Minutes & Agendas « Winnebago Forest

Board of Commissioner Minutes February 17, 2021

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

February 17, 2021

PRESENT STAFF

Judy Barnard Mike Holan, Executive Director

Mike Eickman Steve Chapman, Finance

Jake Henry Vaughn Stamm, Preserve Operations

Audrey Johnson Ann Wasser, Education

Gloria Lind-via Zoom Kim O’Malley, Human Resources/Volunteer Program

Cheryl Maggio

Jeff Tilly

GUESTS

Alex Mills, Klehm Arboretum

ROLL CALL

The meeting was called to order at 5:34 PM, by President Tilly. Recording secretary Kristy Knapp called the roll.

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

APPROVAL OF AGENDA and MINUTES Minutes for January 20, 2021 were approved. Casino was added under New Business. No other changes were made to the agenda.

UNFINISHED BUSINESS

Legal Services – Mike Holan gave an update regarding the legal records that are being sent to Forest Preserve Headquarters from Hinshaw & Culbertson LLP. Mike also recommends using Sosnowski/Szeto LLP for all legal services.

NEW BUSINESS

Finance Report – The Interim Financial Results and the Corporate Fund Details for November 1, 2020 through January 31, 2021 were distributed to the Board of Commissioners and staff. Steve Chapman reviewed the finance reports. There was discussion regarding the marketing budget.

Casino – Judy Barnard addressed the Board regarding the Casino Project. Judy recommends Mike Holan including a couple Board members speak with Mayor Tom McNamara about the 815 Community Foundation. Mike agreed to reach out to Mayor McNamara.

ACTION ITEMS

Bills for January – Judy Barnard made a motion, Audrey Johnson seconded to authorize the payment of the bills for January in the amount of $332,248.61. 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. Mike Eickman made a motion and Audrey Johnson seconded to approve the purchase of fertilizers and chemicals as per the attached list for a total price of $59,033.19. Motion passed unanimously.

Closed Session Minutes – The Board of Commissioners for the Forest Preserves of Winnebago County entered into a closed session meeting during several regularly scheduled monthly Board meetings to discuss the acquisition of three properties. Those closed session meetings took place at the August 21, 2019, January 15, 2020, February 19, 2020 and June 17, 2020 Board of Commissioners monthly meetings. The Forest Preserves of Winnebago County has since purchased the properties discussed during those closed sessions. There is no longer reason to conceal the land acquisition information discussed during those closed sessions. Audrey Johnson made a motion and Cheryl Maggio seconded to approve the closed session meeting minutes containing information regarding the acquisition of the Ferguson, Lithuanian Club and Funderburg properties be opened for public access. Motion passed unanimously.

Personnel Policy – The Forest Preserves of Winnebago County utilizes a Personnel Policy Manual to dictate agency policies and protocols. The Personnel Policy Manual needed to be updated to be congruent and current with new laws, requirements, agency changes and technological advances. The Forest Preserves of Winnebago County administrative staff made revisions to the Personnel Policy Manual to make it congruent and current. The Personnel Policy Manual was reviewed by the Forest Preserves of Winnebago County legal counsel, Sosnowski/Szeto LLP, and appropriate edits were made by legal counsel. The Personnel Policy Manual was presented for review to the Board of Commissioners for the Forest Preserves of Winnebago County at the January 2021 Board meeting. The Personnel Policy Manual approved via this Resolution supersedes any and all Personnel Policies or Manuals previously in place prior to this Manual and will be distributed to all full time and part time staff and an abbreviated version of the Personnel Policy Manual distributed to all seasonal staff. Since distribution at the January Board meeting, the wording pertaining to the vacation policy was updated. A revised copy was handed out to the Board of Commissioners. Judy Barnard made a motion and Audrey Johnson seconded to approve the revised Personnel Policy Manual. Motion passed unanimously.

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.

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

Judy Barnard asked about the Deer Management Program. Mike Holan stated there were 50 deer taken in 3-4 days, including one of the two at Klehm Arboretum. Staff wants to concentrate on getting the last deer at Klehm and then focus on the Funderburg property. All deer are tested for CWD. Judy also questioned the amount of wood duck eggs in the Natural Resource report. Mike Holan and Mike Eickman addressed her question.

Mike Eickman request that he be notified if Natural Resource staff cuts brush at Colored Sands due to wire/rebar concerns.

Jeff Tilly passed out copies of Mike Holan’s performance evaluation to the Board of Commissioners. The performance evaluation will be added under closed session at next month’s Board meeting.

Judy Barnard asked to start having discussion regarding the future of funding for land acquisitions. Judy also asked if the Forest Preserve can buy or borrow car counters for some of the busier preserves. Mike Holan stated he would look into the car counters but that they should be in the preserves for a full year for best results. It is not recommended to use them at the preserves with campgrounds. This may be a good idea for grant purposes.

ADJOURNMENT

Meeting adjourned at 6:15 PM.

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

Respectfully Submitted,

Kristy Knapp

Recording Secretary

Board Meeting Agenda – March 17, 2021

Released Land Acquisition Minutes June 17, 2020

Released Land Acquisition Minutes February 19, 2020

Released Land Acquisition Minutes January 15, 2020

Released Land Acquisition Minutes August 21, 2019

Board of Commissioner Minutes January 20, 2021

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

January 20, 2021

PRESENT STAFF

Judy Barnard Mike Holan, Executive Director

Mike Eickman Steve Chapman, Finance

Jake Henry Vaughn Stamm, Preserve Operations

Audrey Johnson Ann Wasser, Education

Gloria Lind-via zoom Kim O’Malley, Human Resources/Volunteer Program

Cheryl Maggio

Jeff Tilly

GUESTS

Alex Mill, Klehm Arboretum

Michael Marti, Sugar River Adventures

ROLL CALL

The meeting was called to order at 5:30 PM, by President Tilly. Recording secretary 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 December 16, 2020 were approved. Harassment training was moved to the end of the meeting. No other changes were made to the agenda.

NEW BUSINESS

Mike Holan addressed the Personnel Policy that was handed out to the Board members. Legal counsel has reviewed the Policy and it will be brought to the next Board meeting for approval. Mike also announced that Jim Pirages, legal counsel for the Forest Preserves has left Hinshaw and Culbertson. Mike asked the Board to decide what should be done with the Forest Preserves’ records. The Board’s consensus is to have the files sent to Forest Preserve Headquarters. Lastly, Mike discussed the Ledges clubhouse and the needed repairs of the building. There is money in the budget to do some of the repairs to the clubhouse but now might be a good time to talk about the possibility of demolishing the building and replacing it. Mike’s concern is that the building is to a point where the repairs are going to be too costly. There was discussion between the Board and staff regarding the clubhouse, deferred maintenance and the possibility of collecting money from the casino project. The Board has asked Mike to provide a list of the top 20 most needed projects.

ACTION ITEMS

Sugar River Adventures Agreement – Mike Holan addressed the Board regarding the relationship between Sugar River Adventures and the Forest Preserves of Winnebago County. In the year 2020 the Forest Preserves of Winnebago County issued Sugar River Adventures a permit to launch tubes and kayaks at the Colored Sands and Yale Bridge canoe launches and to use the Sugar River canoe launch as a takeout location as part of Sugar River Adventures’ business venture. Sugar River Adventures operated at the canoe launches in the summer of 2020 and was compliant with all stipulations of the permit. Sugar River Adventures made a request to renew their permit and requested to do so for more than one year. Forest Preserves of Winnebago County felt that Sugar River Adventures was a responsible permit holder and is willing to enter into a license agreement with Sugar River Adventures for multiple years instead of just issuing a permit. Forest Preserves of Winnebago County’s legal counsel Sosnowski/Szeto drafted a license agreement between Forest Preserves of Winnebago County and Sugar River Adventures for a period of two (2) years beginning on March 1, 2021 and ending on February 28, 2023 with the possibility of a two (2) year extension if both parties agree. The Board discussed the proposed contract in regards to the 2-year extension, an out in the contract and where the revenue should be allocated. Judy Barnard made a motion, Mike Eickman seconded to authorizes the License Agreement between the Forest Preserves of Winnebago County and Sugar River Adventures for a period of two (2) years with a possible two (2) year extension. Motion passed unanimously.

Bills for December – Judy Barnard made a motion, Audrey Johnson seconded to authorize the payment of the bills for December in the amount of $512,308.98. Motion passed unanimously.

Purchase of Replacement Truck – As part of the 2021 capital budget, the board approved for replacements of the following trucks: #143 North Area Preserve Maintenance – 2003 GMC 2500 4×4 pickup truck w/ snowplow & salt spreader with over 176,300 miles. This truck is prioritized for replacement because of corrosion & mechanical issues. #355 South Area Preserve Maintenance – 2008 Ford F250, 4×4 pickup truck w/snowplow & salt spreader with over 135,000 miles. This truck is prioritized for replacement because of body, bed, & frame corrosion and mechanical issues with the snowplow. There are currently no active State Bid Contracts available for these vehicles so a call for bids was sent out to area dealerships. Sealed bids were opened on January 8^th, at 10:00am at Headquarters and the low bid received was from Manley Ford in Belvidere, Illinois for two (2) 2021 Ford F250 4×4 standard cab pickup trucks with snowplow and salt spreader. The cost as specified is $39,716.15 for each 2021 Ford F250 4×4 standard cab pickup trucks with snowplow and salt spreader, totaling $79,432.30 for both trucks, for which the staff budgeted $96,000.00 for these trucks collectively in the 2021 budget. Audrey Johnson made a motion, Gloria Lind and Mike Eickman seconded to approve the purchase of replacement pickup trucks. Motion passed unanimously.

STAFF REPORTS

Preserve Operations – Vaughn Stamm, Scott Stewart, Scott Wallace & Bryan Helmold submitted a written report. Vaughn addressed the submitted 2020 in-kind service report for Klehm Arboretum.

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

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

Environmental Education – Ann Wasser submitted a written report. Ann spoke on the virtual training that is being done for the community science program. She also mentioned that all the AmeriCorps positions are now posted.

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

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

PRESENTATIONS and PUBLIC PARTICIPATION

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

ANNOUNCEMENTS and COMMUNICATIONS

Cheryl Maggio asked about the OSLAD grants and Mike Holan stated the grants are on hold indefinitely.

ADJOURNMENT

Meeting adjourned at 6:44 PM.

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

Respectfully Submitted,

Kristy Knapp

Recording Secretary

Board Meeting Agenda – February 17, 2021

Board of Commissioner Minutes December 16, 2020

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

December 16, 2020

PRESENT STAFF

Judy Barnard Mike Holan, Executive Director

Mike Eickman Steve Chapman, Finance

Audrey Johnson Vaughn Stamm, Preserve Operations

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

Jeff Tilly Ann Wasser, Education-via Zoom

ABSENT GUESTS

Jake Henry Mike Groves, Natural Resource Manager

Gloria Lind

SWEARING IN of ELECTED COMMISSIONERS

Commissioners Cheryl Maggio and Jeff Tilly were sworn in by Judge Holmgren. They were each installed for 6 year terms.

ROLL CALL

The meeting was called to order at 5:42 PM, by President Tilly. Recording secretary Kristy Knapp called the roll.

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

ELECTION of PRESIDENT and VICE PRESIDENT

Audrey Johnson asked for a motion for nominations for President from the Board. Cheryl Maggio nominated Jeff Tilly for President. Jeff Tilly accepted the nomination. Nominations were closed for President. Jeff Tilly was voted in as the Board President. Jeff Tilly nominated Mike Eickman for Vice President. Mike Eickman accepted the nomination. Nominations were closed for Vice President. Mike Eickman was voted in as the Board Vice President.

APPROVAL of AGENDA and MINUTES Minutes for November 18 were approved. No changes or additions were made to the agenda.

PRESENTATIONS and PUBLIC PARTICIPATION

2021 Restoration Manual – Mike Groves – Mike Groves presented the 2021 Resource Management Land Restoration Plans. Mike reviewed the goals, objectives and everything that the Natural Resources staff has accomplished throughout the year. He pointed out the burn acreage was down for the season due to COVID. The fall season was better for burning, with a total of 284 acres burned last year. 40 acres of prairie restoration was planted and the seed collect total was up from last year, with $160,000 worth of seed. Mike also spoke on the Deer Management project, tree transplants, forestry mowing and projects for the upcoming year. Mike mentioned there will be more prairie restorations done next year including the new Funderburg and Kishwaukee properties. In addition, he reviewed the 2021 tree order, seed harvest list, and finally the restoration and burn plans. Mike Eickman requested a portion of Colored Sands be burned next year.

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 December 16, 2020 and shall conclude on December 1, 2022. Judy Barnard made a motion and Mike Eickman seconded to approve the appointment of the Officers of the Forest Preserves of Winnebago County. Motion passed unanimously.

Bills for November – Audrey Johnson made a motion, Judy Barnard seconded to authorize the payment of the bills for November in the amount of $372,054.62. Motion passed unanimously.

Purchase of Replacement Truck – As part of the 2021 capital budget, the board approved for replacements of the following trucks: #146 Ledges Golf Maintenance – 2004 Ford Sport Trac 4×4 pickup truck with over 142,600 miles. This truck is prioritized for replacement because of corrosion & mechanical issues and will be auctioned off, #347 Central Maintenance Shop – 2008 Ford F250 diesel powered 4×4 pickup truck with over 184,144 miles. This truck is prioritized for replacement because of corrosion & mechanical issues and will be auctioned off, and #417 Natural Resource Department – 2011 Ford F250 extended cab 4×4 pickup truck with over 139,000 miles. This truck will rotate into the system to provide a vehicle for additional Resource Tech position. There are currently no active State Bid Contracts available for these vehicles so a call for bids was sent out to area dealerships. Sealed bids were opened on December 4^th , at 10:00am at Headquarters and the low bid received was from Manley Ford in Belvidere, Illinois for two (2) 2021 Ford F250 standard cab 4×4 pickup trucks and one (1) Ford F250 super cab 4×4 pickup truck. The cost as specified is $32,568.05 for each standard cab truck and $32,333.05 for the super cab truck, totaling $97,469.15 for all three (3) trucks, for which the staff budgeted $130,000.00 for these trucks collectively in the 2021 budget. Judy Barnard made a motion, Mike Eickman and Audrey Johnson seconded to approve the purchase of replacement pickup trucks. Motion passed unanimously.

STAFF REPORTS

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

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

Golf Operations – Vaughn Stamm, Rich Rosenstiel, Tyler Knapp, and Mark Freiman 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 announced the Sexual harassment training will be held at the January Board Meeting.

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

ANNOUNCEMENTS and COMMUNICATIONS

ADJOURNMENT

Meeting adjourned at 6:07 PM.

Next board meeting 5:30 PM, Wednesday, January 20, 2021, Preserve Headquarters

Respectfully Submitted,

Kristy Knapp

Recording Secretary

Board Meeting Agenda – January 20, 2021

Board of Commissioner Minutes November 18, 2020

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

November 18, 2020

PRESENT STAFF

Judy Barnard-via Zoom (late 5:32pm) Mike Holan, Executive Director

Mike Eickman Steve Chapman, Finance

Gloria Lind-via Zoom Vaughn Stamm, Preserve Operations

Cheryl Maggio Kim O’Malley, HR/Volunteer Program

Jeff Tilly Ann Wasser, Education-via Zoom

ABSENT

Jake Henry

Audrey Johnson

ROLL CALL

The meeting was called to order at 5:30 PM, by President Tilly. Recording secretary 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 October 21, 2020 were approved. Public budget hearing meeting minutes for October 21, 2020 were approved. No changes or additions were made to the agenda.

ACTION ITEMS

Bills for October – Gloria Lind made a motion, and Cheryl Maggio seconded to authorize the payment of the bills for October in the amount of $532,871.59. Motion passed unanimously.

2021 Board Meeting Schedule – The 2021 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 2021: January 19, February 17, March 17, April 21, May 19, June 16, July 21, August 18, September 15, October 20, November 17 and December 15. Judy Barnard made a motion, and Mike Eickman seconded, to approve the 2021 Board Meeting Schedule. 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, 2020 and shall terminate on September 30, 2022, 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, 2020 through September 30, 2021, contract costs for salaries and benefits shall be as follows: Two 12-month Senior Deputies for a total annual cost of $204,269.16 (charged at a rate equal to 9 months). From October 1, 2021 through September 30, 2022, the increase in contract cost for salaries and benefits shall be a direct increased cost per the Fraternal Order of Police contract. The new contract will be reducing the number of vehicles needed from three vehicles to two vehicles. Mike Eickman made a motion and Gloria Lind seconded to accept the Intergovernmental Agreement between the Forest Preserves of Winnebago County and the Winnebago County Sheriff’s Department for police services. Motion passed unanimously.

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.

Environmental Education – Ann Wasser submitted a written report. Ann let the Commissioners know that the Severson Dells’ building will be closed to the public as of Friday, November 20 due to Tier 3 mitigations for COVID-19. Staff will continue to work in the building. She also mentioned that the Luminaria may be postponed until President’s Day weekend or possibly cancelled.

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

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

Cheryl Maggio thanked staff for their hard work this year. Jeff Tilly mentioned that his coworker was complimenting the forest preserve on how well-kept and clean the grounds were at Pecatonica for their wedding ceremony.

ANNOUNCEMENTS and COMMUNICATIONS

Mike Holan reminded the Commissioners that next month’s Board meeting will be the swearing in of Commissioners Jeff Tilly and Cheryl Maggio. Judy Barnard will find a Judge for the swearing in. Mike also reminded the Commissioners that they will be electing a president at the December meeting.

Cheryl Maggio asked if anything will affect the forest preserve in reference to the Governor announcement. Mike Holan stated the forest preserve will continue to operating as we have been. Cheryl asked if the gaming machines are still on at the golf course and Vaughn Stamm replied that the gaming machines have been shut down and that he will provide an annual report for the gaming revenue.

Judy Barnard asked if Ledges or Atwood Golf Courses were still open. Vaughn Stamm reported that Ledges is closed but Atwood Homestead Golf Course is open through the weekend and after this weekend it will be open on an on-call basis.

ADJOURNMENT

Meeting adjourned at 5:53 p.m.

Next board meeting, 5:30 p.m., Wednesday, December 16, Preserve Headquarters

Respectfully Submitted,

Kristy Knapp

Recording Secretary

Board Meeting Agenda – December 16, 2020

Board of Commissioner Minutes October 21, 2020

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

October 21, 2020

PRESENT STAFF

Judy Barnard Mike Holan, Executive Director

Mike Eickman Steve Chapman, Finance (via phone)

Jake Henry Vaughn Stamm, Preserve Operations

Audrey Johnson Ann Wasser, Education

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

Jeff Tilly

ABSENT GUESTS

Gloria Lind Alex Mills – Klehm Arboretum

ROLL CALL

The meeting was called to order at 5:31 PM, by President Tilly. Recording secretary 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 16 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, Addie Chambers and Henry Ernsberger, who will be working at Severson Dells as environmental educators. Addie and Henry started 4 weeks ago and are helping with school programs among other things. Addie and Henry gave a brief background on themselves.

NEW BUSINESS

Jake Henry asked if the Forest Preserve had been contacted about a property the Boy Scouts owned near Sugar River. Mike Holan told Jake that no one has contacted him about a property near Sugar River and if Jake’s neighbor has any questions they can contact him. Jake will get more information.

ACTION ITEMS

Bills for September – Audrey Johnson made a motion, Judy Barnard seconded to authorize the payment of the bills for September in the amount of $508,735.91. Motion passed unanimously.

Budget and Appropriations Ordinance – The Forest Preserves of Winnebago County’s Fiscal Year budget operates from November 1 through October 31. The Board of Commissioners has been presented the proposed Fiscal Year 2020-2021 Annual Budget and Appropriation for review and adoption. The budget has been laid over for 30 days for public review and comment. Discussion was had between the Board of Commissioners and staff regarding raises for staff and the corporate replacement tax. Judy Barnard made a motion and Mike Eickman and Audrey Johnson seconded that the Fiscal Year 2020-2021 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 Fiscal Year 2020-2021 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. Audrey Johnson made a motion and Cheryl Maggio seconded that the tax levy be adopted. Roll call vote taken. Levy ordinance passes 4-1. (Jake Henry voted no).

2021 Fee Schedule – Preserves staff is proposing the following changes for the 2021 Golf Fees and Charges and the 2021 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 2021 as in 2020, increase daily cart rental rate by $1, a single rider cart request fee of $16 per 9-holes and $26 per 18-holes added to the 2021 Golf Fee Schedule in order to accommodate individual requests, increase in the rate for Tournament Greens fees from $15 to $20, increase in the maximum allowable rate for Outings and Playdays from $31 to $35, and an increase in the practice range pass fee of $25 for resident and non-resident use. There will be no increase or change in shelters, campground or other fees in 2021. The Board of Commissioners and staff discussed the single cart request. Mike Eickman made a motion Audrey Johnson seconded to approve a resolution to revise the 2021 Golf Fees and Charges and the 2021 Preserve Fees and Charges Schedule. Motion passed unanimously.

2021 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 Cheryl Maggio seconded, to approve the 2021 Holiday schedule to be observed by the Forest Preserves of Winnebago County employees for the year 2021. Motion passed unanimously.

Families First Coronavirus Response Act Policy – The Families First Coronavirus Response Act includes the Emergency Family & Medical Leave Expansion Act & Emergency Paid Sick Leave Act. The Board of Commissioners for the Forest Preserves of Winnebago County and Forest Preserves of Winnebago County are committed to assisting employees affected by the COVID-19 outbreak with job-protected leave and pay, where applicable. Forest Preserves of Winnebago County developed an agency policy to be consistent and to comply with federal law regarding the Families First Coronavirus Response Act. The policy will be in effect until December 31, 2020. Forest Preserves of Winnebago County has an Employee Personnel Policy Manual which does not include an adopted policy that provides leave and pay guidelines during the COVID-19 outbreak. Forest Preserves’ legal counsel, Sosnowski/Szeto LLP, reviewed the policy and agrees that it is in compliance with the Families First Coronavirus Response Act. Audrey Johnson made a motion and Mike Eickman seconded, to adopt the Families First Coronavirus Response Act Policy. Roll call vote taken. Families First Coronavirus Response Act Policy ordinance passes 4-1. (Jake Henry voted no).

Infectious Disease Control Policy – The Board of Commissioners for the Forest Preserves of Winnebago County and Forest Preserves of Winnebago County are committed to the safety of employees, patrons and community, including during an infectious disease outbreak. Forest Preserves of Winnebago County will take proactive steps to protect employees during any such time period and strive to operate effectively to ensure that all essential services continue to be provided. Forest Preserves of Winnebago County has an Employee Personnel Policy Manual which does not include an adopted Infectious Disease Control Policy that provides guidelines during an infectious disease outbreak. The Infectious Disease Control Policy puts the Forest Preserve in compliance with federal law under the Families First Coronavirus Response Act.

Forest Preserves’ legal counsel, Sosnowski/Szeto LLP, reviewed the Infectious Disease Control Policy and agrees that it is in compliance with the Families First Coronavirus Response Act. The Infectious Disease Control Policy will be a continuous policy. Audrey Johnson made a motion and Judy Barnard seconded, to approve the Infectious Disease Control Policy. Roll call vote taken. Infectious Disease Control Policy ordinance passes 4-1. (Jake Henry voted no).

Election Day State Holiday – Mike Holan stated that on June 16, 2020, Governor Pritzker declared Election Day as a State Holiday. After the information was submitted to the Commissioners regarding Election Day, Mike was notified from Illinois Association of Park Districts (IAPD) that the declaration of a State Holiday does not necessarily affect local governments. Mike is asking the Board of Commissioners to decide if they would like to approve Election Day as a State Holiday. This is a one-time Holiday on Tuesday, November 3, 2020. Judy Barnard made a motion and Mike Eickman seconded to approve the Election Day State Holiday as an observed Holiday by the Forest Preserves of Winnebago County. Motion passed 4-1 (Jake Henry voted no.)

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 30, 2021. 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. Mike Eickman made a motion and Audrey Johnson 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.

Acceptance of Capital Asset – Klehm’s Children Garden Water Feature – Mike Holan mentioned that the Nancy Olson Children’s Garden Water Feature at Klehm Arboretum & Botanic Garden started 2 years ago and the project is now complete. Photos of the Children’s Garden Water Feature were shown to the Board of Commissioners and discussed the process for improving and completing the water feature. The water feature improvements came to a total cost of $228,991.00 and include: multiple downhill flowing shallow streams, splash pad with associated water jets, porous pave rubber surfaces on pathways and splash pad, landscaping, stone, pavers and fencing, and a pump system to operate the water feature. Klehm Arboretum & Botanic Garden intends to fund and perform regular and routine maintenance to the water feature to keep it operating in a safe and functional manner at no cost to the Forest Preserves of Winnebago County. The Board of Directors of the Klehm Arboretum & Botanic Garden has passed a Resolution approving the donation of the Nancy Olson Children’s Garden Water Feature to the Forest Preserves of Winnebago County. They are asking the Board of Commissioners of the Forest Preserves of Winnebago County to accept the gift of the Nancy Olson Children’s Garden Water Feature improvements, valued at $228,991.00, from the Klehm Arboretum & Botanic Garden, Inc. The Board of Commissioners addressed Alex with questions regarding the water feature in regards to safety and maintenance cost. Judy Barnard asked Mike to draft a letter to the children of Nancy Olson thanking them for funding the water feature. Judy will get their addresses to Mike. Audrey Johnson made a motion and Cheryl Maggio seconded, to approve accepting Klehm’s Children Garden Water Feature as a Capital Asset. Motion passed 4-1 (Jake Henry voted no.)

STAFF REPORTS

Preserve Operations – Vaughn Stamm, Scott Stewart, Scott Wallace & Bryan Helmold submitted a written report. Vaughn responded to Audrey Johnson regarding the campgrounds still being open until November 15^th. The water will be on until temperatures become too cold.

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

Golf Operations – Vaughn Stamm, Rich Rosenstiel, Tyler Knapp & Mark Freiman submitted a written report. Vaughn stated that Macktown Golf Course is now closed for the season, Ledges last day will be November 3^rdand Atwood will remain open weather permitting.

Environmental Education – Ann Wasser submitted a written report. Ann announced the Severson Dells Breakfast video is on the Severson Dells website and Facebook page. It is broken down into segments for easy viewing.

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

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

Mike Holan let the Board of Commissioners know that he contacted Steve Clark regarding the Pecatonica property that was discussed at last month’s meeting. Steve sent Mike several comps on the property which is estimated at $3,500-$4,000 an acre. Mike contacted Mr. Hillibrandt and told him the Forest Preserve is not interested at this time.

Jeff Tilly asked Kim O’Malley for a list of future new full-time employees so they can be welcomed and invited to the Board Meetings.

Judy Barnard asked about the three damaged golf carts at Ledges Golf Course. Vaughn replied letting her know this is not common and the Forest Preserve is seeking restitution on the three golf carts.

Cheryl Maggio asked if the Law Enforcement reports can be less detailed. Mike Holan said he will adjust the detail on the report.

Judy Barnard asked if there can be a meeting held in the future to discuss land acquisitions. Also, in the future she is asking for a report on a five-year plan for the Funderburg property in regards to improvements and restoration. Audrey Johnson mentioned there should be a plan for the Barn at the Funderburg property. Jeff Tilly asked for an updated report on the Land Acquisition Fund.

ADJOURNMENT

Meeting adjourned at 6:40 PM.

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

Respectfully Submitted,

Kristy Knapp

Recording Secretary

Budget Public Hearing Minutes October 21, 2020

Board Meeting Agenda – November 18, 2020

Board of Commissioner Minutes September 16, 2020

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

September 16, 2020

PRESENT STAFF

Judy Barnard Mike Holan, Executive Director

Mike Eickman Steve Chapman, Finance – left at 5:57pm

Jake Henry Ann Wasser, Education

Audrey Johnson Kim O’Malley, Human Resources/Volunteer Program

Gloria Lind – arrived at 5:31pm

Jeff Tilly

ABSENT GUESTS

Cheryl Maggio Alex Mills, Klehm

ROLL CALL

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

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

APPROVAL OF AGENDA and MINUTES Minutes for August 19 were approved. Closed session was moved to the end of the meeting after announcements. No additions were made to the agenda.

UNFINISHED BUSINESS / DISCUSSION

Jake Henry questioned the Board meeting minutes from July in reference to a 1.5% cost of living raise given to staff. Jeff Tilly perused the July minutes and was unable to locate the information Jake was referencing in the July minutes. Jeff Tilly asked Jake to reference where in the minutes he saw this information and bring it back to the Board for further discussion.

ACTION ITEMS

Bills for August – Judy Barnard made a motion, Gloria Lind seconded to authorize the payment of the bills for August in the amount of $4,217,968.97. Motion passed unanimously.

Acceptance of Budget & Appropriations Ordinance Layover – Mike Holan discussed the changes from last month’s draft budget. Changes include, adding $10,000 to the Natural Resource Department’s temporary salaries, improvements to the Sugar River campground, a new greens mower at Ledges Golf Course and new microwave radios at Headquarters. The changes were made in lieu of updating the electric at Hononegah campground. 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 Fiscal Year 2020-2021 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 that the Board will layover the 2020-2021 Annual Budget and Appropriation Ordinance for public review and comment until the October 21, 2020 Board meeting. Roll call vote taken. Budget & Appropriations Ordinance Layover passes 5-0.

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 Fiscal Year 2020-2021 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. Judy Barnard made a motion and Gloria Lind seconded that the Board will layover the 2020-2021 Tax Levy for public review and comment until the October 21, 2020 Board meeting. Roll call vote taken. Levy Ordinance Layover passes 5-0.

Opposition to Proposed Confined Animal Feeding Operations in Northwest Winnebago County – At the August Board Meeting it was agreed upon that the Board of Commissioners were going to submit a resolution to oppose the proposed hog factory. Judy Barnard presented a resolution to the Board in regards to the opposition. Judy spoke on the details of the resolution. Jeff Tilly thanked Judy and asked her for copies of the research studies and court case records. Judy agreed to put together a packet of that information and send it to the Commissioners. Mike Holan asked Judy to supply a list of emails or mailing addresses for the resolution. Gloria Lind made a motion, Mike Eickman seconded to approve the resolution to oppose the proposed confined animal feeding operations in Northwest Winnebago County. Motion passed 4-1. (Jake Henry voted no.)

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.

Environmental Education – Ann Wasser submitted a written report. Ann announced Severson Dells is starting to do virtual programing for local schools. She also mentioned there are two new AmeriCorps members starting at the end of the month going through next September.

Human Resources/Volunteer Program Report – Kim O’Malley submitted a written report. Kim announced that the last R.E.A.P. Workday will be this Saturday at Cedar Cliff Forest Preserve where they will be planting plugs.

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

Alex Mills announced Autumn at the Arboretum will be an entire week this year instead of just one day. It will be held from October 11-18 and admission will be free for the week. A pilot program for smart phone tours will be launched along with other activities during the event. He also mentioned that Klehm has received 2 of the 3 approvals from the City of Rockford to receive a permit for construction of a monument sign on Main Street. He hopes to have the sign installed by the end of October.

Mike Holan wanted to remind the Commissioners about the press conference on September 21^st at the R. Robert Funderburg Forest Preserve property starting at 10:00am.

Mike Eickman announced the Sand Bluff IBA designation will be October 9^th.

ANNOUNCEMENTS and COMMUNICATIONS

September 19 – Nurture Nature at a R.E.A.P. Volunteer Workday at Cedar Cliff Forest Preserve, Saturday from 9:00am – 12:00pm

October 11-18 – Autumn at the Arboretum at Klehm Arboretum & Botanic Garden

CLOSED SESSION

Audrey Johnson made a motion to go into closed session at 6:09 pm. At 6:40pm, the meeting returned to open session. No action was taken while in closed session.

ADJOURNMENT

Meeting adjourned at 6:41PM.

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

Budget Hearing at 5:15 on Wednesday, October 21, Preserve Headquarters

Respectfully Submitted,

Kristy Knapp

Recording Secretary

Budget Hearing Agenda – October 21, 2020

Board Meeting Agenda – October 21, 2020

Board of Commissioner Minutes August 19, 2020

Forest Preserves of Winnebago County

BOARD MEETING

Preserve Headquarters

Wednesday, August 19, 2020

PRESENT STAFF

Judy Barnard Mike Holan, Executive Director

Mike Eickman Steve Chapman, Finance – Left at 5:43pm

Jake Henry Vaughn Stamm, Preserve Operations

Audrey Johnson Kim O’Malley, Human Resources/Volunteer Program

Gloria Lind Ann Wasser, Education

Cheryl Maggio

Jeff Tilly

GUESTS

Alex Mills – Klehm

ROLL CALL

The meeting was called to order at 5:30 PM, by President Tilly. Recording secretary 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 July 15, 2020 were approved. Action items and new business were moved up on the agenda. No other additions were made to the agenda.

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 $758,893.79. Motion passed unanimously.

NEW BUSINESS

Draft Budget – Fiscal Year 2020/2021 – Mike Holan gave a brief overview of the draft budget. Steve Chapman discussed the draft budget in more detail for the Commissioners. Steve announced that the budget will be presented for layover at the next Board meeting on September 16 and then presented for approval at the October 21 meeting. A copy of the draft Annual Budget and Appropriations Ordinance and Budget Assumptions & Guidelines for the 2020/2021 fiscal year were passed out to the Board for review. Steve told the Commissioners if they have any questions please contact either Mike or himself within this next month.

Jake Henry proposed setting a two-term limit for the President position. Mike Holan told Jake the Board would need to pass a resolution amending the Commissioner’s handbook. Jeff Tilly asked Jake to submit a draft proposal of a resolution which could be submitted for the next Board meeting as an action item.

Cheryl Maggio asked for further discussion on the hog factory. She is asking for the Board to help in other ways than just a resolution and was wondering if the forest preserve could start an online petition. Judy Barnard discussed what information she has been given and what research she has done thus far on the proposed hog factory. Cheryl stated and Judy agreed that the initial application was submitted but the applicant has yet to submit additional information to have the intent to construct filed. After the additional information is submitted, the public has 30 days to gather and submit their petitions to ask for a public hearing. Some of the Commissioners voiced that the Governor’s office should be contacted in regards to the hog factory. Judy asked Jeff Tilly if she could put together a draft resolution, which he agreed. Mike Holan sent information to John Nelson with the Illinois State Nature Preserves in reference to Ferguson being a WRP property and Colored Sands and Sugar River Alder having Nature Preserves within them. John may weigh in on the IDNR aspect of this. Jeff thanked Judy and Cheryl for their time and efforts on the research they’ve done. The Board will plan to draft a resolution for next month’s meeting to oppose the hog factory due to environmental impact.

Mike Holan announced there will be a press conference held for the newly acquired Funderburg property. This property is the 44^th forest preserve making the total forest preserve acreage 11,384. Mike is looking to hold the press conference sometime between the dates of September 14-22. Mike asked the Commissioners to let him know if a date will or will not work for them. There is a sign for the property in progress and should be completed and installed within the next couple weeks. The sign will be installed off Meridian and Montague Road. Gloria Lind asked if a tour will be done for the new property and it was decided that due to COVID-19, the Commissioners will need to tour the property on their own. The Board agreed to hold the press conference and the press release at the same time. Judy Barnard offered her assistance with the press conference and asked if it would be possible to have someone shoot drone footage of the property.

UNFINISHED BUSINESS / DISCUSSION

Hononegah Campground Electric Service – At the July Board meeting, there was much discussion about replacing the electric at Hononegah campground. The cost would be approximately $185,000, in addition to approximately $50,000 for required ADA improvements. As part of the 2020 fiscal year budget, money was allocated to provide for an engineering cost analysis and project design along with the electrical improvements, which is why staff is asking the Board to decide tonight on what they would like to do. Staff recommends putting the money into the other campgrounds and keeping the electric as is at Hononegah campground. Mike Holan stated the money will most likely be distributed between equipment and the other campgrounds. The Board gave a general consensus that they do not want to replace the electric at Hononegah campground. Vaughn stated that Mike and himself will work on a revised capital proposal for the funds and send it to the Board.

STAFF REPORTS

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

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

Golf Operations – Vaughn Stamm, Rich Rosenstiel, Tyler Knapp and Mark Freiman submitted a written report. Vaughn reported the theft of 6 golf carts at Atwood Homestead Golf Course. A claim was filed with PDRMA and video surveillance will be added to the outside of the building. Jeff suggested putting a sign on the building stating cameras in use.

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

September 19 – Nurture Nature at a R.E.A.P. Volunteer Workday at Cedar Cliff Forest Preserve, Saturday from 9:00am – 12:00pm

ADJOURNMENT

Meeting adjourned at 6:40 PM.

Next board meeting 5:30 PM, Wednesday, September 16, 2020, Preserve Headquarters

Respectfully Submitted,

Kristy Knapp

Recording Secretary

Board Meeting Agenda – September 16, 2020

Board of Commissioner Minutes July 15, 2020

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

July 15, 2020

PRESENT STAFF

Judy Barnard Mike Holan, Executive Director

Mike Eickman Steve Chapman, Finance

Audrey Johnson – via phone Vaughn Stamm, Preserve Operations

Gloria Lind Ann Wasser, Education

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

Jeff Tilly

Jake Henry – via phone at 6:08pm

GUESTS

Daniel Huntley

Dennis Johnson

Thomas Walsh

Craig Campbell

Ryan Pnakovich

Alex Mills – Klehm Arboretum

ROLL CALL

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

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

APPROVAL OF AGENDA and MINUTES Minutes for June 17, 2020 were approved. No changes or additions were made to the agenda.

PRESENTATIONS and PUBLIC PARTICIPATION

Severson Dells’ Dog Discussion – Dan Huntley – President of the Severson Dells Foundation Board addressed the Preserves Board regarding the Board’s opposition of having dogs at Severson Dells due to the interference they cause with education programs and the impact with wildlife. He is urging the body to reverse the change of allowing dogs at Severson.

Proposed Hog Farm – Tom Walsh and Dennis Johnson – Tom Walsh addressed the board regarding the proposed hog farm. He stated they are not farms, they are factories. The farms start out at 5,000 heads and gradually grow in a few years to 10,000 heads. These farms produce a hundred tons of manure per day. Manure will be spread in the watershed near the Sugar River. Dennis Johnson then addressed the Board. He stated that there are native plants that grow in the Sugar River Valley. It is a pristine area and will be affected negatively by the hog farm. Within 5 miles of the proposed farm, there are 8 Preserves owned by the Forest Preserves of Winnebago County. There are endangered plants and species that will ultimately be affected. They are seeking a resolution from the Preserves stating they are opposed to having hog farms in our area that will affect the Preserves.

IPARKS – Ryan Pnakovich – Ryan is a representative from IPARKS Risk Management. He gave an overview of what IPARKS is. They are a risk sharing pool in Illinois that have been in business for 30 years. He stated it is an exceptional program with broad coverage for parks, preserves and conservation districts and it will serve the Preserves well, as well as save the Preserves in insurance costs.

NEW BUSINESS

Hononegah Campground Electric Service – The campground located within Hononegah Forest Preserve has an aging electric service that has and continues to fail, and is in need of replacement if the current level of campground service is to be continued. The underground wiring and service panels, which provide power to the campsites, are estimated to be over 40 years old. Numerous ground fault issues required electric service to be terminated at several campsites. Over the past 6 years the electrical service systems have been replaced at Sugar River and Seward Bluffs Campgrounds. Because of the high cost for replacement compared to the insufficient use and resulting minimal revenues, the electrical service at Pecatonica Campground was not replaced and this area has since been converted to a Youth and Scout Camping area. Campground revenue has been declining steadily and annual revenues only slightly outpace expenses associated with running each of the campgrounds. Historically the preserves facilitated the campgrounds with paid hosts. The hosts are on-site over the weekends and are responsible for assisting campers with registrations, selling firewood, cleaning outhouses and shower-house and assisting management and law enforcement on any issues that may arise over the weekends. These positions have been difficult to fill over the past several years. As part of the 2020 fiscal year budget, money was allocated to provide for an engineering cost analysis and project design. Staff has created a revised campground site configuration that reduced the number of sites, improved current site layout and provided required ADA changes. The cost analysis was completed in June of 2020. The cost for the new electrical, will be approx. $185,000, in addition to approximately $50,000 for ADA improvements. Revenue brought in from the campground is approximately $16,000 per year. After much discussion, it was decided to lay this over until the August board meeting to see if any grants or any type of funding is available for this project.

ACTION ITEMS

Bills for June – Cheryl Maggio made a motion and Judy Barnard seconded to authorize the payment of the bills for June in the amount of $650,308.86. Motion passed unanimously.

Land Acquisition Contract – Property Adjacent to Severson Dells – The Land Advisory Council has recommended that the Preserves purchase an 868.6 acre property adjacent to Severson Dells Forest Preserve. An appraisal has been done by Harrison & Associates, appraising the property at $5,100,000. The property owners reached an agreement with the Preserves to sell the property to the Preserves at a bargain sale price of $3,519,000 with the remaining $1,581,000 considered a gifted donation to the Preserves. The Clean Energy Foundation has awarded the Preserves a grant in the sum of $3,000,000 toward the purchase of this property and the Preserves will need to contribute $519,000 toward the purchase. The Preserves has sufficient land acquisition funds for the purchase. Judy Barnard made a motion and Audrey Johnson and Gloria Lind seconded that the Preserves purchase the 868.6 acre property adjacent to Severson Dells Forest Preserve. Roll call vote taken. Motion passed unanimously.

Authorization of Membership into IPARKS Risk Management Pool – IPARKS is a cooperative agency consisting of 174 members including park districts, forest preserve districts and conservations districts. The Preserves has been accepted for membership from IPARKS to receive such liability and worker’s compensation insurance coverage. The Board has received and reviewed the Bylaws, Intergovernmental Agreement and Risk Pooling Agreement of IPARKS and recommends membership. Mike Eickman made a motion and Judy Barnard seconded to authorize membership into IPARKS Risk Management Pool. During the discussion, it was noted that the Preserves policy limit with PDRMA is currently $21,500,000. IPARKS allows coverage from $10,000,000 – $15,000,000 and after consulting with Ryan Pnakovich, it is not a problem to raise the limit to $15,000,000. As a result, Gloria Lind made a motion to amend the Resolution for membership into IPARKS and the amended motion was seconded by Audrey Johnson. The amended states that the Preserves will hold a liability limit of $15,000,000 with IPARKS. Motion passed 5-0 (Jake Henry voted yes only to a $10,000,000.00 liability limit and was not present for the vote on the amended Resolution for a $15,000,000 policy limit).

Disengagement from Current Risk Management Pool (PDRMA) – On August 22, 2002 the Preserves adopted a resolution authorizing membership into the Park District Risk Management Agency (PDRMA). The District membership with PDRMA was effective as of December 1, 2002 and has been continual since that date and renews for a 3 year term as of December 1, 2020. To relinquish membership with PDRMA, it is required that the Board pass a Resolution to be delivered to PDRMA at least 120 days prior to the renewal date. Mike Eickman made a motion and Gloria Lind seconded to relinquish the membership with PDRMA. Motion passed unanimously.

Resolution to Prohibit Dogs at Severson Dells Forest Preserve – Up until 2019, dogs were not allowed at Severson Dells Forest Preserve and Nature Center. The Preserves staff allowed dogs into the Severson Dells Forest Preserve on a trial basis in 2019 and 2020. The Severson Dells Board of Directors has passed a resolution asking that dogs once again not be allowed at Severson Dells Forest Preserve for the protection of the children participating in the educational programming and for the environmental effects of dogs at Severson Dells Nature Center and the surrounding Forest Preserve. The Preserves Commissioners feel it is in the best interest to provide for the general safety of the children visiting Severson Dells Nature Center and Forest Preserve in the absence of their parents. Audrey Johnson made a motion and Cheryl Maggio seconded to revert to the policy of allowing no dogs at Severson Dells Forest Preserve. After discussion, it was discovered that there is no written policy regarding dogs at Severson Dells. Therefore, Audrey Johnson made a motion to amend the resolution to state that the motion is to revert to the practice of allowing no dogs at Severson Dells Forest Preserve. Once the language was made clear, Audrey Johnson made an additional motion to amend the resolution to read that at Severson Dells there will be no dogs allowed and appropriate signage will be posted. Gloria Lind seconded. Motion passed 5-0 (Jake Henry’s vote was not considered due to the Resolution being amended.)

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.

Environmental Education – Ann Wasser submitted a written report. Ann announced that the AmeriCorps members have been doing hikes and they will continue those hikes through December. Bike rides will be added to the schedule.

Human Resources/Volunteer Program Report – Kim O’Malley submitted a written report. Kim announced the dates for the Employee Appreciation Picnic, and due to the COVID-19 pandemic, there will be multiple dates for the different departments.

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

ANNOUNCEMENTS and COMMUNICATIONS

R.E.A.P. day cancelled for Saturday – due to heat.

ADJOURNMENT

Meeting adjourned at 7:47 PM.

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

Respectfully Submitted,

Ronelle Olszewski

Recording Secretary

Board Meeting Agenda – August 19, 2020

Board of Commissioner Minutes June 17, 2020

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

Board Meeting Agenda – July 15, 2020

Board of Commissioner Minutes May 20, 2020

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

Board Meeting Agenda – June 17, 2020

Board of Commissioner Minutes April 15, 2020

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

Board Meeting Agenda – May 20, 2020

Board of Commissioner Minutes April 3, 2020

Board of Commissioner Minutes March 20, 2020

Board of Commissioner Minutes March 18, 2020

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

Board Meeting Agenda – April 15, 2020

Board of Commissioner Minutes February 19, 2020

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

February 19, 2020

PRESENT STAFF

Mike Eickman Mike Holan, Executive Director

Audrey Johnson Steve Chapman, Finance

Gloria Lind Vaughn Stamm, Preserve Operations

Cheryl Maggio Jamie Johannsen, Marketing

Jeff Tilly Ann Wasser, Education

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

Tyler Knapp, Golf Maintenance

Mark Freiman, Golf Maintenance

ABSENT GUESTS

Judy Barnard – participated via phone Brian Termini

Grant Rundblade

Constance Gleasman

ROLL CALL

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

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

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

PRESENTATIONS and PUBLIC PARTICIPATION

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

UNFINISHED BUSINESS

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

NEW BUSINESS

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

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

ACTION ITEMS

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

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

Acceptance of Bids for Golf Cars – This bid is for replacement of 50 golf cars for the Ledges Golf Course. The current fleet is approximately ten years old and is in need of replacement. $165,000 was allocated for golf cars at Ledges Golf Course in the 2020 Capital Budget. Additionally, 40 used carts are being offered for trade-in to help offset the new purchase price. Additionally 10 of the used fleet are being retained to provide for events and outings where additional cars have been needed and were rented and or transported from another course in the past. This will better facilitate staff being able to more efficiently facilitate large events or outings or even multiple events at different courses on the same day. Three bids were opened on February 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

Board Meeting Agenda – March 18, 2020

Board of Commissioner Minutes February 8, 2020

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

Board of Commissioner Minutes January 15, 2020

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

Board Meeting Agenda – February 19, 2020

Board Strategic Planning Meeting – February 8, 2020

Board of Commissioner Minutes December 18, 2019

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

Board Meeting Agenda – January 15, 2020

Board of Commissioner Minutes November 20, 2019

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

Board Meeting Agenda – December 18, 2019

Board of Commissioner Minutes October 23, 2019

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

Budget Hearing Minutes October 23, 2019

Board Meeting Agenda – November 20, 2019

Board of Commissioner Minutes September 18, 2019

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 – October 23, 2019

Board Meeting Agenda – October 23, 2019

Board of Commissioner Minutes August 21, 2019

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

Board Meeting Agenda – September 18, 2019

Board of Commissioner Minutes August 9, 2019

Board of Commissioner Minutes July 17, 2019

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

Board Meeting Agenda – August 21, 2019

Special Board Meeting Agenda – August 9, 2019

Board of Commissioner Minutes June 19, 2019

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

Board Meeting Agenda – July 17, 2019

Board of Commissioner Minutes May 15, 2019

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

Board Meeting Agenda – June 19, 2019

Land Advisory Council Minutes June 4, 2018

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

Land Advisory Council Meeting – June 10, 2019

Board of Commissioner Minutes April 17, 2019

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

April 17, 2019

PRESENT STAFF

Judy Barnard Mike Holan, Executive Director

Mike Eickman Vaughn Stamm, Preserve Operations

Audrey Johnson Tom Hartley, Land and Development

Gloria Lind Jamie Johannsen, Marketing

Cheryl Maggio Ann Wasser, Education

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

ABSENT GUESTS

Jake Henry John Rader – Baker Tilly

Ray Ferguson

Alex Mills

Samantha Burbach

ROLL CALL

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

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

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

PRESENTATIONS and PUBLIC PARTICIPATION

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

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

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

ACTION ITEMS

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

Acceptance of Bids for Greens Mower – This greens mower is a replacement of a greens mower for Ledges Golf Course. $31,000 was allocated for a greens mower in the 2019 Capital Budget. Three bids were opened on March 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

Board Meeting Agenda – May 15, 2019

Board of Commissioner Minutes March 20, 2019

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

Board Meeting Agenda – April 17, 2019

Board of Commissioner Minutes February 20, 2019

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

Board Meeting Agenda – March 20, 2019

Board of Commissioner Minutes January 16, 2019

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

Board Meeting Agenda – February 20, 2019

Board of Commissioner Minutes December 19, 2018

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

December 19, 2018

PRESENT STAFF

Judy Barnard Mike Holan, Executive Director

Mike Eickman Steve Chapman, Finance

Audrey Johnson Vaughn Stamm, Preserve Operations

Gloria Lind Tom Hartley, Land and Development

Cheryl Maggio Ann Wasser, Education

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

Jake Henry

GUESTS

Richard Stewart – Foundation for Fair Contracting

Judge Janet Holmgren

SWEARING IN OF COMMISSIONERS

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

ROLL CALL

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

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

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

PRESENTATIONS and PUBLIC PARTICIPATION

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

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

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

UNFINISHED BUSINESS

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

ACTION ITEMS

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

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

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

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

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

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

STAFF REPORTS

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

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

Land and Development – Tom Hartley submitted a written report.

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

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

Environmental Education – Ann Wasser submitted a written report.

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

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

ANNOUNCEMENTS and COMMUNICATIONS

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

ADJOURNMENT

Meeting adjourned at 7: 23 PM.

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

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

Board Meeting Agenda – January 16, 2019

Board of Commissioners Minutes November 12, 2018

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

Board Meeting Agenda – December 19, 2018

Budget Hearing Minutes October 24, 2018

Board of Commissioner Minutes October 24, 2018

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

Board Meeting Agenda – November 12, 2018

Board of Commissioner Minutes September 19, 2018

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

Board Meeting Agenda – October 24, 2018

Budget Hearing Agenda – October 24, 2018

Board of Commissioner Minutes August 15, 2018

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

Board Meeting Agenda – September 19, 2018

Board of Commissioner Minutes July 31, 2018

Board of Commissioner Minutes July 18, 2018

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

Board Meeting Agenda – August 15, 2018

Board Meeting Agenda – July 31, 2018

Board of Commissioner Minutes June 20, 2018

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

Board Meeting Agenda – July 18, 2018

Board of Commissioners Minutes May 16, 2018

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

Board Meeting Agenda – June 20, 2018

Land Advisory Council Minutes September 11, 2017

Land Advisory Council Meeting – June 4, 2018

Board of Commissioner Minutes April 18, 2018

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

Board Meeting Agenda – May 16, 2018

Board of Commissioner Minutes March 21, 2018

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

Board Meeting Agenda – April 18, 2018

Board of Commissioner Minutes February 21, 2018

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

Board Meeting Agenda – March 21, 2018

Board of Commissioner Minutes – January 17, 2018

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

Board Meeting Agenda – February 21, 2018

Board of Commissioner Minutes December 20, 2017

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

Board Meeting Agenda – January 17, 2018

Board of Commissioner Minutes November 15, 2017

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

Board Meeting Agenda – December 20, 2017

General Discussion on Future Finances Meeting Agenda – December 6, 2017

Board of Commissioner Minutes October 25, 2017

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

Budget Hearing Minutes October 25, 2017

Board Meeting Agenda – November 15, 2017

Board of Commissioner Minutes September 20, 2017

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

Board Meeting Agenda – October 25, 2017

Budget Hearing Agenda – October 25, 2017

Board of Commissioner Minutes August 16, 2017

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

Board Meeting Agenda – September 20, 2017

Land Advisory Council Minutes June 5, 2017

General Discussion on Future Finances Meeting Agenda – September 11, 2017

Land Advisory Council Meeting-September 11, 2017

Property Tour Meeting Agenda – August 28, 2017

Board of Commissioner Minutes July 19, 2017

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

Board Meeting Agenda – August 16, 2017

General Discussion on Future Finances Meeting Agenda – August 15, 2017

Board of Commissioner Minutes June 16, 2017

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.

UNFINISHED BUSINESS

Golf Course Liquor License Update – Mike Holan stated that Atwood Homestead and The Ledges Golf Courses have now received the liquor license from both the Local and the State. Due to a matter with the Winnebago County Board, we are dropping the gaming for this year at Atwood Homestead and The Ledges and will apply for a gaming license in December or January. Mike hopes to have gaming in all three locations next year.

Healthcare Update – Winnebago County has decided to continue healthcare coverage with the Forest Preserve. Mike is continuing to go through the process with IPBC to get a quote for healthcare coverage. IPBC is an insurance pool agency that groups governmental agency together to save on cost. Mike is still checking to see if IPBC will cover our retirees that are on the retirement program. Mike also spoke with Kim Ponder and she thinks that Winnebago County may still be obligated to cover the retirees plan.

Intergovernmental Agreement Update – The Intergovernmental Agreement with Winnebago County was brought up at the County’s Operations Committee meeting and they are looking to raise the price on our agreement. At the next operations committee meeting on June 19, the committee is bringing forward the agreement again and Mike is planning on speaking to Gary Jury about the agreement. Mike will continue to explore other options.

NEW BUSINESS

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.

Law Enforcement – Winnebago County Sheriff’s Office submitted a written report.

ANNOUNCEMENTS & COMMUNICATIONS

Fishing Derby Update – Mike commented that the fishing derby was a great day with no rain and there were 130 kids that registered. The biggest fish, a 19 inch catfish, was caught by a 7 year old. There were several sponsors this year and we even ran out of bait and t-shirts. One of the volunteer also donated plaques and pens.

Gloria commented on the news release that featured Tom Hartley speaking on the new property and grant donation. Judy asked that we get a balance of the land acquisition fund at the next board meeting.

June 17 – Nurture Nature at a R.E.A.P. Volunteer Workday at Deer Run Forest Preserve, Saturday from

9:00am – 12:00pm.

July 15 – Nurture Nature at a R.E.A.P. Volunteer Workday at Severson Dells Forest Preserve, Saturday from 9:00am – 12:00pm.

CLOSED SESSION

Audrey made a motion to go into closed session at 8:21 am. At 8:40 am, the meeting returned to open session. No action was taken while in closed session.

ADJOURNMENT

Meeting adjourned at 8:42 PM.

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

Respectfully Submitted,

Kristy Knapp

Administrative Assistant

Board Meeting Agenda – July 19, 2017

Board of Commissioner Minutes May 17, 2017

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

May 17, 2017

PRESENT STAFF

Mike Eickman Mike Holan, Executive Director

Audrey Johnson Steve Chapman, Finance

Gloria Lind Vaughn Stamm, Preserve Operations

Cheryl Maggio Tom Hartley, Land and Development

Jake Henry Jamie Johannsen, Marketing

Ann Wasser, Education

Kim O’Malley, Volunteer Coordinator

ABSENT

Judy Barnard

Jeff Tilly

ROLL CALL

The meeting was called to order at 5:33 PM, by Board Secretary, Mike Eickman. 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 April 19 were approved. Minutes for April 26 were approved. No changes or additions were made to the agenda.

PRESENTATIONS and PUBLIC PARTICIPATION

No presentations or public participation at this meeting.

NEW BUSINESS

Lee Johnson’s retirement Party is May 21. The Forest Preserves will be placing a sign at Sand Bluffs in honor of his 50 years of service to Sand Bluffs.

ACTION ITEMS

Bills for April – Audrey Johnson made a motion, Gloria Lind seconded to authorize the payment of the bills for April in the amount of $451,723.86. Motion passed unanimously.

Adopt Goal #6 into the Strategic Plan – The Board of the Forest Preserves of Winnebago County adopted a Strategic Plan for the Preserves at the February 19, 2014 Board meeting. The Board and Preserves staff review the Plan annually to determine the relevance of the Goals and Objectives of the Plan and make changes to the Plan as needed. During the review of the Plan in 2017, it was determined by the Board that the Plan did not have a goal or Objectives related to the acquisition and purchase of land. The Board appointed members to a Land Advisory Council and approved the refinancing of bonds so the Preserves could actively pursue the purchase and acquisition of land. The Board has determined that a sixth Goal and Objectives relating to the purchase and acquisition of land, should be added to the Plan:

Goal #6-Acquire, protect and preserve land to protect the rich biodiversity of Winnebago County.

The Land Advisory Council will work with the Board of Commissioners to develop a prioritized plan to protect all remaining natural areas in the county in cooperation with other Organizations and agencies.
District staff will work with the Land Advisory Council to fill in gaps in existing preserves.
The Board will continue to seek ways to connect existing open lands to develop corridors for wildlife and for the benefit of the citizens of the county.
The Board will continue to seek funding to acquire, restore and maintain forest preserve land.

Audrey Johnson made a motion, and Gloria Lind seconded, that the Board of Commissioners of the Forest Preserves of Winnebago County amend the Strategic Plan by adopting the above Goal #6 and its related objectives. Motion passed 3-1 (Jake Henry voted no).

Jake Henry further went on to explain why he voted against the inclusion of Goal #6. He takes issue with “…protect all remaining natural areas in the county in cooperation with other Organizations and agencies.” When he asked this Board to step up and sign a Resolution to keep the Railroad out of the County, which would potentially wipe out natural areas such as farm land and wooded areas, the Board wouldn’t do it, yet that is one of the main goals. Therefore he feels the Board is not sticking to the plan. Tom Hartley added clarification to the definition natural areas.

Investment Policy – The Forest Preserves of Winnebago County has funds for investment purposes. The Preserves have an Investment Policy for the purpose of safe guarding funds, equitably distributing the investments and maximizing income and the Preserves. This Investment Policy applies to the invested activities of all funds under the jurisdiction of the Forest Preserves of Winnebago County Treasurer. The Illinois Compiled Statutes will take precedence except where this Policy is more restrictive whereby this Policy will take precedence. Steve Chapman proposed an amendment to the Investment Policy. Under the Financial Institutions section he is proposing to remove the first part of the second sentence which reads “The Treasurer will take into consideration security, size, location, condition, service, fees and the community relation’s involvement of the financial institution should be considered when choosing a financial institution. The second sentence will now read “Security, size, location, condition, service, fees and the community….” Gloria Lind made a motion, and Audrey Johnson seconded to accept the proposed change to the Financial Institutions section of the Investment Policy. Motion passed unanimously. With the proposed change approved, Audrey Johnson made a motion, and Cheryl Maggio seconded that the Board of Commissioners of the Forest Preserves of Winnebago County Investment Policy be adopted and in full force and effect immediately upon its confirmation by the Board of Commissioners. Motion passed unanimously.

Utility Vehicle Bid – There is a utility truckster at Macktown Golf Course that needs to be replaced. $22,000 was allocated for a utility truckster in the 2017 budget in the Improvement and Development Fund. Three bids were opened on May 11, with all three meeting or exceeding the required equipment specifications. Even though the Toro from Reinders was not low bid for the utility vehicle specified, staff is recommending the purchase of the Toro HDX 2wd Workman from Reinders because the towing capacity is 3,500 lbs. versus 1,500 lbs. for the John Deere (low bid), and Reinders is providing an extended 2 years on the warranty for a total of 4 years versus a 2 year warranty for the John Deere. Staff recommends awarding the purchase of the Toro HDX 2wd Workman to Reinders in the amount of $22,402.74. As a result of the bid opening last month for the chemical sprayer which came in under the budgeted amount, sufficient funds are available in the 2017 Capital budget. Gloria Lind made a motion, and Audrey Johnson seconded to approve the purchase of the Toro HDX 2wd Workman Truckster for $22,402.74 from Reinders. Motion passed unanimously.

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. Tom announced the Illinois Clean Energy Community Foundation did award the Preserves the grant for the Hoisington property on Kishwaukee Street. It was funded for 80% of the acquisition costs. The property was $626,000 and they funded $501,000 of that acquisition and they also funded $10,000 maximum for restoration, and that would be used in that particular project for erosion control. The Preserves will be making a public announcement about the awarding of this grant.

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.

Executive Director – Meeting with Chairman Haney. Mike met with Chairman Haney and Amanda Hamaker. He thought the meeting went well and they discussed concerns about the healthcare plans, and Mike is getting quotes on an independent policy as well, but he does not feel the County is going to drop the Preserves as of yet. The Chairman is still reviewing the Contract with the Preserves, and Mike is expecting a few changes to the Contract in the future. Mike also announced that the liquor license through Machesney Park for Atwood Golf Course has been approved.

CLOSED SESSION

Audrey made a motion to go into closed session at 5:58 pm to discuss Personnel. At 6:21 pm, the meeting returned to open session. No action was taken while in closed session.

ANNOUNCEMENTS and COMMUNICATIONS

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

May 20 – Get Outside, Get Healthy! Kick-off Celebration at Hononegah Forest Preserve, Saturday, from Noon-3:00 p.m.

May 24 – Wildflower Walk at Rotary Forest Preserve, 6:00 p.m.

May 30 – Wildflower Walk at Colored Sands Forest Preserve, 6:00 p.m.

June 7 – Wildflower Walk at Kieselburg Forest Preserve, 6:00 p.m.

Hooked on Fun is also coming in early June.

ADJOURNMENT

Meeting adjourned at 6:31 PM.

Next regular Board Meeting/Tour at 8:00 a.m. Friday, June 16, Forest Preserve Headquarters

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

Board Meeting Agenda – June 16, 2017

Land Advisory Council Minutes May 1, 2017

Land Advisory Council Meeting-June 5, 2017

Board of Commissioners Minutes April 26, 2017

Forest Preserves of Winnebago County

SPECIAL BOARD MEETING

Preserves Headquarters

April 26, 2017

PRESENT STAFF

Judy Barnard Mike Holan, Executive Director

Mike Eickman Steve Chapman, Finance

Cheryl Maggio

Jake Henry

Gloria Lind – 5:35pm

ABSENT

Audrey Johnson

Jeff Tilly

ROLL CALL

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

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

ACTION ITEMS

Investment Policy – A handout of the Public Funds Investment Act was passed out to the board members. This document covers the policy that the Forest Preserve needs to abide by in regards to investments. The Preserves have funds for investment purposes. It is prudent for the Preserves to have an Investment Policy for the purpose of safe guarding funds, equitably distributing the investments and maximizing income of the Preserves. This Investment Policy applies to the invested activities of all funds under the jurisdiction of the Forest Preserves of Winnebago County Treasurer. At this point the Forest Preserve has three investments totaling about 2.3 million dollars with local institutions.

Jake Henry questioned the collateralization of investments per a comment in the Annual Sikich Audit from 2014. The comment in the Sikich Audit may have been an error, which Judy then asked Mike to get proof of the error. Jake also questioned the signatures on the repurchasing agreements per the comments in the Sikich Audit. Judy again asked Mike to look into the comment on this matter. Judy asked if we could have Jason from Sikich come back to make sure the money was collateralized and protected.

In regards to the Investment Policy and signatures on Forest Preserve documents the board has agreed that we need at least 2 signatures for each of our documents, which would be either a board member or Executive Director and the Finance Director. The decision has not yet been made to who the second signature will be and the wording will be edited on the Investment Policy to state the need of 2 signatures. Due to the Forest Preserve not having a Finance Department, the Forest Preserve contracts with Winnebago County for the handling of our Investments, which is monitored by Steve Chapman, Forest Preserve Finance Director. Judy asked that the investment report be submitted with the bills monthly. For public record Judy would like to attach state statue, the Public Funds Investment Act, to the resolution for the record so they are all in one place. Steve will make the changes to the Investment Policy and bring it back to the next board meeting for adoption.

NEW BUSINESS

County of Winnebago and Winnebago County Forest Preserve District Intergovernmental Agreement for Administrative Services Audit – As part of the Intergovernmental Agreement for Administrative Services Audit done by the Winnebago County Auditor’s Office in February 2017, the County sent the Forest Preserve a letter with Audit Findings and Recommendations covering 8 different findings. Some of the findings include Payroll for Klehm Arboretum and health insurance for Forest Preserve employees. The Operations Committee at Winnebago County will still need to come back with different verbiage for the agreement and how they would like to amend the agreement. Mike will also be looking into what it would cost to separate these services from the County, hopefully in a transitional phase.

The Board of Commissioners is requesting to revise and/or prepare agreements with Severson Dells and Klehm Arboretum. To date we have an agreement with Severson Dells and Mike will look to see if we have an agreement with Klehm Arboretum.

ADJOURNMENT

Meeting adjourned at 7:07 PM.

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

Respectfully Submitted,

Kristy Knapp

Administrative Assistant

Board of Commissioners Minutes April 19, 2017

Forest Preserves of Winnebago County

BOARD MEETING

Klehm Arboretum

April 19, 2017

PRESENT STAFF

Judy Barnard Mike Holan, Executive Director

Mike Eickman Steve Chapman, Finance

Audrey Johnson Vaughn Stamm, Preserve Operations

Gloria Lind-6:40pm Tom Hartley, Land and Development

Cheryl Maggio Jamie Johannsen, Marketing

Jeff Tilly Ann Wasser, Education

Jake Henry Tyler Knapp, Maintenance Supervisor

Ellen Rathbone, Nature Educator

Kim O’Malley, Volunteer Coordinator

GUESTS

Jason Askin

Chad Lucas

Ray Ferguson

Dan Riggs

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 Mike Eickman led the assemblage in the Pledge of Allegiance.

APPROVAL OF AGENDA and MINUTES Minutes for March 15^th and March 23^rd were approved. No changes or additions were made to the agenda.

PRESENTATIONS and PUBLIC PARTICIPATION

Sikich – Audit Report – Jason Askin and Chad Lucas from Sikich presented the audit report. Chad Lucas went through the report and highlighted the different funds. He then went through the Notes to Financial Statements and gave the highlights, including IMRF contributions, and post-employment benefit plans. Lastly he went through the Management Letter which lays out any issues, problems or concerns. Sikich reported no significant material weaknesses or significant deficiencies. There were a few recommendations and improvements that Sikich reported. In an Audit Report, recommendations and improvements are typically minor in nature, and do not fall into the material weakness or significant deficiencies category. However, governmental agencies usually like to have the recommendations and improvements also listed in the Management Letter. Sikich reported those minor recommendations and improvements in the Preserves audit report, and Chad Lucas went through those and gave their recommendations to resolve the issues. Judy Barnard asked Mike Holan to come up with a plan to resolve the minor deficiencies.

Severson Dells – Ann Wasser introduced the newest Severson Dells employee, Ellen Rathbone. Ellen is the new Educator.

Klehm Report – Dan Riggs gave an update to the Board as to the property transfer and annexation request with Rockford regarding the triangle piece of property located outside the Klehm entrance. Dan also reiterated his gratitude for the in-kind assistance from the Preserves forestry and natural resource crews as they give Klehm a lot of assistance. Dan then advised the Board that Klehm will be doing their own payroll soon, as opposed to having the County Human Resources Department do it as they have done for many years. Dan again thanked the Preserves for their collaboration with the Preserves for GetOut Winnebago, Guided Meditation Hikes and volunteer coordination efforts. The collaboration helps Klehm immensely. Lastly, he announced that the new Pavilion and Terrace should be poured next week, and there was $13,000 in landscape materials donated to Klehm by Beaver Creek Nursery and Song Sparrow Nursery.

Financial Update – Steve Chapman gave an update of the Actual and Estimated Fund Balances as of October 31, 2016. He then gave the 2017 Fiscal Year Actual versus Projected Property Taxes update.

Property Funds Donation – Ray Ferguson – Ray reminded the Commissioners that The Gathering at Macktown is April 29 & 30. He then announced that he has sold a piece of property and would like to give the proceeds to the Forest Preserve. It is his hope that the proceeds would help Macktown and/or the Land Acquisition Fund.

UNFINISHED BUSINESS/DISCUSSION

Strategic Plan – Goals 4, 5 & Possible Additional Goal – Goal 4 is to promote community-supported, value-driven mission-centered revenue streams. Goal 5 is to fulfill high standards of compliance, safety, and maintenance of property, infrastructure and equipment. Judy began by asking if anything needed to be added or changed to Goals 4 and 5. There were no changes or additions to Goals 4 and 5. Judy then announced that due to a very active Land Advisory Council, a new goal has been proposed for the strategic plan. Goal 6 would be to acquire, protect and preserve land to protect the rich biodiversity of Winnebago County. Commissioners will consider Goal 6, and it will then be brought up again at the May meeting.

NEW BUSINESS

Spring Tour – Mike Holan inquired as to what the Commissioners would like to see for the Spring tour. Tom Hartley proposed a more detailed site visit where the volunteer program has had the most impact. Kishwaukee Gorge and Severson Dells would be the two places to highlight, and then possibly canoeing from Kishwaukee Gorge across to Rotary. Mike Holan passed out a sheet with possible dates for the tour. Commissioners are to give their available dates to Mike.

ACTION ITEMS

Bills for March – Audrey Johnson made a motion, Gloria Lind seconded to authorize the payment of the bills for March in the amount of $568,517.81. Motion passed unanimously.

Sprayer Bid – The Golf department had requested a new sprayer to replace the old sprayer which was purchased in 1992. This item is a replacement of a chemical sprayer to be used at all three golf courses. $38,000 was allocated for a golf course chemical sprayer in the 2017 budget in the Improvement and Development Fund. Three bids were opened on April 14^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 $36,783.13, which comes in under the budgeted amount. Jeff Tilly made a motion, and Mike Eickman seconded to award the contract for the purchase of a John Deere HD 300 Select Spray chemical sprayer to the low bidder meeting specifications, J.W. Turf, for $36,783.13. Motion passed unanimously.

IMRF Agent – The Preserves is a participating member of the Illinois Municipal Retirement Fund (IMRF). As a member of IMRF, the Preserves are required to appoint an IMRF Authorized Agent to execute certain documents and advise Preserves employees of IMRF rules and benefits. The Preserves Commissioners appoint Mike Holan, Executive Director for the Forest Preserves to be the IMRF Authorized Agent. This appointment would be effective immediately upon its confirmation by the Board. Gloria Lind made a motion, Jeff Tilly seconded to approve Mike Holan as the IMRF agent. Motion passed unanimously.

Investment Policy – The Preserves have funds for investment purposes. It is prudent for the Preserves to have an Investment Policy for the purpose of safe guarding funds, equitably distributing the investments and maximizing income of the Preserves. This Investment Policy applies to the invested activities of all funds under the jurisdiction of the Forest Preserves of Winnebago County Treasurer. Since it has been a while since the Board has seen or talked about the policy, Judy would like to have a meeting on Wednesday, April 26 at 5:30 pm. Steve Chapman will explain in greater detail the Investment Policy and all it entails.

STAFF REPORTS

Preserve Operations – Vaughn Stamm submitted a written report.

Golf Operations – Mike Durand 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 program at Severson, Science Saturdays from 10-2 on the last Saturday of the month.

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

CLOSED SESSION

Audrey made a motion to go into closed session at 7:19 pm. At 9:05 pm, the meeting returned to open session. No action was taken while in closed session.

ANNOUNCEMENTS and COMMUNICATIONS

April 29 & 30 – The Gathering at Macktown Forest Preserve, Saturday & Sunday, 9:00 am-4:00 pm

May 13 & 14 – Birdfest 2017 at Sand Bluff Bird Observatory, Saturday & Sunday, 8:00 am-4:00 pm

May 20 – Nurture Nature at a R.E.A.P. Volunteer Workday at Hononegah Forest Preserve, Saturday, 9:00 am-Noon

May 20 – Get Outside, Get Healthy! Kick-off Celebration at Hononegah Forest Preserve, Saturday Noon-3pm.

ADJOURNMENT

Meeting adjourned at 9:06 PM.

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

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

Board Meeting Agenda – May 17, 2017

Land Advisory Council Minutes April 3, 2017

Forest Preserves of Winnebago County

Land Advisory Council Meeting Minutes

April 3, 2017

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

Call to order: Chairman Paulson called the meeting to order at 4:15 p.m. at the FPWC offices, 5500 Northrock Drive, Rockford, Illinois.

Adoption of agenda: Hartley asked to add discussion of the natural areas criteria to the agenda. The agenda was adopted as amended.

Committee matters: Holan said that Council members need to file the annual Economic Interest forms with the County Clerk. He will send out an on-line link to the form.

Strategic Land Conservation Plan: Paulson said that he and Hartley had worked together to put together the various documents and maps into a draft of a the strategic plan. He still needs to write the Executive Summary. Paulson asked the members to take the draft home, review it and send comments and changes to Hartley. Williams said his name should be added to the list of Land Advisory Council members.

Paulson presented the “Vision” statement that was drafted by Judy Barnard for review, along with copies of previous vision statements drafted by the Council. After discussion, the statement was revised and accepted. Holan will present the revised vision statement to the Board for consideration.

Hartley presented the Priority Acquisition map prepared by the council. After discussion it was recommended that only the Greenways Plan map should be included in the published strategic plan. The “priorities” map should remain confidential to protect the privacy of landowners.

Review of Natural Areas Criteria: Hartley presented a draft of criteria that the District recommends be used to evaluate potential natural area acquisition projects. There was discussion of the definition of a “natural area”. Paulson said that he would work with Hartley to refine the definition and criteria used by the District for acquisition of natural areas.

Minutes of last meeting: It was moved by Cane, seconded by Johnson, and accepted to approve the minutes from the November 7, 2016 minutes as distributed.

Closed Session to Consider Land Acquisition: Williams moved to go into closed session to consider land acquisition projects; seconded by Marshall and the motion was approved. Paulson closed the meeting at 5:00 p.m.

Reopen Meeting: Williams moved to come out of closed session at 5:15 p.m.; Marshall seconded and the motion was approved. Paulson noted that no action was taken in closed session.

Recommendation for acquisition of land: It was moved by Williams, seconded by Marshall, and approved to recommend the acquisition of 4.01 acres of land along the Kishwaukee River as an addition to Rockford Rotary Forest Preserve.

Next Meeting Date: It was agreed that the next meeting would be on May 1 at 4:00 p.m. Marshall said that he may have a conflict.

Adjourn: Paulson adjourned the meeting at 5:20 p.m.

Respectfully submitted,

Jerry Paulson, Chairman

Land Advisory Council Meeting – May 1, 2017

Special Board Meeting Agenda – April 26, 2017

Board Governance Training Meeting Minutes March 23, 2017

Board of Commissioner Minutes March 15, 2017

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

March 15, 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

Jeff Tilly Jamie Johannsen, Marketing

Jake Henry Ann Wasser, Education

Tyler Knapp, Golf Course Supervisor

ABSENT Kim O’Malley, Volunteer Coordinator

Cheryl Maggio

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 Jeff Tilly led the assemblage in the Pledge of Allegiance.

APPROVAL OF AGENDA and MINUTES Minutes for February 15, 2017 were approved. Mike Eickman made a motion, Gloria Lind and Jeff Tilly seconded. No changes or additions were made to the agenda.

ACTION ITEMS

Bills for February – Audrey Johnson made a motion, Jeff Tilly seconded to authorize the payment of the bills for February in the amount of $489,858.26. Motion passed unanimously.

Land Acquisition Ordinance – South Rock River Property – The Land Advisory Committee has recommended the purchase of the 169.1 acres of the Hoisington Property on the South Rock River in Winnebago County. The board approved the pursuit of an acquisition grant from Illinois Clean Energy Community Foundation for this property in December 2015. An agreement to purchase the property has been reached with the Hoisington property owners for the appraised value. There are five siblings that own the property. The appraised value of the property is $3,700 per acre for 169.1 acres, for a total price of $626,000. The purchase is contingent upon funding from Illinois Clean Energy Community Foundation. The application from Illinois Clean Energy is requesting the maximum funding level of 80%. The project cost is $626,000 ($125,200 is the Forest Preserve’s 20% and $500,800 is Illinois Clean Energy’s 80%). There is an estimate of approximately $9,000 in expenses for the Forest Preserve, bringing the cost to the Forest Preserve approximately $135,000. The Land Acquisition Fund balance is approximately $950,000 bringing the balance down to approximately $815,000 after this project. Audrey Johnson made a motion, and Gloria Lind seconded to authorize the purchase of 169.1 acres along the Rock River. Roll call vote taken. Motion passed unanimously.

Acceptance of Bids for Fertilizers & Chemicals – Bids on fertilizers and pesticides have been received and presented. These materials are used for application on the 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. Tyler Knapp was present for questions. Gloria made a motion and Jeff Tilly seconded, to approve the purchase of fertilizers and chemicals as presented for a total price of $57,368.86. Motion passed unanimously.

UNFINISHED BUSINESS

Strategic Plan – Every year the Board reviews the Strategic Plan. The goals are in order of priority. Goal #1 is to demonstrate excellence and good stewardship in management of natural resources. This goal brought a lively of discussion about land acquisition, farming, and the maximum acreage the forest preserve can own. Mike Holan mentioned the data that has been collected over the last couple of years, as well as the Citizen Science Program, which has brought in a lot of specific data about specific species, has been instrumental in achieving this goal. Data sharing has also been implemented more in the last few years. The volunteer program, data sharing with other agencies, programming and restoration projects makes the Preserves strive to be a premier organization for natural resources management. Goal #2 is to engage the public to increase awareness of the forest preserves and their value to the region. Judy asked Jamie Johannsen how she felt this goal was going. Jamie feels the Preserves has done an excellent job utilizing the tools and resources the Preserves has, especially in light of the budget cuts that have had to be made. The volunteer program has been a wonderful addition in getting people invested in the community and Preserves. Kim O’Malley reported there are 501 active volunteers and 700+ volunteers in total. Judy suggested having a volunteer business card made so that the Commissioners can hand them out to people interested in volunteering. Jake Henry suggested going onto a Sunday talk show such as Rockford Listens. Partnerships are going very well and they are occurring regularly, big and small. Sponsorships are also going well. Jamie is looking for more and hoping it will build up this year. Goal #3 is to expand opportunities for educational and recreational activities for all ages. Ann Wasser reported there will be more exhibits in the nature center this year. Vaughn reported that interpretive signage has been added at Klehm and Ferguson, which has been very beneficial. Hopefully some signage will also be added at Severson this year. There is an outdated recreational policy in place currently and that policy will be emailed to the Commissioners for review. It will be revisited this year with the Board and updated in the future. Due to the meeting running long it was decided that Goals 4 and 5 will be discussed in April.

NEW BUSINESS

Pecatonica Forest Preserve Burn – Mike Eickman had several citizens call him regarding the winds and the controlled burn that was done on March 8. The prairie was burned as well as a small portion of woodland. Mike Holan and Vaughn Stamm explained the reasoning behind the controlled burn that day and using the wind to their advantage due to the difficulty of burning the type of foliage and saplings in the preserve in that particular area.

Commissioner Boot Camp – Audrey Johnson would like to recommend that each Commissioner attend Commissioner Boot Camp. There are several available around the State of Illinois. Judy Barnard also reminded the Commissioners that several years ago Nancy Sylvester came and talked to the Commissioners about Board Governance. Judy asked the Commissioners if they were interested in having her come and talk about it again, given the addition of a few new Commissioners. Gloria would like her to come and talk again. Mike Holan announced there are a few boot camps coming up in this area, one in Huntley and one also in Mundelein, coming up in the next few months. Nancy Sylvester is available in March. Mike asked the Commissioners for available dates. Judy asked Mike to call IAPD to get a specific agenda for the boot camp classes.

STAFF REPORTS

Preserve Operations – Vaughn Stamm submitted a written report.

Golf Operations – Mike Durand 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 the hiring of the new Severson Dells Educator, Ellen Rathbone.

Law Enforcement – Winnebago County Sheriff’s Office submitted a written report

Volunteer Program – Kim O’Malley announced the Species Spotlight this Saturday (March 18), will be on dragonflies and damselflies. Last Saturday (March 11), the Species Spotlight was on Bluebird monitoring. Kim also announced a group from FedEx will be picking up garbage between Espenscheid and Blackhawk Springs Forest Preserves on March 21.

CLOSED SESSION

Audrey made a motion to go into closed session at 7:16. The meeting returned to open session at 7:37 p.m. No action was taken while in closed session.

ANNOUNCEMENTS and COMMUNICATIONS

April 15^th – R.E.A.P. Volunteer Workday and guided “Signs of Spring” hike at Kishwaukee Gorge Forest Preserve from 9:00 a.m. to 12:00 p.m.

ADJOURNMENT

Meeting adjourned at 7:38 PM.

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

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

Board Meeting Agenda – April 19, 2017

Land Advisory Council Minutes November 7, 2016

Forest Preserves of Winnebago County

Land Advisory Council Meeting Minutes

November 7, 2016

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

Call to order: Chairman Paulson called the meeting to order at 4:05 p.m. at the FPWC offices, 5500 Northrock Drive, Rockford, Illinois.

Adoption of agenda: Hoff moved to adopt the agenda as distributed; seconded by Clark and approved.

Minutes of last meeting: Audrey Johnson said that she was in attendance at the meeting. Vogel moved approval of the minutes of the October 3, 2016 meeting as amended; seconded by Hoff and approved.

Strategic Land Conservation Plan: After discussion it was agreed that the mission of the Land Advisory Council was okay with minor edits. The mission will read: “To identify, screen and recommend to the Board of Commissioners land that should be acquired by the District that fulfills the District’s mission.”

After discussion it was agreed to recommend to the Board of Commissioners the rewritten vision for the FPD land holdings that combines and shortens the vision as presented. Barnard said that the Board of Commissioners has appointed a task force to develop a vision for land acquisition for the District. Paulson said that he will meet with Judy Barnard to rewrite the proposed vision.

Review of Results of Natural Areas Workshop: Hartley said that a workshop was held on October 20 with groups and agencies in the county that are involved in protection of natural areas. LAC members present were Lee Johnson, Randy Vogel and Jerry Paulson. Notes from the meeting were distributed. Hartley said that the IDNR provided him with information about 57 potential natural areas that were identified during the update of the Illinois Natural Areas Inventory but did not qualify as a natural area; only 3 sites were added to the INAI. He does not know where these new INIA sites are located. He has added these sites to the map of natural areas, but each site needs to be field checked. Other groups are working to preserve and protect many of the natural areas identified on the map. The groups agreed to develop a targeted outreach program to owners of natural areas. Audrey Johnson said that it is important that the staff of the District know what other agencies and organizations are doing to protect and maintain natural areas in the county and to work with them.

Closed Session to Consider Land Acquisition: Hoff moved to go into closed session to consider land acquisition projects; seconded by Johnson and the motion was approved. Paulson closed the meeting at 4:40 p.m.

Reopen Meeting: Johnson moved to come out of closed session at 5:20 p.m.; Cain seconded and the motion was approved. Paulson noted that no action was taken in closed session.

Next Meeting Date: It was agreed that the next meeting would be on December 5, 2016 at 4:00 p.m. Cain, Hoff and Clark said that they would be gone.

Adjourn: Paulson adjourned the meeting at 5:30 p.m.

Respectfully submitted,

Jerry Paulson, Chairman

Land Advisory Council Meeting – April 3, 2017

Board Governance Training Meeting Agenda – March 23, 2017

Board of Commissioners Minutes February 15, 2017

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

February 15, 2017

PRESENT STAFF

Judy Barnard Mike Holan, Executive Director

Mike Eickman Steve Chapman, Finance

Audrey Johnson Vaughn Stamm, Operations

Gloria Lind Tom Hartley, Land and Development

Cheryl Maggio Mike Durand, Golf Operations

Jeff Tilly Jamie Johannsen, Marketing

Jake Henry – 5:34pm Ann Wasser, Education

GUEST

Ken Kielsmeier

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 Cheryl Maggio led the assemblage in the Pledge of Allegiance.

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

PRESENTATIONS and PUBLIC PARTICIPATION

Nature Prescription Campaign and Get Outside, Get Healthy Program – Jamie Johannsen presented the new Nature Prescription Campaign and the Get Outside, Get Healthy Program. She spoke on how this campaign could raise awareness of the health benefits of spending time in nature. This is an international program with many communities involved. Jamie has been working on this campaign for the last year, with the help of staff and medical students, to finding a way to develop the Forest Preserves own version of the Nature Prescription. The goals of this campaign will be to finding more ways to connect children and families with nature for health benefits and create new stewards and advocates for the forest preserves and natural areas. Phase II of this campaign is to eventually have Physicians writing prescriptions for patients to get outside and spend time in nature. There will be a public kickoff of the Nature Prescription Campaign at The Get Outside, Get Healthy event on May 20, 2017at Hononegah Forest Preserve. There is a new logo this year for Get Outside, Get Healthy Program. There will also be more activities than ever and more for senior citizens. To promote the program there will be and a page on the website, social media post, newsletters, radio ads, and a brochure.

ACTION ITEMS

Bills for January – Audrey Johnson made a motion, Mike Eickman seconded to authorize the payment of the bills for January in the amount of $344,195.21. Motion passed unanimously.

Early Retirement Incentive Program – Criteria Adjustment – A Voluntary Early Retirement Incentive Program was adopted by the Board of Commissioners on January 18, 2017, for the employees of the Forest Preserves of Winnebago County. The Forest Preserve wishes to amend and broaden the criteria dates to allow additional staff to take advantage of the Early Retirement Incentive. The criteria will be amended from “Employees must meet the above criteria on or before April 1, 2017” to “Employees must meet the above criteria between December 1, 2016 and October 31, 2017”. The first payment date was also noted to be changed from November 2017 to December 2017 on Attachment A. Audrey Johnson made a motion and Mike Eickman seconded to amend voted the criteria dates for the Voluntary Early Retirement Incentive Program. Passed 6-1, Jake Henry

Great Lakes Basin Rail Line – Resolution Discussion – At the January 18, 2017 Board Meeting, Jake Henry submitted information for a proposed Resolution with regard to the Railroad. Copies of the information were handed out to Board Members and staff, which were reviewed and discussed. Prior to the board meeting Mike contacted the Service Transportation Board for more information and to make sure they received the letter that was submitted by the Board at an earlier date. The Board will do more research and try to get a list of who has come out against the railroad before it is brought back to a board meeting. Mike will also check to see if taxes will be paid locally and to see if it went through the Zoning Board of Appeals. Jake Henry withdrew his request for the Board to consider taking a stance against the construction of the Rail line via a Resolution.

Amended 2017 Fee Structure – Commercial Photography – The staff is proposing to amend the previously adopted 2017 fee structure to include commercial photography fees. Research has indicated that other forest preserve and conservation districts have a formal fee-based permit for this activity. There have been a couple cases this last season where photographers were obstructing roadway. To eliminate some of these issues staff is proposing to add commercial photography to the fee schedule. There will be a yearly and daily permit. Mike Eickman made a motion and Gloria Lind seconded to accept the amended 2017 fee structure for commercial photography. Passed 6-1, Jake Henry voted no.

Election and Appointment of Officers – According to the Board of Commissioners Handbook the election and appointment of officers must be on the agenda to be official. The Board of Commissioners will be re-electing the President and Vice-President and the President will then appoint the officers.

Mike Eickman opened the floor for nominations for President. Gloria Lind nominated Judy Barnard for President, Jeff Tilly seconded the nomination. Judy accepted the nomination. Mike Eickman asked for other nominations from the floor. No other nominations were made and nominations were closed. Roll call vote was taken. Judy Barnard was elected President by unanimous vote.

Mike Eickman asked for nominations for Vice President. Judy Barnard nominated Jeff Tilly for Vice President, Gloria Lind seconded the nomination. Jeff Tilly accepted the nomination. Mike Eickman asked for other nominations from the floor. No other nominations were made and nominations were closed. Roll call vote was taken. Jeff Tilly was elected Vice-President by unanimous vote.

For 2017, the Officers will remain the same as follows: Steve Chapman, Treasurer, Cheryl Maggio, Assistant Treasurer and Mike Eickman, Secretary.

UNFINISHED BUSINESS

Dog Park Discussion – In the January 18 meeting Jake Henry addressed how Indian Hill Forest Preserve is very underused and was inquiring as to if the grassy area could be turned into a dog park as there is no dog park in that part of the county. Tom Hartley compiled a map of Winnebago County that shows the other locations of dog parks in the area, the map was handed out to the Board of Commissioners. Mike also contacted other agencies regarding the pros and cons of maintaining a dog park .There were no more than 3 pros from each agency, but a list of cons. Mike read the list of pros and cons that were on a handout presented to the Board of Commissioners. Gloria thanked Mike for the in-depth research. Judy asked for the area to be measured and to see how many acres it would be if we were to fence it the area and the cost. Jake then told the Board to take no further action and disregard the dog park suggestion. No future discussion is need at this time.

Clubhouse Deposit Transfer Service – At one of the prior board meetings, discussion was brought up about the process of transferring funds from the clubhouses to the bank. Mike spoke with the Sheriff’s Department on the transferring of funds and there will be no additional cost for them to escort the funds to the bank. Mike Durand or Rich Rosenstiel will ride along with the Sheriff to transfer the funds from the clubhouse facilities to the bank. Mike Holan also obtained a quote from Brinks to transfer the deposit to the bank for 9 months of the season.

NEW BUSINESS

Strategic Plan Report – Annual Accomplishments – The Board of Commissioners were previously sent the annual accomplishments prior to the board meeting. Mike Holan read some of the highlights from the annual accomplishments. The Board was also given a handout of the adopted strategic plan goals to review for the March meeting when the Strategic Plan will be reviewed. Mike is working on a list of his accomplishments for the last 5 years.

STAFF REPORTS

Preserve Operations – Vaughn Stamm submitted a written report. Vaughn reported the statistics on the deer management program as a reply to Jeff Tilly’s question.

Golf Operations – Mike Durand submitted a written report. Mike reported that they will be trying to open Atwood Homestead Golf Course starting Friday at noon and then Saturday through Monday at 10:00am, golf cart will be allowed. The specifics and modification of the food service operations are being taken care of as needed from Health Department guidelines. Several modifications are needed to be done at Ledges and Atwood, since these are considered change of ownership facilities.

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.

Law Enforcement – Winnebago County Sheriff’s Office submitted a written report.

ANNOUNCEMENTS & COMMUNICATIONS

Mike Holan announced the Natural Land Institute’s Annual Barbara Fell Award Dinner on Tuesday, March 21^st at Giovanni’s Restaurant. He asked the Board Members to let him know by next Wednesday if they plan to attend.

CLOSED SESSION

Audrey made a motion to go into closed session at 7:23 pm. At 7:56 pm, the meeting returned to open session. No action was taken while in closed session.

ADJOURNMENT

Meeting adjourned at 7:57 PM.

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

Respectfully Submitted,

Kristy Knapp

Administrative Assistant

Board Meeting Agenda – March 15, 2017

Board of Commissioner Minutes January 18, 2017

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

January 18, 2017

PRESENT STAFF

Judy Barnard Mike Holan, Executive Director

Mike Eickman Steve Chapman, Finance

Audrey Johnson Tom Hartley, Land and Development

Gloria Lind Mike Durand, Golf Operations

Cheryl Maggio Jamie Johannsen, Marketing

Jeff Tilly Ann Wasser, Education

Jake Henry

GUESTS

Ray 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 Audrey Johnson led the assemblage in the Pledge of Allegiance.

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

PRESENTATIONS and PUBLIC PARTICIPATION

Volunteer Program Update – Kim O’Malley gave the 2016 Year-End Report of the volunteer program. She recapped that 2015 ended with 172 active volunteers with 2,392 hours of service, and then stated that 2016 was an even better year as it ended with 500 active volunteers, and 6,300 hours. 2016 included 9 plant species monitoring, calling frog monitoring, beespotting, bluebird monitoring, butterfly monitoring, and odonate monitoring. There was also a bat monitoring program with an experienced bat specialist, which spotted an endangered species, the Indiana Bat. Kim then gave an overview of what is coming up in 2017.

Sand Bluff Annual Meeting – Mike Eickman read the 2016 year-end review from the Sand Bluff Bird Observatory past President, Anna Gray. A few highlights of 2016 were that the Sand Bluff Board received approval from the Bird Banding Lab and was awarded a station permit, there were successful fundraisers, new volunteers were engaged and the total volunteer hours were 7,896 for 2016. In addition, the 300,000^th bird was banded in August, and due to the new internet connection, Sand Bluff can now take a credit card at the gift shop. Lastly, in 2016, there were approximately 1300+ visitors to Sand Bluff.

ACTION ITEMS

Bills for December – Audrey Johnson made a motion, Jeff Tilly seconded to authorize the payment of the bills for December in the amount of $717,979.33. Motion passed unanimously.

Acceptance of Property Donation – Calvin & Sophia Ferguson Forest Preserve – Ray Ferguson has purchased four acres of property that he would like to donate to the Forest Preserve. The property is surrounded on three sides by the Calvin and Sophia Ferguson Forest Preserve and the fourth side is the Sugar River. The property would be a conservation addition, and is forested wetland. The Land Advisory Council has recommended acceptance of this property. Gloria Lind made a motion, and Audrey Johnson seconded to accept the donation of land to Calvin and Sophia Ferguson Forest Preserve. Roll call vote was taken. Motion passed unanimously.

Early Retirement Incentive Program – Retirement criteria has been established for an Early Retirement Incentive Program to employees for the Forest Preserves of Winnebago County. The Preserves will be offering an Early Retirement Incentive Program only to employees who meet the criteria. The early retirement incentive program will be offered as soon as Mike Holan notifies the Union. Once employees can start submitting their paperwork, employees must notify their Department Heads by March 31, 2017 at 4:00 p.m., and must retire on or before October 31, 2017. Audrey Johnson made a motion and Jeff Tilly seconded to accept the offer of the Board of Commissioners of the Preserves Early Retirement Incentive Program to the employees of the Forest Preserves of Winnebago County that meet the criteria. Motion passed unanimously.

Appointment of Board of Commissioners Officers – For 2017, the Officers will remain the same as follows: Steve Chapman, Treasurer, Cheryl Maggio, Assistant Treasurer and Mike Eickman, Secretary.

UNFINISHED BUSINESS

Great Lakes Basin Railroad – Jake Henry has submitted a proposed Resolution with regard to the Railroad. It will be put on the agenda as an action item at the February Board meeting.

NEW BUSINESS

Hinchcliff and Indian Hill Forest Preserves – Jake Henry questioned why the garbage cans at Hinchcliff Forest Preserve have been removed. He would like to see them put back as there are a lot of people who fish near there. Mike Holan will look into getting the garbage cans put back. Additionally, Indian Hill Forest Preserves is very underused and he would like to see that preserve being utilized more. He was inquiring as to if the grassy area could be turned into a dog park as there is no dog park in that part of the county.

STAFF REPORTS

Preserve Operations – Vaughn Stamm submitted a written report. Jeff Tilly requested that Commissioners be notified in advance of the deer management program. Judy also requested a five year history of the deer management program.

Golf Operations – Mike Durand submitted a written report.

Land and Development – Tom Hartley submitted a written report. Tom gave an update on the South Rock River property. The grant was submitted on January 18, 2017.

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

Environmental Education – Ann Wasser submitted a written report.

ANNOUNCEMENTS & COMMUNICATIONS

Gloria Lind announced that Mr. Kasch’s son, a longtime employee of the Forest Preserves, has passed away.

CLOSED SESSION

Audrey made a motion to go into closed session at 6:00 pm. At 6:20, 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, February 15, Preserve Headquarters

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

Board Meeting Agenda – February 15, 2017

Board of Commissioners Minutes December 21, 2016

Forest Preserves of Winnebago County

BOARD MEETING

Severson Dells

December 21, 2016

PRESENT STAFF

Judy Barnard Mike Holan, Executive Director

Mike Eickman Steve Chapman, Finance

Audrey Johnson Vaughn Stamm, Preserve Operations

Gloria Lind Tom Hartley, Land and Development

Cheryl Maggio Mike Durand, Golf Operations

Jeff Tilly Jamie Johannsen, Marketing

Jake Henry Ann Wasser, Education

GUESTS

Dan Olson

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 Minutes for November 2016 were approved. No changes or additions were made to the agenda.

PRESENTATIONS and PUBLIC PARTICIPATION

Introduction of Ann Wasser, Director of Nature Education – Mike Holan introduced Ann Wasser, the new Director of Severson Dells, who has been in her position for approximately three weeks. Ann then introduced herself and gave her background. Judy Barnard then thanked Jeff Tilly, Mike Eickman and Mike Holan for participating in the interview process.

Dan Olson – Executive Director for the Champaign County Forest Preserve District – Dan was here to observe Forest Preserves in the area. He thanked Mike Holan for having him and gave an overview of the Champaign County Forest Preserve District.

2017 Restoration Manual – Tom Hartley presented the 2017 Restoration Manual. He highlighted the various projects completed in 2016 and what is coming up in 2017.

ACTION ITEMS

Bills for November – Mike Eickman made a motion, Audrey Johnson seconded to authorize the payment of the bills for November in the amount of $466,467.74. Motion passed unanimously.

Clubhouse Food Service and Gaming – Wild Rhubarb has decided not to continue with food service at Atwood and Ledges Clubhouses. The Preserves intends to self-operate the food and beverage service at Macktown, Ledges and Atwood for the 2017 season. This will give the Preserves the opportunity to add gaming machines at all clubhouses. In February of 2014, the Board approved gaming machines in the clubhouses. The original Resolution was signed in November of 2014 which included all clubhouses; however Macktown was the pilot program for gaming machines. A new Resolution is not needed to put the gaming machines at the additional courses; however Mike is seeking Board approval for adding the gaming machines to Atwood and Ledges clubhouses, since Macktown was a pilot program. Judy Barnard called for a voice vote to add video machines at Atwood Golf Course and Ledges Golf Course. Judy also mentioned that if at any time they prove to not be profitable we have the option to remove them. Passed 5-2, Jake Henry and Audrey Johnson voted no.

Budget Amendment – Bonds & Land Acquisition – On October 26, 2016, the Commissioners approved the sale of a general obligation bond for the purpose of land acquisition. The sale yielded $1,065,000. Sale of the bond requires two new budget funds, one for in use land acquisition, and one to pay the interest on the debt. The proposed budget amendment is adding $760,000 from the bond sale to fund the in use land acquisition fund. The $760,000 is allocated as follows: $90,000 for the purchase of the Johnson and Larson properties, $574,000 for a future purchase for property on the Rock River and finally $100,000 for an unforeseen acquisition opportunity. Interest to pay the bond also created a new debt service fund. It is anticipated that $20,502 of payment will be due fiscal year 2017. The debt service is payed from tax revenue. Audrey Johnson made a motion, and Jeff Tilly seconded to approve the budget amendment ordinance. Roll call vote was taken. Motion passed unanimously.

Budget Amendment – Improvement & Development – In 2015, money was budgeted to resurface part of the Hononegah Forest Preserve camp road. Due to a scheduling conflict, the contractor, the county highway department, did not complete the project. The proposed budget amendment transfers Improvement and Development money from fiscal year 2015-2016 to fiscal year 2016-2017 so that the project can be completed in 2017. Audrey Johnson made a motion, and Mike Eickman seconded, to approve the budget amendment ordinance. Motion passed unanimously.

Rock River Land Acquisition Grant –The Land Advisory Council has recommended the Forest Preserve purchase a property along the Rock River in Southern Winnebago County. The Preserves has applied for matching land acquisition grant money on a majority past acquisitions in order to extend existing land acquisition funds. The Preserves has $950,000 in its land acquisition funds for land purchase. The Illinois Clean Energy Community Foundation offers up to 80% match for the acquisition of natural areas in two grant cycles per year. The next cycle of natural areas grants from Illinois Clean Energy Community Foundation is due January 19, 2017. Audrey Johnson made a motion, and Gloria Lind seconded to approve the application of a natural areas acquisition grant from Illinois Clean Energy Community Foundation of the property along the Rock River in southern Winnebago County. Motion passed unanimously.

Grant Writer – The Preserves has been financially impacted due to the loss of the Assessed Valuation of Winnebago County resulting in the loss of approximately 30% of tax revenues. The Preserves have numerous capital improvement projects that are unfunded or underfunded. One possible source of income would be additional grants to fund outstanding projects. Grant writer Ellen Burgeson, a former Landscape Architect of the Preserves, has extensive experience preparing, writing, submitting and writing final reports for federal, state and local grants. She has indicated an interest in pursuing grants for the Preserves (in areas other than land acquisition) when the opportunity arises. Such grants will be written with the prior notification of the Commissioners. The Executive Director will determine the areas in which to pursue grants, based on grant availability. In addition, such contracts will continue until such a time as one or both parties deem it unnecessary or unsuccessful. She will be paid out of contractual services. Depending on the grant, administrative services are also reimbursed, therefore her costs may be recouped. Gloria Lind made a motion, Cheryl Maggio seconded, to authorize the Executive Director to enter into a contract with Ellen Burgeson to seek grants for the Preserves on an as-needed basis. Motion passed 6-1. (Jake Henry voted no).

Auditor Services – Steve Chapman reminded the Commissioners that in October 2016, he brought a proposal to the Commissioners regarding auditor services, along with William Crowley and Brian Cutler. The cost would be approximately $1,000 per month. It would provide additional internal controls and reviews to the policies and procedures already in place. Mike Holan reviewed the list of services the Auditor Services would provide. The vote has been held over until this meeting. The Commissioners gave their thoughts as to whether or not the service is needed. No motion was made as the general consensus by the Board was that the services were not needed. Judy asked for a voice vote. Denied 6-1 (Jake Henry abstained).

UNFINISHED BUSINESS

Land Acquisition Goal for Strategic Plan – The Preserves Strategic Goals did not include any goals for land acquisition. The Land Advisory Council has drafted a Vision, Goal and Objectives. A copy was distributed to the Commissioners. The Strategic Plan will be reviewed in January and February, and the Land Acquisition Goal and Objectives will be discussed and incorporated at that time.

NEW BUSINESS

GLB Railroad – Jake Henry showed a map of the new proposed route. He would like to see the Board pass a resolution or recommendation that the railroad is not feasible. Judy Barnard would like to form an ad hoc committee. Jake Henry will be on the committee and Commissioners are to let him know if they would like to be on the committee.

BOARD DISCUSSION/COMMITTEE REPORTS

Election of Officers – Mike Eickman opened the floor for nominations for President. Gloria Lind thanked the current officers and she nominated for Judy Barnard for President, Cheryl Maggio seconded the nomination. Judy accepted the nomination. Mike Eickman asked for other nominations from the floor. No other nominations were made and nominations were closed.

Mike Eickman asked for nominations for Vice President. Judy Barnard nominated Jeff Tilly for Vice President, Cheryl Maggio seconded the nomination. Jeff Tilly accepted the nomination. Mike Eickman asked for other nominations from the floor. No other nominations were made and nominations were closed.

Audrey Johnson, moved, Gloria Lind seconded that the nominated slate be the elective slate. Voice vote for President and Vice-President taken. Vote passed unanimously.

STAFF REPORTS

Preserve Operations – Vaughn Stamm submitted a written report.

Golf Operations – Mike Durand submitted a written report.

Land and Development – Tom Hartley submitted a written report.

Marketing and Community Relations – Jamie Johannsen submitted a written report. Jamie reported that Kim and Jamie met with a volunteer and while he was there he gave a generous donation to the volunteer program.

Education – Don Miller submitted a final written report.

Law Enforcement – Terry Nordberg submitted written report.

CLOSED SESSION

Audrey made a motion to go into closed session at 6:56 pm. At 8:10, the meeting returned to open session. No action was taken while in closed session.

ADJOURNMENT

Meeting adjourned at 8:17 PM.

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

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

Board Meeting Agenda – January 18, 2017

Board of Commissioners Minutes November 16, 2016

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

November 16, 2016

PRESENT STAFF

Judy Barnard Mike Holan, Executive Director

Mike Eickman Steve Chapman, Finance

Audrey Johnson Vaughn Stamm, Preserve Operations

Gloria Lind Tom Hartley, Land and Development

Cheryl Maggio Mike Durand, Golf Operations

Mary McNamara Bernsten Jamie Johannsen, Marketing

Jeff Tilly Don Miller, Education

Kim O’Malley, Volunteer Coordinator

ROLL CALL

The meeting was called to order at 5:38 PM, by President Barnard. Recording secretary Ronelle Johnson called the roll. Jeff Tilly arrived after the roll call vote was taken at approximately 5:45.

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

APPROVAL OF AGENDA and MINUTES Minutes for October 26, 2016 were approved. No changes or additions were made to the agenda.

ACTION ITEMS

Bills for October – Mike Eickman made a motion, Mary McNamara Bernsten seconded to authorize the payment of the bills for October in the amount of $459,193.03. Motion passed unanimously.

Land Acquisition – Larson & Johnson Properties – The Board of Commissioners has approved the purchase of 36.24 acres from the Larson trust to add to Kishwaukee River Forest Preserve and 1.33 acres from the Estate of George Johnson to add to Rockford Rotary Forest Preserve. The land is classified as management reserve (conservation property). Gloria Lind made a motion and Mary McNamara Bernsten seconded, to approve the land acquisition of 36.24 acres to add to the Kishwaukee River Forest Preserve and the 1.33 acres to add to the Rockford Rotary Forest Preserve, as well as the approval of the land classification. Roll call vote taken. Motion Passed 6-0 (Jeff Tilly not present for the vote).

2017 Board Meeting Schedule – The Board of Commissioners is required to provide public notice of the date, time and location of its regularly scheduled meetings. The Board will hold regular meetings during the year 2017 and may hold additional meetings at such other times as may be determined. The meetings will be held in the conference room at the Forest Preserves Headquarters or at a partner preserve, the third Wednesday of every month throughout 2017, with the exception of the October meeting, which is held the fourth Wednesday of October. The meeting schedule and locations is posted at the Preserves Headquarters. Mary McNamara Bernsten made a motion and Mike Eickman seconded, to approve the 2017 Board meeting schedule. Motion passed unanimously.

Great Lakes Basin Railroad – An updated letter of concern to the Surface Transportation Board was distributed to the Commissioners. The letter states the Preserves position on the effect the railroad will have on the wildlife, woodlands, river corridors, wetlands, storm water runoff and farmland. The letter will also be posted on the Preserves website, will be sent to the County Board, as well as the Preserves partner organizations. Gloria Lind made a motion, Mary McNamara Bernsten seconded to approve the letter of concern to the Surface Transportation Board. Motion passed unanimously.

Strategic Plan Update – Land Acquisition – The Board and senior management staff developed a three year Strategic Plan. The Plan contains goals and objectives whereby annual staff work plans are developed to accomplish those goals and objectives. The 2014-2017 Strategic Plan was adopted on February 19, 2014. The Board reviews the Strategic Plan annually for updates, additions or deletions. The Preserves refinanced $1,000,000 in General Obligation Bonds for the purpose of land acquisition. The Strategic Plan has no goal or objective related to the acquisition of land in Winnebago County. The Board has determined that the Strategic Plan should include a goal and objectives relating to the acquisition of land. Mary McNamara Bernsten, made a motion and Gloria Lind seconded, to layover this issue until the December Board meeting.

Board of Commissioners Procedures and Policy Handbook Updates – Mike Holan stated that in reviewing the manual in preparation for a new Commissioner coming, there were a few changes that needed to be made to the Handbook. The Preserves play a critical role in promoting preservation, recreation, and education while making and effecting its long-term plans and policies for the Preserves. It is in the best interest of the Preserves that standards be set by which the Board shall operate and discharge its duties. The Board Governance Committee composed effective standards by which an efficient, earnest and ethical Board may operate on behalf of the Preserves. The Board passed a Resolution at the October 24, 2013 Board meeting to adopt the Board of Commissioners Procedures and Policy Handbook that was written by the Board Governance Committee. Some minor revisions to the Handbook needed to be made to update the Handbook to current Preserves information and to correct some minor grammatical errors. Similar revisions may need to be made to the Handbook in the future, and the Board approves minor revisions to be made by authority of the Executive Director as long as the revisions are solely to update Preserves information or correct grammatical errors but do not alter the content or meaning of the Handbook. Mary McNamara Bernsten made a motion and Mike Eickman seconded, to accept the Revised Board of Commissioners Procedures and Policy Handbook. Motion passes unanimously.

UNFINISHED BUSINESS

Auditor Services – Judy Barnard received a request that this discussion be laid over until December.

Bond Sale – Steve Chapman announced that the bond sales were closed on November 9.

NEW BUSINESS

Thank you for Your Service – Judy Barnard recognized and thanked Steve Chapman, Don Miller and Mary McNamara Bernsten for their service to the Preserves. Steve has been a county employee for 39 years, as well as served as the Forest Preserve Treasurer for the past 6 years. Don Miller has been employed with Severson Dells for 27 years, and Mary McNamara Bernsten has been a Commissioner for the past 6 years.

Grant Writer – Judy announced that she has spoken to Ellen Burgeson regarding possible grants for the Forest Preserve. Ms. Burgeson would be willing to talk to the Commissioners about possible federal grants and her services. Judy will contact Ms. Burgeson to make a presentation at a future board meeting.

Severson Dells Bus – Mike Holan announced that the chairman and the Winnebago County board passed a resolution to obtain a bus. A bus has been offered to Severson. Information is being gathered about the costs of the bus, liabilities, etc. The Severson Dells Foundation Board will be meeting to further discuss and vote on the issue. Mike Holan asked the Board for a consensus as to whether or not Severson Dells should proceed with the donation, due to the fact that the Forest Preserves holds the liability. Judy has requested further research and information and this will then be revisited in December.

STAFF REPORTS

Preserve Operations – Vaughn Stamm submitted a written report.

Golf Operations – Mike Durand submitted a written report.

Land and Development – Tom Hartley submitted a written report.

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

Education – Don Miller submitted a written report.

Law Enforcement – Terry Nordberg submitted written report.

CLOSED SESSION

Audrey made a motion to go into closed session at 6:41. At 7:32, the meeting returned to open session. No action was taken while in closed session.

ANNOUNCEMENTS and COMMUNICATIONS

Holiday Party – December 6, 2016 at Klehm Arboretum from 11:30am-2:30 pm

ADJOURNMENT

Meeting adjourned at 7:35 PM.

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

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

Board Meeting Agenda – December 21, 2016

Land Advisory Council Meeting – December 5, 2016

Board of Commissioners Minutes October 26, 2016

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

October 26, 2016

PRESENT STAFF

Judy Barnard Mike Holan, Executive Director

Mike Eickman Steve Chapman, Finance

Audrey Johnson Vaughn Stamm, Preserve Operations

Gloria Lind Tom Hartley, Land and Development

Cheryl Maggio Mike Durand, Golf Operations

Mary McNamara Bernsten Jamie Johannsen, Marketing

Jeff Tilly Kim O’Malley, Volunteer Coordinator

GUESTS

Ray Ferguson

Jerry Paulson

Bill Crowley

Brian Cutler

Barbara Chevalier

ROLL CALL

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

PLEDGE OF ALLEGIANCE Mary McNamara Bernsten led the assemblage in the Pledge of Allegiance.

APPROVAL OF AGENDA and MINUTES Minutes for September 21, 2016 were approved. No changes or additions were made to the agenda.

PRESENTATIONS and PUBLIC PARTICIPATION

Land Advisory Council – Jerry Paulson presented a proposal for donation of property that is an in-holding in the Ferguson Forest Preserve of approximately 4 acres. The owner is going to sell the property and the buyer is then donating it to the Preserves. The Land Advisory Council has approved it for donation to the Preserves. It is anticipated that this will be offered for an ordinance by the end of the year. This will be an addition to the Ferguson Forest Preserve. Jerry Paulson requested an informal motion, recognizing that a formal motion will be made later that will need an ordinance. Judy Barnard performed a straw poll and there were no objections.

Auditor – Steve Chapman – Steve Chapman introduced County Auditor Bill Crowley and Bryan Cutler. Bill Crowley informed the board that the Finance office was combining with the Auditors office. Therefore, the accounting will be done by the Auditors office along with Bryan Cutler. Auditor Crowley then laid out a proposal for additional services. He indicated that there is a lack of internal audit procedures at the Forest Preserve. There is a high volume of purchasing card transactions, which often can be an area of vulnerability, as well as having multiple locations. Therefore, the proposal is to have the Auditors office do a detailed review of all Preserve transactions. They would conduct periodic reviews and make recommendations to the Executive Director. They could also conduct audits of inventory as well as audits of outside vendors. In addition, they would put a procedure in place for citizens to report fraud, or other questionable activities through the fraud prevention hotline. The Preserves can be included in the County’s fraud prevention hotline. He stated that this could be a helpful management tool to help manage the Preserves finances. This would cost the Preserves approximately $1,000 per month. Judy asked each Commissioners thoughts. Steve Chapman then stated that he simply thinks it is another step in accountability and making sure there are no issues in the future. After hearing the Commissioners thoughts, he thinks that the proposal could be paired down. Judy Barnard stated that it will be laid over until the November meeting. Judy also asked Mike Holan to talk more about the details with Steve Chapman and Bryan Cutler to see if things can be paired down.

ACTION ITEMS

Bills for September – Mary McNamara Berntsen made a motion, and Mike Eickman seconded to authorize the payment of the bills for September in the amount of $627,560.56. Motion passed unanimously.

Budget and Appropriations Ordinance – The Forest Preserves of Winnebago County’s fiscal year budget operates from November 1 through October 31. The Board of Commissioners has been presented the proposed 2016-2017 Annual Budget and Appropriation for review and adoption. The budget has been laid over for 30 days for public review and comment. No changes were made during the layover. Audrey Johnson made a motion, and Gloria Lind seconded to approve the Ordinance to adopt the 2016-2017 Annual Budget and Appropriations. Roll call vote was taken. Motion and ordinance passed unanimously.

Levy Ordinance –The Forest Preserves of Winnebago County’s fiscal year budget operates from November 1 through October 31. The Board of Commissioners have been presented a proposed tax levy that must be approved to finance the 2016-2017 Annual Budget and Appropriations Ordinance that has been presented to the Board. The tax levy has been laid over for 30 days for public review and comment. Mary McNamara Bernsten made a motion, Mike Eickman and Gloria Lind seconded, to approve the Ordinance to adopt the 2016-217 Levy Ordinance. Roll call vote taken. Motion and ordinance passed unanimously.

Delegate to IAPD Annual Business Meeting – Illinois Association of Park Districts (IAPD) requires each member agency to select delegates to their Annual Business Meeting which will be held on January 21, 2017. The Forest Preserves of Winnebago County (FPWC) is an IAPD member and therefore must assign delegates to represent the FPWC. The FPWC typically assigns the Executive Director and up to three (3) other individuals, comprised of staff and/or Board members, as delegates. The 3 individuals to be considered delegates to represent the FPWC at the IAPD Annual Business Meeting on January 21, 2017 are Judy Barnard, Audrey Johnson and Jamie Johannsen. Mary McNamara Bernsten made a motion, Gloria Lind seconded to approve the three individuals as delegates to represent the Forest Preserves of Winnebago County at the IAPD Annual Business Meeting on January 21, 2017. Motion passed unanimously.

2017 Holiday Schedule – There are certain days of the calendar year that are designated as scheduled holidays. The Forest Preserves of Winnebago County has designated such dates to observe said holidays. The Board of Commissioners of the Forest Preserves of Winnebago County elects to set the scheduled holidays for all Forest Preserve employees. The staff has presented a holiday schedule to the Board and is asking the Board to adopt and approve the Holiday 2017 schedule. The schedule reflects 5 days as floating holidays. The office is open on those floating holidays. Audrey Johnson made a motion, Mary McNamara Bernsten seconded to approve the 2017 Holiday Schedule. Motion passed unanimously.

2017 Fee Schedule – Staff is proposing revisions to the 2017 Golf Fees and Charges and 2017 Fee Schedules. The changes made to the golf are as follows: Make golf passes valid January 1 – December 31, 2017 (currently golf passes are valid March 23 – October 31, 2016); Continue to offer the discount card providing golfers with a 15% savings on green fees and golf car rental; Increase the Golf Team Pass from $75.00 to $80.00 for the 2017 season; Eliminate the rewards points for golf passes purchased prior to April 1^st. The only other fee schedule change is changing the bridle tag from an annual tag to a seasonal bridle tag, valid from mid-April through mid-November. Mary McNamara Bernsten made a motion, Gloria Lind seconded, to approve the 2017 Fee Schedule. Motion passed unanimously.

Bids for Seward Bluffs Electrical Campground Phase II – The second phase of the replacement of electric service at Seward Bluffs Campground has been bid. Phase II will complete the project. A total of 37 of the 60 total sites will have electric service. Three bids for the project were received. Special Power submitted the low bid of $51,730 for the base bid and $1,250 for alternate one, the installation of a water line to service the handicap site. The available budget is $60,000. Staff recommends award of the project to Special Power for the base bid and alternate 1 for $52,980. Mary McNamara Bernsten made a motion, Mike Eickman and Jeff Tilly seconded to award the Seward Bluffs Electrical Campground Phase II bid to Special Power. Motion passed unanimously.

Bond Sale Ordinance – An Ordinance Providing for the Issuance and Sale of $1,065,000 of Limited General Obligation Bonds, Series 2016A, of the Winnebago County Forest Preserve District, Winnebago County, Illinois, for the Purpose of Acquiring Land for Forest Preserves and Incidental to the Use and Protection Thereof; Providing for the Levy of a Direct Annual Tax for the Payment of Principal of and Interest on Those Bonds; and Concerning Related Matters. Barb Chevalier from Speer Financial presented the Board with the bids that were received on October 26, 2016, for the $1,065,000 Limited General Obligation Bonds, series 2016. There were three bidders who submitted nine bids. The three bids were from BOSC, Inc., a subsidiary of BOK Financial Corporation of Milwaukee, Wisconsin; D.A. Davidson Companies of Denver, Colorado; and Robert W. Baird & Co., Incorporated of Milwaukee, Wisconsin. The best bid received was from BOSC, Inc. Bond proceeds will be used to acquire land and to pay the costs of issuing the Bonds. Speer Financial recommends the Bonds be awarded to BOSC, Inc., a subsidiary of BOK Financial Corporation, Milwaukee, Wisconsin, at a true interest rate of 2.6120%. The closing date of November 9 will be dependent upon approval of the Bond Sale. Gloria Lind made a motion, Mike Eickman seconded, to approve the bid of BOSC, Inc., a subsidiary of BOK Financial Corporation, Milwaukee, Wisconsin at a true interest rate of 2.6120%. Roll call vote was taken. Motion passed unanimously.

Sheriff’s Contract – The Winnebago County Sheriff’s Department has provided police services in the past within forest preserves located in Winnebago County under an intergovernmental cooperation agreement with the Forest Preserves of Winnebago County. The Winnebago County Sheriff’s Department is agreeable with continuing to provide police services within the Forest Preserves of Winnebago County as well as, the Forest Preserves of Winnebago County is agreeable to continue those services with the Winnebago County Sheriff’s Department providing that both entities have the power to enter into intergovernmental cooperation agreements. The Intergovernmental Agreement between the Forest Preserves of Winnebago County and the Winnebago County Sheriff’s Department shall run from October 1, 2016 through September 30, 2017 and shall be renewable annually after review by the Preserves Executive Director, the Sheriff and thereafter by direction of the Board of Commissioners. After negotiations between Sheriff Caruana and the Executive Director Mike Holan, the Board has reviewed and approved the contract costs. Mary McNamara Bernsten made a motion, and Gloria Lind seconded, to approve the Intergovernmental Agreement between the Forest Preserves of Winnebago County and the Winnebago County Sheriff’s Department for Police Services. Motion passed unanimously.

UNFINISHED BUSINESS

Great Lakes Basin Railroad – Judy Barnard stated that the Preserves needs to consider taking a position on this. The Preserves did send a letter to be considered in the environmental impact statement. A new route has been presented and Tom Hartley went through the proposed new rail route. Jerry Paulson and Ray Ferguson also gave some insight into the problems of the new route. Several concerns are the soil, water, migratory birds, endangered species, and there would be affected wetlands. Judy Barnard then distributed a draft of an email that will be sent to the Surface Transportation Board. She is asking the Commissioners to review it and look into the issues. She is also seeking Commissioners to serve on a smaller committee to look further into the Railroad and the issues it presents.

NEW BUSINESS

Strategic Plan – Land Acquisition – Judy Barnard thinks it is necessary to have something included in the Strategic Plan about land acquisition, and consider it being an additional goal. She is requesting a couple of Commissioners and staff to be involved in working on that.

STAFF REPORTS

Preserve Operations – Vaughn Stamm submitted a written report.

Golf Operations – Mike Durand submitted a written report. He gave an update to his report relating to the fall schedule. Beginning November 1-3 there will be irrigation clearing at the courses. November 1 will be last day Ledges will be open, due to Atwood being closed on Nov. 1 for irrigation clearing, weather permitting. After November 1 Atwood & Macktown will remain open, weather permitting, and Macktown will close around November 6. Lastly, Mike announced that Susan Wheeler of Wild Rhubarb, who runs concessions at Atwood & Ledges, will no longer run concessions at those locations. Their contract expires December 31, 2017. The Preserves is looking at taking over those concessions internally.

Land and Development – Tom Hartley submitted a written report. The Preserves has received the Illinois Clean Energy Grant for the Johnson/Larson properties.

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

Education – Don Miller submitted a written report.

Law Enforcement – Terry Nordberg submitted written report.

ADJOURNMENT

Meeting adjourned at 7:05 PM.

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

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

Board Meeting Agenda – November 16, 2016

Natural Areas in Winnebago County Notes October 20, 2016

Forest Preserves of Winnebago County

Natural Areas in Winnebago County Notes

October 20, 2016

There was an introduction of those present (see attached list)

Call to order: Chairman Jerry Paulson called the meeting to order at 2:03 p.m. at the FPWC office, 5500 Northrock Drive, Rockford, Illinois.

Adoption of agenda: Randy Vogel moved to adopt the agenda as distributed; seconded by Lee Johnson and approved.

The Forest Preserves Strategic Land Plan was explained. Option 3 of the plan are the natural areas in the County. The most recent INAI survey of the county was displayed. A total of 57 sites in Winnebago County were explored. Thirty-four of the sites were excluded from the INAI survey process. Four sites have been nominated as INAI sites. At this time the new sites are unknown.

Participants were invited to mark known natural areas on the provided maps. The Forest Preserve will sort the information and mark on the strategic land map.

Participants spoke of their work in the county regarding natural area.

NLI – Ed Cope

Raccoon Creek watershed. It was noted important habitat is located at Blackhawk Raceway and Williams Tree Farm.
Shaffman Prairie and another prairie close to Shaffman on Owen Center Road.
Severson Dells complex. There is a possibility of expanding the preserved land with a partnership of Byron Forest Preserve, NLI and FPWC.
Property east of the town of Pecatonica is now owned by NLI.
The INAI site on Kinnikinnick Creek. It was suggested this property could be connected to Boone County’s Kinnikinnick Creek Conservation Area.

Greg Keilback – Pheasants Forever mentioned four sites:

Bebbs Creek and West Fork Creek Confluence
Westfield and Montague property
Hoople Farm
Rowley Farm on Cunningham

RPD – Nathan Hill

Additions to Atwood Park
Additional buffer to Searles Prairie

NRCS – There is an unidentified WRP easement not located on the map.

Some field checking of the 57 sites identified is needed. No assignments to field check were given.

There was a discussion about land owner contacts. The consensus was a “Targeted Outreach to Landowners” – to develop relationships with key landowners. There was interest in a “Visitation Packet” that addressed and informed landowners about available protection measures. There may be grant money for landowner outreach. No assignment for this task was given.

Adjourn: Paulson adjourned the meeting at 4:30 p.m.

Respectfully submitted,

Tom Hartley, Director of Land and Development

FPWC

Natural Areas in Winnebago County Meeting
October 20, 2016
Present Attendees

First	Last	Organization
Dennis	Anthony	Winnebago County Soil & Water Conservation District
Judy	Barnard	Forest Preserve Board of Commissioners
Eric	Bednar	Forest Preserves of Winnebago County
Jim	Benkovich	Roscoe Township
Ed	Cope	Natural Land Institute
Jon Paul	Diipla	RMAP
Mike	Eickman	Forest Preserve Board/Land Advisory Council
Ray	Ferguson
Josh	Franks	Natural Resource Conservation Service
Mike	Groves	Forest Preserves of Winnebago County
Tom	Hartley	Forest Preserves of Winnebago County
Nathan	Hill	Rockford Park District
Mike	Holan	Forest Preserves of Winnebago County
Audrey	Johnson	Forest Preserve Board/Land Advisory Council
Lee	Johnson	Land Advisory Council
Greg	Keilback	Severson Dells Nature Center
Kerry	Leigh	Natural Land Institute
Anna	Ma	RMAP
Dave	Mullen	Forest Preserves of Winnebago County
John	Nelson	Nature Preserves
Jerry	Paulson	Land Advisory Council
Vaughn	Stamm	Forest Preserves of Winnebago County
Randy	Vogel	Land Advisory Council/Land & Water Resources

Land Advisory Council Minutes October 3, 2016

Forest Preserves of Winnebago County

Land Advisory Council Meeting Minutes

October 3, 2016

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

Call to order: Chairman Paulson called the meeting to order at 4:05 p.m. at the FPWC offices, 5500 Northrock Drive, Rockford, Illinois.

Adoption of agenda: Hoff moved to adopt the agenda as distributed; seconded by Cunningham and approved. Paulson explained that he did not put the FPD policy on purchase of land on the agenda because it is something that the Board needs to consider, not the Land advisory Council.

Minutes of last meeting: Williams moved approval of the minutes of the September 9, 2016 meeting as distributed; seconded by Hoff and approved.

Strategic Land Conservation Plan: Paulson explained the difference between a “vision” statement and “mission” statement and asked for suggestions. After discussion it was agreed that the mission of the Land Advisory Council is” “To identify, screen and recommend to the Board of Commissioners that land that should be acquired by the District that is in keeping with the District’s mission.”

After considerable discussion it was agreed that the vision for the FPD in relation to its land holdings is : “The Forest Preserves of Winnebago County will have enough natural and restored land to sustain all the plants and animals that are native to Winnebago County, and that the District has the resources to maintain the lands in a healthy condition.”

“That every tract of unprotected, ecologically important land in Winnebago County will be protected and maintained.”

There was discussion of the need for people to evaluate the land and the costs of developing and maintaining the land.

Hartley said that a workshop will be held on October 20 with groups and agencies in the county that are involved in protection of natural areas. LAC members are urged to attend.

Closed Session to Consider Land Acquisition: Hoff moved to go into closed session to consider land acquisition projects; seconded by Williams and the motion was approved. Paulson closed the meeting at 5:10 p.m.

Reopen Meeting: Williams moved to come out of closed session at 5:20 p.m.; Hoff seconded and the motion was approved. Paulson noted that no action was taken in closed session.

Acquisition of Property on Sugar River: Hoff moved to recommend that the Forest Preserve District acquire the 4-acre Barnes Property on the Sugar River as an addition to Ferguson Forest Preserve. It was seconded by Johnson, and approved unanimously.

Next Meeting Date: It was agreed that the next meeting would be on November 7, 2016 at 4:00 p.m. Williams said that he would be gone.

Adjourn: Paulson adjourned the meeting at 5:25 p.m.

Respectfully submitted,

Jerry Paulson, Chairman

Land Advisory Council Meeting – November 7, 2016

Bond Hearing Minutes September 21, 2016

Board of Commissioner Minutes September 21, 2016

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

September 21, 2016

PRESENT STAFF

Judy Barnard Mike Holan, Executive Director

Mike Eickman Steve Chapman, Finance

Audrey Johnson Vaughn Stamm, Preserve Operations

Gloria Lind Tom Hartley, Land and Development

Cheryl Maggio Mike Durand, Golf Operations

Mary McNamara Bernsten Jamie Johannsen, Marketing

Jeff Tilly Don Miller, Education

GUESTS

Lee Johnson

Jerry Paulson

Ray Ferguson

ROLL CALL

The meeting was called to order at 5:36 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 August 17, 2016 were approved. No changes or additions were made to the agenda.

ACTION ITEMS

Bills for August – Audrey Johnson made a motion, Gloria Lind seconded to authorize the payment of the bills for August in the amount of $731,958.64. Motion passed unanimously.

Sheriff’s Contract – The Board will lay over the Sheriff’s Contract until the October 26, 2016 Board meeting pending further discussion on the terms of the contract between the Sheriff and Mike Holan.

Acceptance of Budget & Appropriations Ordinance Layover – The Preserves fiscal year budget operates from November 1 through October 31. The District’s Board of Commissioners has been presented the proposed 2016-2017 Annual Budget and Appropriation Ordinance for review and adoption. The Preserves are 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. The Board will layover the 2016-2017 Annual Budget and Appropriation Ordinance for public review and comment until the October 26, 2016 Board meeting. Mary McNamara Bernsten made a motion, Gloria Lind seconded to lay over the Annual Budget and Appropriation Ordinance for public review until October 26, 2016. Motion passes 6-1 (Cheryl Maggio voted no).

Levy Ordinance Layover – The Preserves have been presented a proposed tax levy that must be approved to finance the 2016-2017 Annual Budget and Appropriations Ordinance that has been presented to the Board. The 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. The Board will layover the tax levy for public review and comment until the October 26, 2016 Board meeting. Gloria Lind made a motion, Audrey Johnson and Mike Eickman seconded, to layover the tax levy for public review until the October 26, 2016 Board meeting. Motion passes unanimously.

BOARD DISCUSSION/COMMITTEE REPORTS

Five-Year Capital & Equipment List – Mike Holan distributed a spreadsheet of the five year capital equipment/vehicle replacement schedule, as well as a five year capital plan repair & replacement of facilities. These spreadsheets lay out the overdue repairs and replacements, as well as repairs and replacements that will need to be done in the next five years.

Summary of Outstanding Items – With regards to the agenda, Mary McNamara Bernsten would like to see a summary under unfinished business of outstanding issues that have been brought up at prior meetings. If a citizen has addressed the Board, Mary would like those issues be listed as a reminder so updates and follow-ups can be done. Mike Holan then gave an update regarding the archery program at Macktown that Jeremy Oster proposed, as well as an update as to Jake Henry’s plea to the district relating to the rail line.

STAFF REPORTS

Preserve Operations – Vaughn Stamm submitted a written report.

Golf Operations – Mike Durand submitted a written report.

Land and Development – Tom Hartley submitted a written report.

Marketing and Community Relations – Jamie Johannsen submitted a written report. Jamie mentioned that the Preserves will be at City Market on September 23. October 1 is Fall For the Forest Preserves. Also she gave a reminder that the Commissioners are invited to the Volunteer Picnic on Saturday, October 15.

Education – Don Miller submitted a written report.

Law Enforcement – Terry Nordberg submitted written report.

Strategic Plan Quarterly Update – Mike Holan submitted a written report.

CLOSED SESSION

Audrey made a motion to go into closed session at 6:17 to discuss personnel. At 7:41, the meeting returned to open session. No action was taken while in closed session.

ANNOUNCEMENTS and COMMUNICATIONS

October 1^st – Fall for the Forest Preserves at Atwood Homestead Forest Preserve – Noon – 3:00pm

October 15^th – R.E.A.P. Workday and Volunteer Appreciation Picnic- Hononegah Forest Preserve

11:30-1:30

October 19^th – Special Meeting of the Commissioners

ADJOURNMENT

Meeting adjourned at 7:42 PM.

Next board meeting 5:30 PM, Wednesday, October 26, Preserve Headquarters

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

Board Meeting Agenda – October 26, 2016

Budget Hearing Agenda – October 26, 2016

Natural Areas in Winnebago County Agenda – October 20, 2016

Meeting of the Whole Agenda – October 19, 2016

Land Advisory Council Minutes September 6, 2016

Forest Preserves of Winnebago County

Land Advisory Council Meeting Minutes

September 6, 2016

Members Present: Ann Marie Cain, Steve Clark, Pam Cunningham, Bill Hoff, Lee Johnson, James Marshall, Rebecca Olson, Jerry Paulson, Randy Vogel and Dan Williams. Members Absent:. None FPWC Commissioners Present: Judith Barnard and Audrey Johnson. FPWC Staff Present: Mike Holan and Tom Hartley

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

Adoption of agenda: Hoff moved to adopt the agenda as distributed; seconded by Cain and approved. Holan announced that the FPD Board will hold a public meeting at 5:30 p.m. on September 21^st about refinancing $1.1 millions in bonds for land acquisition.

Minutes of last meeting: Williams moved approval of the minutes of the June 14, 2016 special meeting as distributed; seconded by Cunningham and approved.

Strategic Land Conservation Plan: Paulson presented a first draft of a Strategic Land Conservation Plan text for review. He pointed out that the plan lacks a Vision and Mission statement. Audrey Johnson suggested using the FPD Mission Statement. Vogel said that the land acquisition plan has a narrower vision and mission. Hartley will review the notes from the workshops held with David Allen to see if the LAC developed a mission or vision statement. Paulson asked Williams to draft a brief history of the LAC.

Option 3 was discussed. Hoff asked if partnerships would be the only way that land was going to be preserved under Option 3? After discussion it was agreed that the FPD should work cooperatively with other groups to identify lead agencies for each property in Option 3, and form partnerships to protect the land where it is appropriate and necessary. Higher priority should be given to protecting lands in Option 3 that are located in Options 5-7.

A strategy for options 5 – 7 was discussed. It was agreed that the FPD should monitor changes in ownership of land in these priorities to identify targets of opportunity. Paulson said that he and Hartley will continue to work on the text for the plan.

Audrey Johnson said that LAC members are ambassadors for the FPD and its 42 preserves and should always be aware of what the public thinks and alert to changes in ownership.

Closed Session to Consider Land Acquisition: Hoff moved to go into closed session to consider land acquisition projects; seconded by Williams and the motion was approved. Paulson closed the meeting at 4:45 p.m.

Reopen Meeting: Williams moved to come out of closed session at 5:00 p.m.; Cunningham seconded and the motion was approved. Paulson noted that no action was taken in closed session.

Acquisition of Property on Sugar River: Olson moved to recommend that the Forest Preserve District acquire the 4-acre Barnes Property on the Sugar River as an addition to Ferguson Forest Preserve, subject to the staff completing the screening questions for the acquisition. It was seconded by Williams, and approved unanimously.

Next Meeting Date: It was agreed that the next meeting would be on October 3, 2016 at 4:00 p.m. Clark and Marshall said they would be gone that day.

Land Acquisition Purchase Policy: Paulson said that the FPD Board should adopt a policy about how it will determine the value of land it is going to acquire and how much it will pay. He will put this on the agenda for the next meeting.

Adjourn: Paulson adjourned the meeting at 5:15 p.m.

Respectfully submitted,

Jerry Paulson, Chairman

Land Advisory Council Meeting – October 3, 2016

Board of Commissioner Minutes August 17, 2016

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

August 17, 2016

PRESENT STAFF

Judy Barnard Mike Holan, Executive Director

Mike Eickman Steve Chapman, Finance

Audrey Johnson Vaughn Stamm, Preserve Operations

Gloria Lind Tom Hartley, Land and Development

Cheryl Maggio Mike Durand, Golf Operations

Mary McNamara Bernsten Jamie Johannsen, Marketing

Jeff Tilly Don Miller, Education

GUESTS

Lee Johnson

Dan Riggs – Klehm Arboretum

Jake Henry

Jeremy Oster

Barbara Chevalier – Speer Financial, Inc.

Allison Hense

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 – Judy Barnard led the assemblage in the Pledge of Allegiance.

APPROVAL OF AGENDA and MINUTES – Minutes for July 20 were approved. No changes or additions were made to the agenda. Motion passed unanimously.

PRESENTATIONS and PUBLIC PARTICIPATION

Jake Henry – Jake Henry addressed the issue of the Great Lakes Basin Railroad. He presented the Forest Preserves map and brought it to the attention of the Commissioners that the railroad extension would potentially run through the forest preserves. His concern is that the railroads would tear up, or damage the preserves. He is urging the Board to come out against the Railroad and would like to see them stand up and say no.

Klehm Arboretum Capital Assets & Overview of Klehm projects – Dan Riggs gave a presentation on the improvements and renovations to the Clarcor Pavilion. He is requesting the assets be transferred to the Preserves. Dan then gave an update on a few restoration projects that Klehm has started that will add to the diversity of the property. Dan also showed plans for a proposed event pavilion that the Klehm Board has approved funding for.

Jeremy Oster – He is a volunteer at The Gathering and Macktown Historic Center. He is an Archery Instructor, and would like to donate a $500 target for the re-enactments at Macktown. Slabaugh Services is willing to donate the dirt to go behind the target. In addition, he feels that having an Archery program at Macktown would be a wonderful addition to their programming and would like the Board to consider it. Mike Holan asked him to email a proposal to him.

ACTION ITEMS

Bills for July – Audrey Johnson made a motion, Mary McNamara Bernsten seconded to authorize the payment of the bills for July in the amount of $472,077.77. Motion passed unanimously.

Klehm Capital Assets – Klehm Arboretum & Botanic Garden has made improvements to the Clarcor Pavilion and Sensory/Demonstration Garden which is on the grounds of the Carl and Lois Klehm Forest Preserve. The improvements include reconstruction of stone retaining walls, associated landscaping in the Sensory/Demonstration Garden, and the addition of a deck and French doors on the Clarcor Pavilion. The Klehm Board of Directors has approved the donation to the District. Mike Eickman made a motion, Mary McNamara Bernsten seconded. Motion passed unanimously.

Resolution Authorizing the Issuance of Bonds in an Amount Not to Exceed $1,100,000 for the Purpose of Land Acquisition and Setting of the Bond Issue Notification Act Hearing – The Board has approved the purchase of the Johnson & Larson properties. Contracts are pending. Grants have been applied for which will cover up to 80% of the purchase. However, if the Preserves are not awarded the grants, bonds will be used to purchase the properties. In the event grants are awarded to the Preserves, the bonds will be used to cover what the grants do not. Steve Chapman explained the process of extending the bonds. The District seeks to acquire these additional lands for forest preserves. The estimated cost of the Project including the District’s costs in connection with the borrowing of money, will not exceed $1,100,000. The District does not have sufficient funds on hand or available from other sources with which to pay the costs of the Project or to pay the District’s costs in connection with the borrowing of money. It is necessary and in the best interest of the District to borrow the sum not to exceed $1,100,000 in order to finance the costs of the Project and the costs in connection with the borrowing of money as described in this Resolution and, to evidence its obligation to repay the borrowing to issue its limited general obligation bonds in the aggregate principal amount not to exceed $1,100,000. The source of repayment for the bonds shall be property taxes. Speer Financial, Hinshaw & Culbertson and Perkins Cole, LLP will be assisting the Preserves to complete all work necessary. Public notice and a hearing are required under the Bond Issue Notification Act in order for the bonds to be issued. The public hearing will be held on September 21, 2016 at 5:30 p.m. at the Preserves District Headquarters, 5500 Northrock Drive, Rockford. Audrey Johnson made a motion, Jeff Tilly and Gloria Lind seconded, to authorize the Resolution authorizing the issuance of bonds in an amount not to exceed $1,100,000 for the purpose of land acquisition and the setting of the bond issue notification act hearing. A roll call vote was taken. Resolution passed unanimously.

Resolution to Address IMRF Requirements – Mike Holan announced that the board approved the extension of his employment contract. In the contract is the vehicle stipend, which is considered taxable income. Standard Illinois Municipal Retirement Fund (IMRF) member earnings reportable to the IMRF do not include expense allowances. The governing body of an IMRF participating unit of government may elect to include vehicle allowances in IMRF earnings as taxable expense allowances. The Board is authorized to include taxable expense allowances as earnings reportable to IMRF and it is desirable that it do so. Mary McNamara Bernsten made a motion, Mike Eickman and Gloria Lind seconded, to elect to include as earnings reportable to IMRF the vehicle allowance for the Executive Director as a taxable expense allowance effective April 10, 2013. Resolution passed unanimously.

NEW BUSINESS

Preliminary Budget Review – Board members were given a draft budget to review. Steve Chapman highlighted a few items and reviewed the budget assumptions. Judy has asked Mike to work with the staff on the 5 year capital projections. Mike directed the Commissioners to call him with any questions regarding the budget. The public hearing on the budget will be in October.

Four Lakes – Judy, Tom, Mike, Vaughn and Dave Mullin met with Andrew Di Allesandro of the US Fish & Wildlife Service about Four Lakes and the fishing opportunities there. The lakes are shallow, and are silting in, and there have been some failures on the dike between the lakes and the creek. The Preserves brought the USFWLS to Four Lakes to see if they can assist the Preserves with dredging Four Lakes to make it deeper, either monetarily or in any other way. It has been 40 years since Four Lakes has been dredged. The cost for dredging is approximately $500,000. The USFWLS doesn’t provide funds, but they may provide assistance with connections to other organizations that may be able to help. In addition to Four Lakes, they looked at the Gasparini property. Judy would like to have a meeting in early November to discuss the campgrounds, Four Lakes and the golf courses to see if there are any funds out there to assist with improvements that need to be done.

STAFF REPORTS

Preserve Operations – Vaughn Stamm submitted a written report.

Golf Operations – Mike Durand submitted a written report. Mike had a correction on the golf report, video gaming update $647.18 is incorrect, the correct number is $741.19, and year to date is $1,151.00.

Land and Development – Tom Hartley submitted a written report.

Marketing and Community Relations – Jamie Johannsen submitted a written report. Jamie announced that this Saturday, August 20, is a monthly R.E.A.P. work day, and the Boy Scouts are doing the work. It is Scout Day through the Blackhawk Council. Also, October 1 is Fall for the Forest Preserves at Atwood Homestead and October 15 is Volunteer Appreciation Picnic at Hononegah.

Education – Don Miller submitted a written report. Audrey thanked Don Miller for the wonderful canoe trip.

Law Enforcement – Terry Nordberg submitted written report.

ANNOUNCEMENTS and COMMUNICATIONS

August 20^th – R.E.A.P. – Workday and Guided Butterfly Hike at Kieselburg Forest Preserve from 9am to Noon

September 17^th – R.E.A.P. – Workday and Fishing on the Rock River at J. Norman Jensen Forest Preserve from 9am to Noon

ADJOURNMENT

Meeting adjourned at 6:45 PM.

Next board meeting 5:30 PM, Wednesday, September 21st, Preserves Headquarters

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

Board Meeting Agenda – September 21, 2016

Bond Hearing Agenda – September 21, 2016

Land Advisory Council Minutes June 14, 2016

Forest Preserves of Winnebago County

Special Land Advisory Council Meeting Minutes

June 14, 2016

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

Call to order: Chairman Paulson called the special meeting to consider a land acquisition project to order at 4:00 p.m. at the FPWC offices, 5500 Northrock Drive, Rockford, Illinois. He noted that there was not a quorum of members at the June 6, 2016 meeting and the meeting was postponed to a date to be determined by polling the members.

Adoption of agenda: Williams moved to adopt the agenda as distributed; seconded by Hoff and approved.

Minutes of last meetings: Williams moved approval of the minutes of the May 2 and 13, 2016 meetings as distributed; seconded by Hoff and approved.

Closed Session to Consider Land Acquisition: Williams moved to go into closed session; seconded by Cain and the motion was approved. Paulson closed the meeting at 4:05 p.m.

Reopen Meeting: Williams moved to come out of closed session at 4:40 p.m.; Cunningham seconded and the motion was approved. Paulson noted that no action was taken in closed session.

Purchase of Property on South Rock: Williams moved to recommend that the Forest Preserve District investigate the acquisition of the 164-acre Hosington Property as the first step in developing a new forest preserve on the South Rock River. It was seconded by Johnson, and approved unanimously. Olson asked that the staff explore how acquisition of the property would effect the proposed alignment of the Great Lakes Basin Railroad. Hartley shared a legal opinion prepared by Chuck Prorok that forest preserve land is not subject to eminent domain, but could be allowed by special legislation.

Next Meeting Date: It was agreed that the next meeting would be on September 6, 2016 at 4:00 p.m. During the summer Paulson and Hartley will work to draft the Strategic Land Conservation Plan to present to the Council at the next meeting.

Adjourn: Paulson adjourned the meeting at 4:55 p.m.

Respectfully submitted,

Jerry Paulson, Chairman

Land Advisory Council Meeting – September 6, 2016

Board of Commissioner Minutes July 20, 2016

Forest Preserves of Winnebago County

BOARD MEETING

The Ledges Golf Course

July 20, 2016

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

Mary McNamara Bernsten Mike Durand, Golf Operations

Jeff Tilly

ABSENT GUESTS

Mike Eickman Lee Johnson

Jerry Paulson

ROLL CALL

The meeting was called to order at 5:35 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 June 15, 2016 were approved. No changes or additions were made to the agenda.

PRESENTATIONS and PUBLIC PARTICIPATION

No presentations or public participation

CLOSED SESSION

Audrey made a motion to go into closed session at 5:37 pm. At 7:05, the meeting returned to open session. No action was taken while in closed session.

Land Acquisition – It is the consensus of the Board to proceed with the purchase of the Larson & Johnson’s properties. The Board directed Tom Hartley to move forward with both properties as well as get an appraisal on the Hoisington property.

ACTION ITEMS

Bills for June – Audrey Johnson made a motion, and Gloria Lind seconded to authorize the payment of the bills for July in the amount of $610,212.95. Motion passed unanimously.

Budget Amendment – At the May 18, 2016 Board meeting a resolution was passed to purchase fifty new 2016 EZGo TXT golf cars in the amount of $107,400 (net cost after trade allowance of existing fleet) from EZGo division of Textron, Inc. Funds were allocated in the 2016 capital budget for a 3 year lease/purchase agreement in the amount of $75,000 for the replacement of the rental golf cars at Atwood homestead Golf Course. Funds are available in the 2016 cash balance of the Corporate Fund in the amount of $32,400 in addition to the budgeted amount of $75,000 in the 2016 Capital Fund for the replacement of the rental golf cars. A Resolution to purchase fifty new 2016 EZGo TXT golf cars in the amount of $107,400 was passed by a 3-1 vote at the May 2016 Board of Commissioner meeting. Gloria Lind made a motion, and Audrey Johnson seconded, for an ordinance for a Budget Amendment using $32,400 from the Corporate Fund cash balance in addition to $75,000 from the Capital Improvement Fund is requested to make a total of $107,400 available for purchase of the fifty 2016 EZGo golf cars. Motion passes 4-1. (Cheryl Maggio voted no).

Union Contract – The Preserves has been operating with a Collective Bargaining Agreement with the International Union of Operating Engineers Local 150, which expired on October 31, 2014. After successful negotiations between the Preserves and Local 150, the bargaining unit members, who are employees of the Preserves, ratified the contract presented to them on July 18, 2016. The new Collective Bargaining Agreement will be in effect from November 1, 2014 to October 31, 2018. The staff is recommending approval of this contract subject to the terms being reduced to writing and included in the final and binding collective bargaining agreement between the parties. Audrey Johnson made a motion, and Gloria Lind seconded, to approve the contract with the International Union of Operating Engineers Local 150 for a 4 year period commencing on November 1, 2014 and ending on October 31, 2018, subject to the terms being reduced to writing and included in the final and binding collective bargaining agreement between the parties. Motion passed unanimously.

UNFINISHED BUSINESS

Electrical Upgrade – Campground – Tom Hartley gave an update on the electrical improvements. Phase 1 is done at Seward. Judy Barnard would like to call a separate meeting to discuss specifically the campgrounds, including the electricity upgrades needed in the campgrounds, possible future expenditures, as well as brainstorming ideas to use partnerships in the campgrounds.

BOARD DISCUSSION/COMMITTEE REPORTS

Board Canoe Trip – Don Miller has suggested August 1 at 5:30 at Kishwaukee River Forest Preserve for the Board canoe trip. The trip will include a 20 minute safety instruction session before the trip continues and will then float down to Atwood Park, which will take approximately an hour and a half. On this tour, four or five preserves will be seen. Commissioners are to let Mike Holan know by July 28 if attending.

STAFF REPORTS

Preserve Operations – Vaughn Stamm submitted a written report. Vaughn announced that on August 11 there will be a canoe river trash sweep. The canoes will be leaving out of Espenscheid at 8:30. Vaughn also distributed a thank you note from National Multiple Sclerosis director thanking them for the use of Oak Ridge Forest Preserve and accommodating 1500+ cyclists for their fundraiser.

Golf Operations – Mike Durand submitted a written report.

Land and Development – Tom Hartley submitted a written report.

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

Education – Don Miller submitted a written report.

Law Enforcement – Terry Nordberg submitted written report.

ANNOUNCEMENTS and COMMUNICATIONS

July 23^rd – River Seining in the Kishwaukee at Oak Ridge Forest Preserve from 10am to11:30am.

July 23rd – Draw With Me: Plants and Animals at Hononegah Campground from 2pm to 3pm.

August 20th – R.E.A.P. Workday and Guided Butterfly Hike at Kieselburg Forest Preserve from 9am to

12pm.

ADJOURNMENT

Meeting adjourned at 7:30 PM.

Next board meeting 5:30 PM, Wednesday, August 17, District Headquarters

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

Board Meeting Agenda – August 17, 2016

Board of Commissioner Minutes June 15, 2016

Forest Preserves of Winnebago County

BOARD MEETING

Klehm Arboretum & Botanic Garden

June 15, 2016

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 Mike Durand, Golf Operations

Mary McNamara Bernsten Jamie Johannsen, Marketing

Jeff Tilly Don Miller, Education

GUESTS

Dan Riggs

Brook McDonald

ROLL CALL

The meeting was called to order at 5:27 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 May 18, 2016 were approved. One change in the agenda included moving closed session to earlier in the meeting to accommodate Attorney Jim Pirages’ schedule. No additional changes or additions were made to the agenda.

PRESENTATIONS and PUBLIC PARTICIPATION

Referendum Information – Brook McDonald of The Conservation Foundation – Brook McDonald is the CEO of The Conservation Foundation. He gave an overview of The Conservation Foundation and then went through the general information regarding the referendum, process, polling, successful referendums, and how The Conservation Foundation helps forest preserve districts get a referendum passed.

Klehm Arboretum & Botanic Garden Update – Dan Riggs gave an update as to all the events and fundraising efforts at Klehm. He also gave a brief overview of a few possible projects and ideas that Klehm is considering for improvements and attractions.

ACTION ITEMS

Bills for May – Mary McNamara Bernsten made a motion, and Audrey Jonson seconded, to authorize the payment of the bills for May in the amount of $506,126.19. Motion passed unanimously.

Land Acquisition –The Land Advisory Council is in the process of completing a strategic plan for the Forest Preserve. The Board of Commissioners has approved adoption of strategic plan options 2-4 for acquisition and any other unique or special opportunities that may occur. The Larson and Johnson Properties are surrounded by the Kishwaukee River and Rockford Rotary Preserves on three sides and are included in strategic plan option 2. The Forest Preserve has negotiated a verbally agreed price for the Larson property using a Forest Preserve appraisal and the seller’s appraisal as a basis for negotiation. The Johnson property appraisal has been ordered but has not yet been finished, so no purchase negotiation has begun. The Forest Preserve staff has been seeking grants to help fund the acquisitions. The Illinois Clean Energy Community Fund is a granting agency that The Preserves have gone to in the recent past successfully and plan to with these purchases. Another funding agency used has been the Grand Victoria Foundation thru their Vital Lands Program. The Vital Lands money is not available directly to the Forest Preserve but indirectly thru nonprofit agencies.

The Natural Land Institute has agreed to submit the Grand Victoria Vital Lands grant on our behalf for the purchase of the two properties. The process may be the same as that used to purchase the addition to Deer Run Forest Preserve in 2011. The Natural Land Institute will apply for the Grand Victoria Vital Land Funds that cover about 30% of the appraised value to hold a conservation easement on the property. They will give their portion of the easement money to the Forest Preserve for the purchase of properties. This arrangement awaits approval by the granting agencies. The grants will cover most of the purchase, but not all. The remaining costs are in the $90,000 range. NLI and granting agencies will need some assurance that the funds to complete the grant will be supplied by the Forest Preserve. Possible funding options include (1) County host fee funds; (2) private donations; and (3) extension of bond payment.

Due to the issues with the Johnson property, including a house on the property, NLI would like to just assist with the Larson property. As such, an amendment to the resolution was needed. Mike Eickman made a motion, Gloria Lind seconded to amend the resolution to state, as to paragraph 6, “WHEREAS, the Natural Land Institute, a not-for-profit organization has agreed to assist in grant applications for the purchase of the Larson property; and, …”, instead of “…assist in grant applications for the purchase of these properties”. Motion passed unanimously.

Jeff Tilly made a motion, and Audrey Johnson seconded, that the Forest Preserve Commissioners approve the purchase of the Larson and Johnson properties (with the above-mentioned amendment), at or near the appraised value, and that the Forest Preserve will cover acquisition costs not covered by the grants and accept the land donation. 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. Mary McNamara Bersten made a motion, and Mike Eickman seconded, to approve a resolution to determine the general prevailing rate of hourly wages in Winnebago County. Motion passed unanimously.

UNFINISHED BUSINESS

Board Member Donor List – At the May meeting, Cheryl requested each board member submit a suggested donor list. If board members have not done so already, please email Mike your lists.

STAFF REPORTS

Preserve Operations – Vaughn Stamm submitted a written report. Vaughn also mentioned that the Sugar River Shower house has had some updates, and he encouraged the Commissioners to go see them. He also distributed a 2015 In-Kind Services list provided by the Preserves to Klehm.

Golf Operations – Mike Durand submitted a written report.

Land and Development – Tom Hartley submitted a written report.

Marketing and Community Relations – Jamie Johannsen submitted a written report, which also included a Volunteer Program update.

Education – Don Miller submitted a written report.

Law Enforcement – Terry Nordberg submitted written report.

CLOSED SESSION

Audrey made a motion to go into closed session at 6:09 p.m., to discuss personnel. At 6:45, the meeting returned to open session. No action was taken while in closed session.

Audrey made a motion to go into closed session at 7:08 p.m., to discuss land acquisition. At 7:33, the meeting returned to open session. No action was taken while in closed session.

ANNOUNCEMENTS and COMMUNICATIONS

June 17th – Board Preserves Tour 8:30 am Meeting – 9:00 am Tour

June 18th – R.E.A.P Workday at Macktown Forest Preserve and Early Settlers History Walk

June 22^nd – 11:00 a.m., Klehm Arboretum, sculpture dedication

ADJOURNMENT

Meeting adjourned at 7:36 PM.

Next board meeting 5:30 PM, Wednesday, July 20, District Headquarters

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

Board Meeting Agenda – July 20, 2016

Board Meeting Agenda – June 17, 2016

Board of Commissioner Minutes May 18, 2016

Forest Preserves of Winnebago County

BOARD MEETING

Preserves Headquarters

May 18, 2016

PRESENT STAFF

Mike Eickman Mike Holan, Executive Director

Audrey Johnson Steve Chapman, Finance

Cheryl Maggio Vaughn Stamm, Preserve Operations

Mary McNamara Bernsten Tom Hartley, Land and Development

Mike Durand, Golf Operations

Jamie Johannsen, Marketing

Don Miller, Education

Kim O’Malley, Volunteer Coordinator

ABSENT GUESTS

Judy Barnard Lee Johnson

Jeff Tilly Carol Paschal, Sikich

Gloria Lind Jon Bates, CFNIL

ROLL CALL

The meeting was called to order at 5:32 PM, by Vice-President Audrey Johnson. 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 April 20, 2016 were approved. One change in the agenda, the Ledges Pool Association was moved from unfinished business to new business. No additional changes or additions were made to the agenda.

PRESENTATIONS and PUBLIC PARTICIPATION

CFNIL – Grant Opportunities – Jon Bates – Jon Bates from the Community Foundation of Northern Illinois gave a presentation about the Carroll Starr Endowment Challenge. He also distributed an information sheet about Agency Endowments and a fact sheet about the Challenge. He gave an overview of the Community Foundation and how they can assist the Preserves. The purpose of an endowment is to have a perpetual reservoir of revenue. It is a challenge grant and the Community Foundation will match $1 for every $3 raised, between $5,000 and $50,000. The application time frame is from July 1 through August 1. There is an information session on July 11, for grant seekers.

Sikich Audit Report – Carla Paschal distributed the annual financial report and the board communication report. She highlighted a few items on the annual financial report, and then reviewed the board communication. The report showed no severe internal control weaknesses. Sikich gave some recommendations regarding some internal controls. They recommended reviewing older assets and develop a detailed listing of capital assets. She reported that the staff is always very cooperative and was impressed with the changes the Preserves have made the past few years.

ACTION ITEMS

Bills for April – Mary McNamara Bernsten made a motion, Mike Eickman seconded to authorize the payment of the bills for April in the amount of $698,523.36. Motion passed unanimously.

City of Rockford Property Tax Incentive Program – The City of Rockford is proposing a Homebuyer’s Property Tax Refund Program to homebuyers purchasing single family homes within the corporate city limits of Rockford as their principle residence. The homes must either be foreclosures or short sales purchased between March 17, 2016 and December 31, 2016 and the sale closed by March 31, 2017, or new construction homes that a construction permit be obtained between March 17, 2016 and December 31, 2016 with an occupancy permit by December 31, 2017. The City developed this program with RPS 205, Rockford Park District and the Rockford Realtors Association and is asking all 11 taxing bodies within Winnebago County to participate in the program. Conor Brown from Rockford Realtors Association presented the program to the Board at the March 16, 2016 board meeting. The Board discussed the program in open session at the April 20, 2016 board meeting. There was no action taken at that meeting regarding the program. The Board has come to the general consensus that the program is a good concept but would have detrimental effects on the Preserves budget and operation and possibly not be legal for the Preserves to participate in. Mary McNamara Bernsten made a motion, Cheryl Maggio seconded, that the Forest Preserves of Winnebago County will not participate in the Homebuyer’s Property Tax Refund Program proposed by the City of Rockford. Roll call vote was taken. Motion passed unanimously.

Replacement of Rental Golf Cars for Atwood Homestead Golf Course – Atwood Homestead Golf Course currently has a rental golf car fleet of Fifty (50) model year 2005 EZ Go golf cars. Bid documents to replace twenty-five (25) or replace 50 golf cars were prepared and publicly bid through Winnebago County Purchasing Department. A total of 2 bids were received at the bid opening on May 13, 2016. The low bid for Alternate 1 was submitted by EZ Go in the amount of $107,400. Funds are available in the 2016 capital budget in the amount of $75,000 for the replacement of the rental golf cars at Atwood Homestead Golf Course. Funds are available in the 2016 cash balance of the capital fund in the amount of $32,400 in addition to the budgeted amount of $75,000 in the 2016 capital budget for the replacement of the rental golf cars. Mary McNamara Bernsten made a motion and Mike Eickman seconded, that the Preserves accept Alternate 1 bid of purchasing fifty new 2016 EZ Go TXT golf cars in the amount of $107,400 (net cost after trade allowance) from EZ Go division of Textron, Inc. Augusta, Georgia. Roll Call vote was requested by Cheryl Maggio. Roll call vote taken. Motion passes 3-1. Cheryl Maggio voted no.

Macktown Visitor Center Stain Removal and Stain Application – During budget preparation for 2016 a price of $12,000 from a local painting contractor to apply stain to the Macktown Visitor Center was obtained. The budget was set at $12,000. In the search for a list of contractors to bid the proposed work, it was discovered that there were many contractors who specialized in log home care. Twelve contractors were contacted. All except one recommended removing the existing oil base stain and replacing with an acrylic latex based stain. Surface preparation is important and involves (1) removal of existing stain, (2) sanding, (3) borate treatment to curtail growth of fungus, mildew and insect infestation, and (4) application of stain. Prior to a formal bid a quote for $32,000 was obtained for the above described process. As previously mentioned a total of 12 log home contractors were contacted and the project was advertised in the Rockford Register Star. Two bids were received. The low bid was $28,623 and was received by the Log Doctors of Eastwood, LLC. This amount is well above the budgeted amount but fortunately the replacement of the Macktown sewer pump was well under the budgeted amount. The surplus from the sewer pump will cover the additional required to complete the Visitor Center. Cheryl Maggio has requested Tom Hartley or Mike Holan call for references of Log Doctors of Eastwood to be sure they came in at or under budget and their work performance. Mike or Tom will call for references. Mary McNamara Bernsten, made a motion, Mike Eickman seconded, to accept the bid from Log Doctors of Eastwood, LLC for $28,623, in the event the references check out positively. Motion passed unanimously.

NEW BUSINESS

Ledges Pool Association – In the fall of 2015, the pool association asked the Preserves to remove bushes along the wall of the sidewalk from the parking lot to the pool area. Preserves staff did remove the bushes. There is a retaining wall that runs along the sidewalk behind the pool area that is made of railroad timbers that need to be replaced. Mike has talked to Jimmy Rosso, one of the pool association officers, and mentioned the wall will need to be replaced within the next few years. The Ledges Pool Association agreement states they have to take care of anything inside the fence, but they do not have to take care of any areas outside of the fenced in area. The agreement does not specifically say who is required to take care of the area outside the fence, but the way the agreement reads it loosely indicates it is the Preserves responsibility. Staff has decided to plant Little Blue Stem in that area and the wall will not be replaced yet since it has not been budgeted in the Preserves budget. Mary would like to add the topic of the pool association to the strategic plan discussions.

Grant Opportunities – Audrey would like the Commissioners to consider the information presented tonight from Jon Bates at CFNIL and consider the Carroll Starr Endowment Challenge. Cheryl would like the Commissioners to come up with a list of 25-50 people before June that could be possible donors. She would also like Commissioners to seriously consider if the Preserves would be ready to apply by the time the grant application deadline ends. After more discussion, the Commissioners agreed to postpone applying for the Carroll Starr award for 2016 and hopefully apply for the challenge in 2017.

Colored Sands – Mike Eickman requested a defibrillator for Colored Sands. He feels it would be really important with the different activities and many people that visit there. Mike and Vaughn will look into it.

STAFF REPORTS

Preserve Operations – Vaughn Stamm submitted a written report.

Golf Operations – Mike Durand submitted a written report.

Land and Development – Tom Hartley submitted a written report.

Marketing and Community Relations – Jamie Johannsen submitted a written report. Jamie reminded everyone that Nature Fiesta is May 21.

Education – Don Miller submitted a written report.

Law Enforcement – Terry Nordberg submitted written report.

Volunteer – Kim O’Malley announced there are now 445 volunteers and there is a REAP event coming up on May 21.

ANNOUNCEMENTS and COMMUNICATIONS

June 17^th – Board Preserves Tour – 8:30 a.m. meeting – 9:00 a.m. Tour

ADJOURNMENT

Meeting adjourned at 7:08 PM.

Next board meeting 5:30 PM, Wednesday, June 15^th, Klehm Arboretum, 4:30 for a tour of Klehm.

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

Land Advisory Council Minutes May 2 & 13, 2016

Forest Preserves of Winnebago County

Land Advisory Council Meeting Minutes

May 2 and 13, 2016

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

Call to order: Chairman Paulson called the meeting to order at 4:05 p.m. at the FPWC offices, 5500 Northrock Drive, Rockford, Illinois.

Adoption of agenda: Williams moved to adopt the agenda as distributed; seconded by Cain and approved.

Committee matters: Paulson reminded members to fill out the conflict of interest forms.

Minutes of last meeting: Williams moved approval of the minutes of the January 4, 2016 meeting as distributed; seconded by Clark and approved.

Land Acquisition Recommendations: Hartley said that he presented the LAC’s recommendations for acquisition of land on the Kishwaukee River to the Forest Preserve Commissioners on April 20^th. The Board agreed to proceed with negotiations for the projects.

Strategic Land Conservation Plan: Strategies for Options 2 -4 were discussed:

Option 2 – Holan reported that the district can reissue bonds for $2,000,000 as needed without going to referendum. The strategy was approved.

Option 3 – Hartley met with NLI to review the map of natural areas. He will also review the information with FPD staff. Vogel said that he would check into the updated Illinois Natural Areas Inventory information, and suggested looking at the Ducks Unlimited Duck Stamp program as a source of funds.

Option 4 – Staff needs to contact landowners along the Kishwaukee River west of I-39 to determine interest in protection.

Strategies for Options 5-7 were discussed:

Hartley discussed inholdings in Stone Bridge Forest Preserve and Colored Sands Forest Preserve. Paulson suggested that staff work with the Soil and Water Conservation District and NLI to contact landowners identified in Option 5 and provide them with information about land protection options. Hoff asked how much staff time is needed to carry out a landowner contact program. Williams said that he wants to wait to see what the costs for acquisition of land in Options 2-4 before looking at Options 5-7. It was agreed to wait to discuss Options 5-7 at a later date.

Closed Session to Consider Land Acquisition: Hoff moved to go into closed session; seconded by Williams and the motion was approved. Paulson closed the meeting at 5:10 p.m. Paulson continued the meeting in closed session at 5:45 p.m. to a date and time to be determined for the purpose of touring a property proposed for acquisition.

Continuation of Closed Session: The meeting was re-convened in closed session at 9:00 a.m. on May 13 at Indian Hill Forest Preserve. Present were: Ann Marie Cain, Pam Cunningham, Bill Hoff, Lee Johnson, Jerry Paulson and Dan Williams. FPD Staff Present: Tom Hartley. Members drove to a property on the Rock River and toured the area.

Reopen and Adjourn: Hoff moved to reopen the meeting and adjourn; seconded by Cunningham and approved. Paulson noted that no action was taken in closed session. The meeting was adjourned at 11:00 a.m.

Next Meeting Date: The next meeting would be on June 6, 2016 at 4:00 p.m.

Respectfully submitted,

Jerry Paulson, Chairma

Board Meeting Agenda – June 15, 2016

Land Advisory Council Meeting – June 14, 2016

Land Advisory Council Meeting – June 6, 2016

Board of Commissioners Minutes April 20, 2016

Forest Preserves of Winnebago County

BOARD MEETING

Colored Sands Forest Preserve

April 20, 2016

PRESENT STAFF

Judy Barnard Mike Holan, Executive Director

Mike Eickman Steve Chapman, Finance

Audrey Johnson Vaughn Stamm, Preserve Operations

Cheryl Maggio Tom Hartley, Land and Development

Mary McNamara Bernsten Mike Durand, Golf Operations

Jeff Tilly Jamie Johannsen, Marketing

Kim O’Malley, Volunteer Coordinator

ABSENT GUESTS

Gloria Lind Lee Johnson

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 Mary McNamara Bernsten led the assemblage in the Pledge of Allegiance.

APPROVAL OF AGENDA and MINUTES Minutes for March 16 were approved. No changes or additions were made to the agenda.

PRESENTATIONS and PUBLIC PARTICIPATION

Proposed Great Lakes Basin Transportation – Rail Line – Tom Hartley attended a hearing on April 19, regarding the Proposed Great Lakes Basin Railroad. He gave an overview of the rail line route and reviewed the map of the railway and the Winnebago County preserves that would be affected. The rail line would be 278 miles that would travel from Indiana to Wisconsin. The purpose of the hearing was a public scoping for the environmental impact statement. The majority of the comments at the hearing were in opposition of the rail line. Concerns about the railroad can be sent in writing to the Office of Environmental Analysis by June 16. Judy would like the staff to draft a letter of concern on behalf of the Preserves.

Sand Bluff Bird Banding Station Update – Mike Eickman stated that this year, Bird Fest is May 14-15 (the weekend after Mother’s Day). The volunteers are working hard on preparations and there are some great speakers lined up for the event. Additionally, Colored Sands was awarded a grant for solar powered cameras to be installed in blue bird houses. The cameras are installed in the houses and if an internet connection can be established, the cameras could go live. Mike Eickman is looking into different companies to see if internet service is possible in the area. Lee Johnson is leading a wildflower walk in June at Colored Sands.

ACTION ITEMS

Bills for March –Cheryl Maggio made a motion, Jeff Tilly seconded to authorize the payment of the bills for March in the mount of $369,402.59. Motion passed unanimously.

UNFINISHED BUSINESS

2015 Fiscal Year– Steve Chapman announced that there was a tax allocation error whereby an overpayment of the Corporate Personal Property Replacement Tax by the Illinois Department of Revenue affects the Preserves by approximately $79,000. Steve then went over a Comparison of Actual to Estimated statement from the 2015 fiscal year. As a result, the fund balance will have to be reduced by the $79,000 error.

Hononegah Youth Soccer Association Agreement – Mike Holan gave an update on the agreement with HYSA. The HYSA board rejected the agreement with the Preserves and they are no longer using the Preserves fields.

City of Rockford Property Tax Incentive Program – In March, Conor Brown from the Rockford Area Association of Realtors, presented information regarding the new property tax incentive program. At that meeting, Judy asked Mike Holan to check into whether or not the Preserves could legally participate. Judy received information from the State’s Attorneys office advising that the County is not eligible to participate in the program. In addition, Mike Holan was contacted by the School District’s outside counsel, and they have indicated there is no case law indicating whether or not the School District can participate. Judy and Mike are seeking more information and are looking to the Downstate Forest Preserves Act as the governing guide. It will be put on the agenda for May as an action item for voting.

NEW BUSINESS

Proposed Stream Mitigation Project– First Midwest Group – Mary brought this to the Commissioners after speaking to Rebecca Olson and Tom Okite about a possible mitigation project. The development project is on 173 and Perryville Road, parallel to Rock Cut State Park north of 173. There is a stream that needs to be re-routed that will allow commercial space to be gained. Tom Hartley, Mike Holan & Judy Barnard met with Rebecca Olson & Tom Okite and gave them a couple of ideas regarding the mitigation project. Mike will keep the Board updated as to the project.

Announcement of Carroll H. Starr Endowment Challenge – Judy announced that the Carroll Starr Endowment Challenge grant is taking applications, which are due in August. The Community foundation matches $1 for every $3 raised, for $5,000-$50,000 and you have 3 years to raise the funds. It would be a great way to start building the Forest Preserve Foundation. Judy would like the Commissioners to look at the information she distributed before the next meeting. At the May meeting it will be on the agenda as an action item to vote on whether or not the Board thinks it should be done or not. Mary McNamara Bernsten would like to have Jayme Bastian come in and speak to the Board about this Challenge, or at a minimum have Mike talk with her and report back to the Board.

Board Commitments – Judy distributed an Annual Board Calendar of Events and reminded the Commissioners that she would like to have at least 2 Commissioners at each event. She also indicated that she would like to have 1 or 2 Commissioners attend one board meeting of the partner organizations.

Board Preserves Tour – Mike Holan announced that instead of doing a driving tour, the staff would like the Commissioners to have tours of three specific preserves, Kishwaukee Gorge, Severson Farm natural resource area and Kilbuck Forest Preserve. Mike Holan asked the Commissioners to contact him with good dates for the Fridays in June for the tour.

STAFF REPORTS

Volunteer Day at Natural Resource Department (Severson Farm) – Kim O’Malley – Kim reported that there was a great kickoff to the season. There were 38 participants that attended. Kim distributed a volunteer program update. There are now 372 volunteers that have donated approximately 671 hours. While the volunteer hours are under reported, Kim is very happy with all that is being accomplished through the volunteers. Kim then gave an overview of all the different programs that have already taken place this spring, their attendance, and all of the upcoming events in the Preserves.

Atwood Award (Atwood Outdoor Education Center) – Jamie Johannsen – Jamie reported that the Atwood Award ceremony was held on Wednesday, April 13 at Atwood Outdoor Education Center in New Milford. There were approximately 60 attendees, the individual award was given to Reverend Jim Roberts and the corporate award was given to Keeping Northern Illinois Beautiful.

Preserve Operations – Vaughn Stamm submitted a written report.

Golf Operations – Mike Durand submitted a written report. The installation of the gaming machines started on Wednesday, April 20.

Land and Development – Tom Hartley submitted a written report.

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

Education – Don Miller submitted a written report.

Law Enforcement – Terry Nordberg submitted written report.

CLOSED SESSION

Audrey made a motion to go into closed session at 6:57. At 7:28, the meeting returned to open session. No action was taken while in closed session.

Property Consideration – Land advisory council is presenting four properties that they believe the Preserves should pursue for purchase. Tom Hartley is seeking permission to contact the land owners, and have a private donor contact property owner(s).

Audrey made a motion to go into closed session at 7:32 to discuss personnel. At 8:15, the meeting returned to open session. No action was taken while in closed session.

Personnel – Annual review of Mike Holan.

ANNOUNCEMENTS and COMMUNICATIONS

New Board Calendar – Kristy emailed the calendar to all Commissioners and it is also on the website.

April 23 & 24 – The Gathering at Macktown Forest Preserve

Saturday & Sunday, 9:00am – 4:00pm

April 30th – Citizen Science-Butterfly Monitoring Training at Forest Preserve Headquarters

Saturday, 9:00am – 12:00pm

May 14 & 15 – Birdfest 2016 at Colored Sands Forest Preserve

Saturday, 8:00am – 4:00pm & Sunday, 8:00am – 3:00pm

May 21st – Nature Fiesta: Bilingual Celebration of Nature at Blackhawk Springs Forest Preserve

Saturday, 12:00pm – 4:00pm

Judy extended a very special Thank You to Colored Sands for hosting the April meeting.

ADJOURNMENT

Meeting adjourned at 8:15 PM. JT made motion MMD seconded.

Next board meeting 5:30 PM, Wednesday, May 18, Preserves Headquarters

Respectfully Submitted,

Ronelle Johnson

Recording Secretary

Board Meeting Agenda – May 18, 2016

Land Advisory Council Minutes April 4, 2016

Forest Preserves of Winnebago County

Land Advisory Council Meeting Minutes

April 4, 2016

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

Call to order: Chairman Paulson called the meeting to order at 4:15 p.m. at the FPWC offices, 5500 Northrock Drive, Rockford, Illinois.

Adoption of agenda: Williams moved to adopt the agenda as distributed; seconded by Cain and approved.

Committee matters: Paulson reminded members to fill out the conflict of interest forms with the County Clerk. Hartley will get them sent out to everyone.

Minutes of last meeting: Williams moved approval of the minutes of the January 4, 2016 meeting as distributed; seconded by Cunningham and approved.

Preserve Addition Priority Options: Paulson said that he presented the “Land Acquisition Summary” sheet of for the seven options, along with the “Preserve Addition Policy Options” and S.W.O.T. analysis to the Forest Preserve District Board at their January 4th meeting. Barnard reported that the Board discussed the options at their January 20^th meeting and adopted a resolution directing the Land Advisory Council to pursue Options # 2, 3 and 4 in the development of the Strategic Land Acquisition Plan, but also said that they would consider properties in Options 5-7 if they were important. After further discussion, it was agreed that the LAC will consider any lands in Options 5-7, but that the highest priority will be given to Options 2-4.

Strategic Land Conservation Plan: Strategies for Options 2 -4 were discussed:

Option 2 – 1) Staff contacts each owner; 2) Determine interest in owner to sell; 3) negotiate purchase to acquire. Determine what bonding authority can be used and the use of some of the host fee money from the expanded landfill.

Option 3 – Meet with NLI and other groups to determine what partnerships can be formed to protect important natural areas, then report back to LAC.

Option 4 – Talk to Illinois Clean Energy Community Foundation about grant possibilities for the property along the Kishwaukee River. Lee Johnson asked that the District work on a public relations campaign to focus on the need to acquire more land before development starts again.

Closed Session to Consider Land Acquisition: Williams moved to go into closed session; seconded by Marshall and the motion was approved. Paulson closed the meeting at 5:10 p.m.

Reopen Meeting: Williams moved to come out of closed session at 5:45 p.m.; Cunningham seconded and the motion was approved. Paulson noted that no action was taken in closed session.

Purchase of Larson and Johnson Properties: Williams moved to recommend that the Forest Preserve District acquire the 38-acre Larson Property, an inholding in KIshwaukee River Forest Preserve, and the 0.97-acre Johnson Property, an inholding in Rotary Forest Preserve. It was seconded by Marshall, and approved. Marshall said that the Larson property should be restored to forest or savanna because it is too small for grassland birds.

Potential Purchase of Land on South Kishwaukee River: Williams moved to recommend that the Forest Preserve District pursue grants to fund the purchase of land on the South Branch of the Kishwaukee River for expansion of the greenway along the river. The motion was seconded by Marshall, and approved.

Next Meeting Date: It was agreed that the next meeting would be on May 2, 2016 at 4:00 p.m. Barnard thanked the LAC members for all the work done on developing the Strategic Land Conservation Plan.

Adjourn: Paulson adjourned the meeting at 5:50 p.m.

Respectfully submitted,

Jerry Paulson, Chairman

Land Advisory Council Meeting – May 2, 2016

Board of Commissioners Minutes March 16, 2016

Forest Preserves of Winnebago County

BOARD MEETING

Forest Preserve Headquarters

March 16, 2016

PRESENT STAFF

Judy Barnard Mike Holan, Executive Director

Mike Eickman Steve Chapman, Finance

Audrey Johnson Vaughn Stamm, Preserve Operations

Gloria Lind Tom Hartley, Land and Development

Cheryl Maggio Jamie Johannsen, Marketing

Mary McNamara Bernsten Don Miller, Education

Jeff Tilly

GUESTS

Lee Johnson

Barbara & Dan Williams

Heather Lavin, Intern

Conor Brown

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 February 17, 2016 were approved. No changes or additions were made to the agenda.

PRESENTATIONS and PUBLIC PARTICIPATION

Feral Cats – Barbara Williams, spoke to the issue of feral cats in the preserves. She is a longtime supporter of the Forest Preserves and is concerned that feral cats are an issue in the preserves. Winnebago County Animal Services and PAWS has a trap, neuter and release program. When a feral cat is trapped it is taken in, neutered and released back where it was caught. The forest preserves could potentially be full of roaming cats and she would like to be sure that the Preserves has policies and procedures in place for dealing with wandering domestic animals. These wandering domestic animals put the various species that live in the forest preserves at risk. She is aware of the restriction of animals being released into the preserves, but she is not aware of any policies about domestic animals that wander into the preserves. Mike Holan then reiterated that there is a general ordinance that does not allow the release of any wild or domestic animals. Mike will write a letter to Winnebago County Animal Control and will be sure to touch base with their Executive Director, Jennifer Stacy.

Property Tax Incentive Program – Conor Brown from the Rockford Area Association of Realtors spoke about the Homebuyer’s Property Tax Refund Program, which is a new property tax incentive program rolling out on March 17. The program would offer purchasers of foreclosed or short-sale homes, as well as newly-built homes, in the City of Rockford, a property tax refund for three years. The refund would be issued at the end of each tax year in a lump sum, it would cover up to 100 percent of the owner’s property tax bill, if all taxing bodies approve the program. Conor Brown is asking the Forest Preserves of Winnebago County, as one of the 11 taxing bodies, to consider adopting this program.

ACTION ITEMS

Bills for February – Gloria Lind made a motion and Mike Eickmann seconded to authorize the payment of the bills for February in the amount of $381,001.95. Motion passed unanimously.

Acceptance of Bids for Fertilizers & Chemicals – Bids on fertilizers and pesticides have been received. These materials are used for application on Preserves 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 EPA and have been approved for use on public golf courses and forest preserves. Audrey Johnson made a motion and Gloria seconded to approve the purchase of fertilizers and chemicals for a total price of $73,131.22. Motion passed unanimously.

HYSA Agreement – Hononegah Youth Soccer Association is seeking use of the soccer fields for the 2016 season. HYSA previously used the Roland Olson Forest Preserve, but last October decided not to renew the agreement. HYSA has contacted the Preserves asking to renew the agreement at Roland Olson. Since the Roland Olson soccer fields are being converted to prairie this spring, they are asking to use another soccer field practice area. The Preserves have suggested Kieselburg, since there are 2 soccer fields already at that location. HYSA will use the soccer fields for tryouts, practices and soccer camps for boys and girls up to age 19. They are requesting an agreement for one year. The Preserves will mow and maintain the soccer fields. If HYSA agrees to the terms, they will pay an annual fee of $2,000 to the Preserves for mowing, maintaining and use of the soccer fields at Kieselburg Forest Preserve. Mary McNamara Bernsten made a motion and Gloria and Audrey seconded, to enter into an agreement with HYSA to use of the soccer fields at Kieselburg Forest Preserve. Motion passed unanimously.

UNFINISHED BUSINESS/DISCUSSION

Alternative Revenues – Judy asked the Commissioners to review the list she provided of Alternative Forms of Revenue. It will then be discussed at the April board meeting.

Gaming Implementation – Mike Holan gave an update on the gaming at Macktown Golf Course Clubhouse. Mike reviewed the timeline of events from August 2015 to the present date, as machines are still not installed at the Clubhouse. Triple 7 Illinois does not want to install the machines at Macktown Clubhouse due to the fact that the clubhouse only operates approximately 8 months out of the year. However, Sky High Gaming may be interested in placing video gaming terminals at Macktown. Mike Durand has been in contact with Sky High Gaming and the Illinois Gaming Board and is awaiting the transfer of the agreement between Triple 7 Illinois and Sky High Gaming. It is possible 3 machines could be installed at Macktown by April 1.

NEW BUSINESS

Update of Strategic Plan – Goal 5 – Goal #5 is Fulfill high standards of compliance, safety, and maintenance of property, infrastructure and equipment. The first objective is to meet requirements and guidelines of regulatory agencies pertaining to Safety & Risk Management. This is a big component of what the staff does daily, to be in compliance with PDRMA, OSHA, Illinois Labor Board, preventing accidents, and safety precautions. Objective 2 is to comply with State and Federal A.D.A. guidelines. Tom Hartley indicated that the master plans include improving A.D.A. compliance. There have been some A.D.A. changes done as needed. Judy would like the website updated to reflect the ADA compatible areas. The third objective is to maintain infrastructure and equipment to maximize life expectancy. Staff is in the process of getting as much history as possible on the equipment or infrastructure, especially the older it is. Once the history is collected, the information is centralized, and then a plan is put in place to get the equipment/inventory on a replacement schedule if needed. Since leasing isn’t always a good option, Mike would like to get a replacement fund established. He would like to take any extra monies not spent at the end of the year and put it into a replacement fund. Objective 4 is maintain property for intended use. This goal includes mowing, maintaining picnic areas, ball diamonds, and dredging lakes. If ball diamonds or other areas are not being used as often, they are mowed less. The more property the Preserves owns, the staff has to be spread out more and determine priorities of what is to be done to maintain those properties well. Judy has asked Mike to contact the US. Fish & Wildlife service to see what grants they have available to assist in dredging, etc. Tom Hartley and Vaughn are working with Heather the intern to develop inventories of various aspects.

Executive Director Evaluation – Judy distributed an annual performance evaluation for Mike. Mike will also be evaluating himself as well as all Board members will participate in the evaluation. Judy would like an individual meeting with each Commissioner to evaluate Mike’s performance, within the next 30 days. She will be contacting each Commissioner to set up those times.

STAFF REPORTS

Preserve Operations – Vaughn Stamm submitted a written report. Vaughn updated the Commissioners on the deer management program and reported there were no reported cases of CWD. Population control will still be monitored. Vaughn also reported that due to the state budget the IDNR cannot provide the fish stocking for the Hooked on Fun Kid’s fishing event. Staff is seeking sponsors to help supplement the cost of Hooked on Fun.

Prescribed Burns – Vaughn reported that this year’s early spring has allowed staff to burn approximately 500 acres, which is about half of what was burned this time last year.

Golf Operations – Mike Durand submitted a written report.

Land and Development – Tom Hartley submitted a written report.

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

Education – Don Miller submitted a written report.

Wildflower Walkabouts – Don Miller announced that the Wildflower Walkabouts is a series that Severson Dells has been doing in conjunction with the Natural Land Institute for several years. There are scheduled 11 walks this year, they are free of charge and are on Tuesday and Wednesday nights at 6pm.

Law Enforcement – Terry Nordberg submitted written report.

CLOSED SESSION

Audrey made a motion to go into closed session at 7:27pm. At 7:46, the meeting returned to open session. No action was taken while in closed session.

ANNOUNCEMENTS and COMMUNICATIONS

Botanica Lunch at Klehm – Friday, April 8^th, classes starting at 9:30 am, lunch at 11:30 am

Natural Land Institute (NLI) Dinner – Tuesday, March 29^th, starting at 6:00 pm

Commissioners need to bring their board binders to the May meeting for updates

Volunteer Open House – April 9 – 11am-1pm at the Resource Center

ADJOURNMENT

Meeting adjourned at 7:47 PM.

Next board meeting 5:30 PM, Wednesday, April 20^th, Colored Sands Forest Preserve

Respectfully Submitted,

Ronelle Johnson, Recording Secretary