FOX VALLEY PARK DISTRICT BOARD OF TRUSTEES Serving the Fox Valley Park District Kane, DuPage, Kendall and Will Counties, Illinois OPEN SESSION MEETING AGENDA August 17, 2015 Eola Community Center 555 S. Eola Rd., Aurora 6:00 p.m. 1.0 CALL MEETING TO ORDER President Vaughan 2.0 PLEDGE OF ALLEGIANCE AND MOMENT OF SILENCE President Vaughan 3.0 ROLL CALL President Vaughan 4.0 ADDENDA TO THE AGENDA President Vaughan 5.0 CONSENT AGENDA President Vaughan 5.1 Approve the Open Session meeting minutes of 07/13/15. 5.2 Approve payables 07/31/15 in the amount of $1,927,691.73. 5.3 Approve statement of estimated revenues and expenses for period ending 06/30/15. 5.4 Approve Executive Director, Department Heads and other reports. 5.5 Capital projects permitting fees and charges, cost summaries and project bid schedule report. 5.6 Reject the bids for the construction of the splash pad at the “Coach” Wilbert Walters Park. 5.7 Award the base bid in the amount of $45,497.60 from Fuerte Systems Landscaping, Inc., Plainfield, Illinois, for the construction of Palmer Park improvements. 5.8 Approve the License Agreement between the Fox Valley Park District and Aurora Memory Care for a sidewalk access connection to the Fox River Trail. 5.9 Approve payment of the 2015-2016 invoice for dispatch services in the amount of $40,942.35 to Kane County Emergency Communications. 5.10 Approve the purchase of a Lastec Model 80 mower from JW Turf in the amount of $35,112 and declare #122 surplus. 5.11 Approve the Vermont Systems, Inc. software and maintenance agreements. 5.12 Adopt Resolution approving a Tax-Exempt Bond Record-Keeping Policy. 1 6.0 PRESENTATIONS AND SPECIAL RECOGNITION President Vaughan 6.1 Park District Intern Presentations 7.0 PUBLIC COMMENT - For matters not on the agenda. President Vaughan (Limited to one-3 minute comment per person; maximum 15 minutes). 8.0 ATTORNEY BUSINESS Attorney Hodge 8.1 Semi-Annual Review of Closed Session Minutes: Approve a Resolution for the (1) release of certain closed session minutes in full relating to the period January 2015 – June 2015 and (2) continued redaction of certain closed session minutes in whole or in part and (3) destruction of certain closed session verbatim recordings made prior to January 2014. 9.0 EXECUTIVE DIRECTOR BUSINESS Director McCaul 10.0 CONTINUED BUSINESS 11.0 NEW BUSINESS 11.1 Presentation and acceptance of Comprehensive Annual Financial Report Fred Lantz (Audit) for the Fox Valley Park District fiscal year ending April 30, 2015. Sikich LLP 11.2 Presentation and acceptance of the Comprehensive Annual Financial Fred Lantz Report (Audit) for the Family Aquatic Centers fiscal year ending Sikich LLP April 30, 2015, contingent upon the Aquatic Administrative Board review and acceptance of the same. 11.3 Approve the amendment to the agreement with ATI for the continued Laurie Hoffman lease of space that they currently occupy at the Vaughan Athletic Center through 4/30/2016. 11.4 Approve the following appointments to the Fox Valley Park Foundation President Vaughan Board of Directors with terms to expire in 2017: Rachel Ossyra and Alex Alexandrou 11.5 Approve the following appointments to the Fox Valley Park District President Vaughan Executive Director Recruitment Committee: Alex Alexandrou and Theodia Gillespie 12.0 CORRESPONDENCE AND ANNOUNCEMENTS President Vaughan 13.0 CLOSED SESSION President Vaughan 13.1 Approval to convene into Closed Session of the Fox Valley Park District Board of Trustees to consider one or more of the following subjects under the Open Meetings Act, Section 2 (c): (1) The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity; (5) The purchase or lease of real property for the use of the public body, including meetings held for the purpose of discussing whether a particular parcel should be acquired; (6) The setting of a price for sale or lease of property owned by the public body; (11) Pending, or probable and imminent, litigation when an action 2 against, affecting or on behalf of the district has been filed and is pending before a court or administrative tribunal, or when the public body finds that an action is probable or imminent, in which case the basis for the finding shall be recorded and entered into the minutes of the closed meeting; (21) The discussion of minutes of meetings lawfully closed under this Act, whether for purposes of approval by the body of the minutes or semi-annual review of the minutes as mandated by Section 2.06. (GENERAL PROVISIONS (5 ILCS 120/) Open Meetings Act). 14.0 RETURN TO OPEN SESSION President Vaughan 14.1 Approve Closed Session Minutes from July 13, 2015. 15.0 ADJOURNMENT President Vaughan The Fox Valley Park District is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding the accessibility of the meeting or the facilities, are required to contact ADA Coordinator, Mr. Mike Erickson (630-897-0516) promptly to allow the District to make reasonable accommodations. 3 BOARD OF TRUSTEES OPEN SESSION MEETING MINUTES July 13, 2015 Prisco Community Center 150 W. Illinois Avenue, Aurora 6:00 p.m. 1.0 CALL MEETING TO ORDER President Vaughan called the meeting to order at 6:00 p.m. 2.0 PLEDGE OF ALLEGIANCE AND MOMENT OF SILENCE 3.0 ROLL CALL The following members of the Board of Trustees were present: Alex Alexandrou, Chuck Anderson, Rachel Ossyra, Cynthia Penne, Bob Vaughan and Denny Wiggins; present via teleconference: Theodia Gillespie. A quorum was present. Also present: Executive Director Nancy McCaul, Attorney Gerald Hodge, administrative staff and guests. 4.0 ADDENDA TO THE AGENDA Alex Alexandrou addressed the board requesting a change of the August 2015 Board of Trustees meeting date. He suggested moving the date one week to Monday, August 17, 2015. Alex Alexandrou motioned, Denny Wiggins seconded and the board unanimously approved changing the date of the August 2015 board meeting to Monday, August 17, 2015. Roll call – voting Aye: Alex Alexandrou, Chuck Anderson, Theodia Gillespie, Rachel Ossyra, Cynthia Penne, Bob Vaughan and Denny Wiggins; voting Nay: none. Motion carried. 5.0 CONSENT AGENDA President Vaughan requested Consent Agenda items 5.8, 5.9 and 5.11 be moved to New Business for further discussion. Cynthia Penne motioned, Rachel Ossyra seconded and the board unanimously approved the consent agenda items, with items 5.8, 5.9 and 5.11 being moved to New Business for further discussion. Roll call – voting Aye: Alex Alexandrou, Chuck Anderson, Theodia Gillespie, Rachel Ossyra, Cynthia Penne, Bob Vaughan and Denny Wiggins; voting Nay: none. Motion carried. 5.1 Approve the Open Session meeting minutes of June 1, 2015 Committee of the Whole Meeting. Approve the Open Session meeting minutes of June 8, 2015 Regular Meeting. 5.2 Approve payables 06/30/15 in the amount of $1,296,945.25. 5.3 Approve statement of estimated revenues and expenses for period ending 05/31/15. 5.4 Approve Executive Director, Department Heads and other reports. 5.5 Capital projects permitting fees and charges, cost summaries and project bid schedule report. 5.6 Approve the Addendum Agreement between the Illinois Department of Transportation and the Fox Valley Park District regarding the construction of an asphalt trail as part of the Route 34/CN railroad grade separation project. 1 5.7 Approve the removal and replacement of cabinets and countertops in rooms 108, 112 and 155 at the Eola Community Center from American Business Interiors in the amount of $45,877.23. 5.8 Moved to New Business - Authorize the purchase of a 1 - Toro Workman MDE Utility Vehicle in the amount of $11,491.66, 1 – Toro Workman MD Utility Vehicle in the amount of $6,999, 2 – Toro 7200 Mower/Polar Trac Units in the amount of $78,000 and 1 – Ryan Mataway Overseeder in the amount of $5,590 and declare utility vehicle #1 and #55 surplus as well as mowers #105, #112, #170 and #180 surplus. 5.9 Moved to New Business - Authorize the purchase of 1 – Ford F350 4x4 pickup truck for $22,506 and 2 – Ford F150 4x2 crew cab pickups for $49,148 from Packey Webb Ford and to declare trucks #96, #61 and #33 surplus. 5.10 Award the base bid in the amount of $127,896.40 from Abbey Paving Company, Aurora, Illinois, for the restoration of the original Copley 2 Park Boxing Club site and adjacent parking lot. 5.11 Moved to New Business - Approve letter to Fox Valley Special Recreation Association for information regarding the use of special recreation funds (Section 5-8) adopted as part of the 2015-16 fiscal year budget. 6.0 PRESENTATIONS AND SPECIAL RECOGNITION - None presented. 7.0 PUBLIC COMMENT - For matters not on the agenda. – None presented. 8.0 ATTORNEY BUSINESS 8.1 Approve modifications to the Board of Trustees Rules of Order, Policies and Operational Procedures. Attorney Hodge spoke to the board regarding changes to the Rules of Order document. The change takes out the language that was previously added to allow for regular Committee of the Whole meetings. It was the consensus of the board that the Committee of the Whole meetings were not necessary.