiance.

APPROVAL OF AGENDA and MINUTES      The spelling of Amanda Hamaker’s name was changed on the May 17 minutes. Minutes for May 17, were approved. No changes or additions were made to the agenda.

PRESENTATIONS and PUBLIC PARTICIPATION

ACTION ITEMS

Bills for May – Cheryl Maggio made a motion, Mike Eickman seconded to authorize the payment of the bills for May in the amount of $579,198.17.  Motion passed unanimously. 

Prevailing Wage – In order to comply with State Statutes concerning bids on construction projects, the District is required to make available to any employers or contractors, the prevailing rate of hourly wages for tradesmen in the County of Winnebago.  Audrey Johnson made a motion, and Jeff Tilly seconded, to approve a resolution to determine the general prevailing rate of hourly wages in Winnebago County.  Motion passed unanimously.