AGENDA ELMHURST PARK DISTRICT REGULAR BOARD MEETING

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AGENDA

ELMHURST PARK DISTRICT REGULAR BOARD MEETING

The Abbey Leisure Center 407 W. St. Charles Road

February 11, 2015

immediately following BINA Hearing

1. CALL TO ORDER ... 7:07 p.m. a. Commissioner Attendance via Electronic Means ... Commissioner Pelosi 2. ROLL CALL ... 3. ADDITIONS/DELETIONS/CHANGES TO AGENDA ... Pulled #7b Closed Minutes 4. REMARKS/CORRESPONDENCE FR0OM VISITORS ... Noted 5. COMMITTEE REPORTS

None

6. UPCOMING COMMITTEE MEETINGS ... Noted a. Gateway – February 12, 2015

b. PEP – February 19, 2015

c. Sugar Creek Golf Course – February 24, 2015 d. Elmhurst Art Museum – February 25, 2015 7. CONSENT AGENDA

* a. Approval of January 28, 2015 Regular Meeting Minutes ... Approved * b. Approval of January 28, 2015 Closed Meeting Minutes ... Pulled * c. Voucher Lists ... Approved 8. BOARD BUSINESS

a. Unfinished Business (Old):

1) Stormwater Management Discussion ... Position Maintained b. New Business:

* 1) Pick Subdivision Park District – Potential Consolidation ... No Action Taken * 2) Registration Software Purchase – Vermont Systems ... Approved * 3) 2015 Seal Coating and Striping Project Bid ... Approved * 4) 2015 Paving Project Bid ... Approved * 5) Program and Service Report: Enterprise Services ... Consensus 9. COMMISSIONER INFORMATION ITEMS

a. Announcements

* b. Future Agenda ... No Additions/Changes 10. STAFF ANNOUNCEMENTS

11. CLOSED SESSION: ... No Action Taken * a. Pursuant to 5ILCS 120/2(c)(1) for the “appointment, employment, compensation,

discipline, performance or dismissal of specific employees of the public body.”

12. ADJOURNMENT ... 10:14 p.m.

Any person requiring a reasonable accommodation to participate in this Park District activity should call (630) 993-8900 and ask for the ADA Compliance Officer, Monday through Friday from 8-5 p.m. within 48 hours prior to the meeting. Requests for a qualified interpreter require five (5) days’ advance notice. Please turn off all cellular telephones prior to the meeting. Cellular telephones will interfere with the audio recording of the Park Board Meeting.

*Written information on item included in packet.

Please note

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Agenda #8b(1)

E L M H U R S T P A R K D I S T R I C T

B O A R D O F P A R K C O M M I S S I O N E R S M E M O R A N D U M

DATE: January 28, 2015

TO: Board of Park Commissioners

FROM: James W. Rogers, Executive Director

RE: PICK SUBDIVISION PARK DISTRICT – POTENTIAL CONSOLIDATION ISSUE

The Board of Park Commissioners of the Pick Subdivision Park District (PSPD) have approached staff about the possibility of consolidating with the Elmhurst Park District (EPD).

DISCUSSION

In late December of last year, staff was contacted by a board member of the PSPD who mentioned that they were considering dissolving their park district, but wondered if there might be an opportunity to “join” with the EPD instead. The PSPD has four vacancies to fill in the upcoming April 7 consolidated election and only one candidate has filed for the office. In addition the PSPD Board is concerned about its ability to remain in compliance with all applicable laws and regulations that govern park districts.

The PSPD was founded in 1971, has a five member board and serves a geographic area that is in the City of Elmhurst, west of Salt Creek. It consists of approximately 280 parcels and is bordered by St. Charles Road on the south, Villa Avenue on the west, the Union Pacific tracks on the north and Rt. 83 on the east. The PSPD is in the 1st Ward of the City of Elmhurst and in Villa Park/Lombard School District 45.

Staff agreed to discuss the situation with the District’s attorney, Andrew Paine, Tressler LLC. Attorney Paine’s research indicated that there are four possible means by which the PSPD could become part of the EPD. The first involves 5% of the registered voters in each District filing petitions for the question of the EPD annexing PSPD. A majority vote in each district would then be required. The second and third options involve two similar, yet distinct, methods for the owners of record of land within the PSPD to sign a petition for disconnection that would then have to either be 1) voted on by the PSPD Board or 2) approved by the DuPage County Circuit Court. The fourth option involves a consolidation of the two park districts through adoption of an ordinance by a vote of at least two-thirds (2/3) of each board that would designate the EPD as the surviving district to succeed all rights and obligations of the PSPD.

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The PSPD does not own any park property or assets, carries no liabilities and has approximately $7,000 in cash on hand. The PSPD’s 2014 tax levy called for levying approximately $5,200. The average PSPD tax bill in 2015 will be approximately $18. Utilizing the current tax rate of the EPD, owners of property with average values would see taxes levied by the EPD of approximately $279 annually if consolidation were to occur, thus generating approximately $80,000.

Finally, over the past two years approximately 60 PSPD households have paid non-resident fees for EPD services, including registration for programs and Courts Plus memberships.

In order to provide information and gauge the their residents’ interest level, the PSPD Board has sent a postcard to each mailing address in their district informing them of their upcoming February 16, 2015 board meeting where the issue will be discussed (see attached). Staff have agreed to attend that meeting to represent the EPD and answer questions, pending concurrence of the Park Board.

RECOMMENDATION

That the Board of Park Commissioners discuss and consider the possibility of a consolidation of the Pick Subdivision Park District.

Thank you.

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Agenda #8b (2)

E L M H U R S T P A R K D I S T R I C T

DATE: February 11, 2015

FROM: James W. Rogers, Executive Director

Christi Jacobson, Director of Finance and Human Resources

RE: REGISTRATION SOFTWARE PURCHASE – VERMONT SYSTEMS

ISSUE

The Park District was informed in 2013 that its registration software provider Active Network will discontinue support for its current Class Registration Software and Online Registration as of December 1, 2017. Class is currently used for all program registration, facility rental booking, membership pass sales, and point of sale (POS). Replacing the system is necessary before support ends. The purchase meets the strategic plan criteria of satisfying legal requirements, replacing equipment that has reduced its useful life and reducing future operating costs.

DISCUSSION

Replacing the Class Registration System is necessary before support ends in order to prevent the disruption of services to the District’s customers. The new system must be PCI compliant and allow for flexible registration, facility booking and membership renewal. Additional criteria includes the ability to export financial data, link to the general ledger, and produce useful detailed reports that can be easily modified to meet user and supervisor information needs.

For the last two years, the Park District Registration Committee reviewed multiple demonstrations by various vendors. After extensive review and discussion, the committee chose Vermont Systems Rec Trac Recreation Management Software. The system can be hosted by the District providing a savings, efficiency and productivity for program registration, membership pass management, facility reservations, and POS. The sales proposal from Vermont Systems totals $77,582. The quote includes initial software costs of $42,116, training, travel and implementation costs of $27,240 and annual maintenance services of $8,226 for the first year. Hardware, including servers, printers, pass swipers, and credit card processing equipment are not included in the quote and would be purchased separately by the District. Estimated and budgeted hardware costs are approximately $52,000. Funds for this project in the amount of $131,482 have been budgeted in the FY15 Capital and operating funds.

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Based on state law, purchases of this nature are not subject to competitive bidding. As stated in Article 8, Section 8-1c of the Park District Code: “…Contracts which, by their nature, are not adapted to award by competitive bidding, such as contracts for the services of individuals possessing a high degree of professional skill where the ability or fitness of the individual plays an important part, contracts for the printing of finance committee reports and departmental reports, contracts for the printing or engraving of bonds, tax warrants and other evidences of indebtedness, contracts for utility services such as water, light, heat, telephone or telegraph, contracts for the use, purchase, delivery, movement, or installation of data processing equipment, software…”

RECOMMENDATION

That the Board of Park Commissioners approves the budgeted purchase of Vermont Systems Rec Trac Recreation Management software and implementation not to exceed $77,582 and authorize the Executive Director to execute said contract to that effect. Thank you.

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Proposal Summary Pricing

VSI Quote Number: 46543

Please See Detail Breakdown on Following Pages

Description: VSI Software Pricing - Exhibit B Prepared For: Elmhurst Park District, Elmhurst, IL

Contact Name: Christi Jacobson, Director of Finance & HR Phone Number: (630)993-8196 Contact Email: cjacobson@epd.org Fax Number: (630)993-0095 Approved By: Sarah Otoka, Sales Admin (saraho@vermontsystems.com) Quote Date: 01/15/2015

Purchase Annual Estimated Total Description Price Maint/Svs Shipping* Price

RecTrac - Workgroup Multi-User Software

Application Software $21,250.00 $3,990.00 $0.00 $25,240.00

Progress OpenEdge Software $4,250.00 $798.00 $0.00 $5,048.00

VSI-Add ons $1,500.00 $300.00 $0.00 $1,800.00

Support Services - Training & Travel Expenses $20,330.00 $0.00 $0.00 $20,330.00

Total RecTrac: $47,330.00 $5,088.00 $0.00 $52,418.00

ID Systems - Workgroup Multi-User Software

Application Software $930.00 $190.00 $0.00 $1,120.00

Progress OpenEdge Software $186.00 $38.00 $0.00 $224.00

Total ID Systems: $1,116.00 $228.00 $0.00 $1,344.00

WebTrac - Workgroup Edition

Progress OpenEdge Software $2,000.00 $460.00 $0.00 $2,460.00

VSI-Add ons $1,250.00 $0.00 $0.00 $1,250.00

Total WebTrac: $20,160.00 $2,760.00 $0.00 $22,920.00

PayTrac - Application Software & Hardware

Application Software $750.00 $150.00 $0.00 $900.00

Total PayTrac: $750.00 $150.00 $0.00 $900.00

VSI TOTALS

Progress OpenEdge Software $6,436.00 $1,296.00 $0.00 $7,732.00

VSI-Add ons $2,750.00 $300.00 $0.00 $3,050.00

Grand Totals: $69,356.00 $8,226.00 $0.00 $77,582.00

* NOTE: Shipping is FOB - Origin (Plus Tax Where Applicable / Includes Shipping FOB - Origin)

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Agenda #8b (3)

E L M H U R S T P A R K D I S T R I C T

DATE: February 11, 2015

Angela Ferrentino, Director of Parks & Facilities Jerry Pask, Landscape Architect & Park Planner RE: 2015 SEAL COATING AND STRIPING PROJECT ISSUE

Bids were requested for seal coating and striping of Wilder Park south and Plunkett Park parking lots and Berens, Conrad Fischer and Eldridge parks asphalt paths. This project meets the Board’s Strategic Plan Theme of Fiscal Agility Objective B: Take Care of What We Have.

DISCUSSION

The scope of the project includes the seal coating and striping of parking lots and asphalt pathways in various parks throughout the Park District. Seal coating is part of the upkeep, maintenance, and general welcoming attractiveness of the District’s parking lots and paths. Continued routine seal coating of asphalt extends the life of the pavement and reduces long-term replacement cost, and assists in prolonging the life of the surfacing.

Requests for sealed bids were advertised in a local newspaper and four professional contractor journals, as well as posted on the Elmhurst Park District website. Staff sent 36 letters of invite/bid packages electronically to paving/seal coating contractors in the Chicagoland area and one bid package was picked up at the Administrative Office. Seven sealed bids were submitted and publicly opened on January 20, 2015. A copy of the bid summary sheet is attached.

Pavement Systems, Inc. of Blue Island, IL submitted the lowest responsible base bid in the amount of $19,104.44. The request for bids also included five alternates for additional seal coating work. Staff recommends the acceptance of Alternate #1 and #2 to seal coat and stripe Plunkett Park northwest and southwest parking lots, Alternate #3, to seal coat and stripe the Wilder Park north parking lot that serves Wilder Mansion, as well as Alternate #4 to crack fill 2,300 linear feet of asphalt cracks in Plunkett Park parking lot and to reject Alternate #5 for Infra Red Asphalt Repairs at the Plunkett Park parking lot.

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Positive reference checks for Pavement Systems, Inc. were received from the Frankfort Park District, Tinley Park School District #140 and Orland Park School District #135. Pavement Systems, Inc. has successfully completed past paving projects for the District, including The Abbey parking lot and paths at Jaycee Tot Lot and Salt Creek Park. A records search was completed with the Illinois Department of Labor (IDOL) and Dun & Bradstreet, Inc. with no violations found.

Funds for this project in the amount of $34,688 have been budgeted in the FY15 Paving & Lighting Fund.

RECOMMENDATION

That the Board of Park Commissioners (1) accepts the base bid of $19,104.44 (2) accepts Alternate #1 through #4 for an additional $8,388.32, (3) rejects Alternate #5; and (4) authorizes the Executive Director to execute said contract in the total amount of $27,492.76 to Pavement Systems, Inc., of Blue Island, IL.

Thank you.

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Agenda #8b (4)

E L M H U R S T P A R K D I S T R I C T

DATE: February 11, 2015

FROM: James W. Rogers, Executive Director

Angela Ferrentino, Director of Parks & Facilities Jerry Pask, Landscape Architect and Park Planner RE: 2015 PAVING PROJECT

ISSUE

Bids were requested for repaving of The Abbey west parking lot and Berens Park Hub paths. As noted in the ADA Transition Plan/Berens Park, this project will remediate ADA issues at Berens Park Hub on both sides of the Lee Daniels Pavilion where the concrete and asphalt meet with an uneven surface due to expansion and contraction resulting in settling. In addition, this project meets the Board’s Strategic Plan Theme of Fiscal Agility Objective B: Take Care of What We Have.

DISCUSSION

The scope of the project includes two main components. The first is the resurfacing of the deteriorating Abbey west parking lot; the east lot was completed in 2011. The second addresses the settling of the Berens Park Hub paths and will address the paving-related ADA issues identified in the District’s 2011 ADA Transition Plan.

Requests for sealed bids were advertised in a local newspaper and four professional contractor journals as well as posted on the Elmhurst Park District website. Staff sent 38 letters of invite/bid packages electronically to paving contractors in Chicagoland and one bid package was picked up at the Administrative Office. Six sealed bids were submitted and publicly opened on January 27, 2015. A copy of the bid summary sheet is attached.

Professional Paving and Concrete Co., Inc. of Glen Ellyn, IL submitted the lowest responsible base bid in the amount of $49,327. The request for bids also included three alternates for additional paving work. Staff recommends the acceptance of Alternate #1 to grind, and re-pave the approaches to the Salt Creek Greenway Trail bridge over Salt Creek at Thomas and Monterrey that have settled ($3,235), the acceptance of Alternate #2 for the Wild Meadow Trace asphalt path replacement from Fair Street to the Prairie Path ($10,535) as well as the acceptance of Alternate #3 for resurfacing and striping of the Plunkett Park basketball court ($12,302.50).

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Positive reference checks for Professional Paving & Concrete Company, Inc. were received from Wheaton College, Ardmin Properties, and Cantigny Golf Course. Professional Paving & Concrete Company, Inc has successfully completed past projects for the District, including the Eldridge Park Lagoon Drain Replacement and the 2005 Paving, Seal Coating & Striping Project which included the repairs/resurfacing of the sections of the Butterfield and Plunkett Park parking lots. A records search has been completed with the Illinois Department of Labor (IDOL) and Dun & Bradstreet, Inc. with no violations found.

Funds for this project in the amount of $78,373 have been budgeted in the FY15 Parking Lot Paving account.

RECOMMENDATION

That the Board of Park Commissioners (1) accepts the base bid of $49,327, (2) accepts Alternates #1, #2 and #3 for an additional $26,072.50; and (3) authorizes the Executive Director to execute said contract in the total amount of $75,399.50 to Professional Paving and Concrete Co., Inc. of Glen Ellyn, IL.

Thank you.

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E L M H U R S T P A R K D I S T R I C T

DATE: February 11, 2015

Brian McDermott, Director of Enterprise Services

Christi Jacobson, Director of Finance and Human Resources RE: PROGRAM AND SERVICE REPORT – ENTERPRISE SERVICES

DEPARTMENT FINANCIAL STATUS UPDATE ISSUE

Staff will update the Park Board on the current status of the District’s Enterprise Services Department.

DISCUSSION

In September 2013, the Board was presented with the challenges and issues that faced the Enterprise Services Department, along with plans for addressing those challenges. This presentation will update the Board on the following topics:

 Financial progress made by the Enterprise Services Department and District in FY14

 An outline of the next phase of strategic steps to meet Enterprise Services’ mission

 Proposed revisions to the FY15 Budget as a result of not being awarded the PARC Grant for Courts Plus

RECOMMENDATION

That staff present the information to the Park Board and answer any questions that the Commissioners may have.

Thank you.

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Agenda #9b

FUTURE AGENDA

Revised 02/11/15 Revisit Courts Plus Renovation/expansion plans (02/26/14) New Indoor Sports and Aquatics Facilities (03/26/14) Land-Cash Donation Ordinance (04/09/14)

Sugar Creek Golf Course Debt (04/23/14)

Future Direction of Park/City/School Committee (09/24/14) York Street Prairie Path Potential Crossing Changes (09/24/14) Review of special recreation association alternatives (01/14/15)