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October 8, 2014 – Special Board Meeting Agenda - Page 1 of 2Accommodation is available upon request. Please contact Teri Wirkus, ADA Coordinator in advance at 847.255.5380.
MT. PROSPECT PARK DISTRICT1000 W. CENTRAL ROADMOUNT PROSPECT, ILLINOIS 60056
SPECIAL MEETING OF THE BOARD OF COMMISSIONERS
MEMO TO: MT. PROSPECT PARK DISTRICT BOARD OF COMMISSIONERSPRESSPUBLIC
FROM: STEVE KURKAPRESIDENT
DATE OF THIS NOTICE: OCTOBER 3, 2014
RE: SPECIAL MEETING OF THE BOARD OF COMMISSIONERSOCTOBER 8, 2014 - 6:00 P.M.CENTRAL COMMUNITY CENTER1000 W. CENTRAL ROAD, MT. PROSPECT, ILLINOIS
A G E N D A
CALL TO ORDER
ROLL CALL
PLEDGE OF ALLEGIANCE
APPROVAL OF AGENDA
PUBLIC COMMENT
NEW BUSINESSA. Capital Projects/Improvements – FY 2015 • (Review & Discussion)B. Future Capital Projects • (Discussion)C. Personnel Policy Manual Updates & Revisions • (Discussion)
APPROVAL ITEMSA. Approval of Purchase – Ford F-250 & Ford F-350 Trucks • Illinois Department of CentralManagement Services – Joint Purchasing Program • Bob Ridings, Inc.
•ADOPTION OF ORDINANCE NO. 700: AN ORDINANCE AUTHORIZING AND DIRECTING THE SALE OF CERTAIN USED PROPERTY
October 8, 2014 – Special Board Meeting Agenda - Page 2 of 2Accommodation is available upon request. Please contact Teri Wirkus, ADA Coordinator in advance at 847.255.5380.
ADOPTIONA. Consent by Mt. Prospect Park District to the issuance of Permit Agreement between the Metropolitan
Water Reclamation District of Greater Chicago and Equilon Enterprises, LLC d/b/a Shell OilProducts U.S. • Gloria Alitto Majewski Reservoir Site
B. Consent by Mt. Prospect Park District to the granting of an Easement Agreement between theMetropolitan Water Reclamation District of Greater Chicago and Equilon Enterprises, LLC d/b/a
Shell Oil Products U.S. • Gloria Alitto Majewski Reservoir SiteC. ADOPTION OF ORDINANCE NO. 701: AN ORDINANCE AUTHORIZING AND
DIRECTING THE DESTRUCTION OF VERBATIM AUDIO RECORDINGS OFCERTAIN CLOSED SESSION MEETINGS OF THE BOARD OF PARKCOMMISSIONERS OF THE MT. PROSPECT PARK DISTRICT.
ADJOURNMENT
SPECIAL MEETING NOTES – OCTOBER 8, 2014
Special Meeting Notes • October 8, 2014
NEW BUSINESS
A. Capital Projects/Improvements – FY 2015 • (Review & Discussion)BackgroundStarting in August, staff begins developing a list of capital projects & improvements they believe wouldbe necessary to help maintain the parks, facilities, equipment and services provided by Mt. Prospect ParkDistrict.
The total dollars of Capital Projects/Improvements submitted by staff far exceed the capital fundsavailable each year from our rollover bond issues. Directors are asked to prioritize their lists in order ofimportance/need (based on their experience and familiarity with the park district and their department).Once lists are submitted and reviewed by the Executive Director & Department Directors, adjustments aremade taking into consideration the estimated available funds for capital projects & improvements.
DiscussionStaff’s recommended capital projects & improvements list for FY 2015 is included in the packet forreview and discussion. Items on the list highlighted in yellow were noted in the Capital AssessmentReport prepared by ACG earlier this year.
NOTE: Recent discussions concerning the potential acquisition of property & the Meadows to MelasPedestrian Bridge have not been included on the capital projects & improvements list for FY 2015.
Golf Course Capitals – FY 2015Based on estimated final costs for the golf renovation, I believe the Capital Items needed for the re-opening of the golf course (listed under golf on the third page of the capital projects & improvements inthe packet) will be able to be funded from the June 2014 Bond & Debt Certificate issue rather than ourroll-over bond proceeds.
The final capital projects & improvements list for FY 2015 will be on the November 12 Regular MeetingAgenda for approval.
B. Future Major Capital Projects • (Discussion)Based on previous meetings, discussions and staff input, below is a list of future major capital projectswhich have been identified. In most cases, funding for these projects would need to come from sourcesother than the annual rollover bonds.
Project Estimated Project Year(s)•Renovation of Big Surf 2015-2016
•New Golf Maintenance Facility 2016-2017
•Development of Cup Site 2018 and beyond
•Meadows to Melas Pedestrian Bridge 2015 and beyond
•Recreation center facility updates & re-models 2018 and beyond
C. Personnel Policy Manual Updates & Revisions • (Discussion)Included in the packet is a draft of updates & revisions to the park district’s personnel policy manual. Isuggest this topic be included on the agenda for discussion & review at the tentatively scheduled SpecialMeeting on November 5.
SPECIAL MEETING NOTES – OCTOBER 8, 2014
Special Meeting Notes • October 8, 2014
APPROVAL ITEMS
A. Approval of Purchase – Truck Replacements – Ford F-250 & Ford F-350Trucks • Illinois Department of Central Management Services – JointPurchasing ProgramBackgroundAs part of the Capital Projects/Improvements for FY 2014, funds were approved for thereplacement of two (2) trucks. Staff proposes trading in two existing vehicles towards thepurchase of two new replacement vehicles. The first unit is TRUCK #26, a 1995 ChevroletC3500 dump truck with 57,941 miles (VIN:1GBJC34K25E176213). The other trade-in vehicle isTRUCK #27, a 1996 Chevrolet C1500 pick-up with 144,488 miles (VIN:1GCEC19R3TE156478). The body and undercarriage of these trucks are very rusty (brake lines,frame, doors, floorboards, dump body) and both trucks are getting to a point where they willbecome unsafe to operate if they are left in service.
Staff cannot justify putting the money necessary into these trucks to keep them safe, reliable andlooking good. Mileage is not necessarily the best way to judge the condition of a vehicle. Thesetrucks have served us well over the years, but now it’s time to replace these vehicles.
RecommendationIn lieu of the park district going to public bid on the trucks, staff is recommending Boardapproval to purchase new trucks utilizing the Illinois Department of Central ManagementServices – Joint Purchasing Program. According to our legal counsel, Illinois Department ofCentral Management Services – Joint Purchasing Program meets the requirements of the IllinoisGovernmental Joint Purchasing Act for the public bid process. A copy of the proposal for eachnew truck along with pictures of the vehicles that will be traded is included in the packet for yourreview.
TRUCK #26 will be replaced with a 2015 Ford F-350 4x4 dump truck. Total Cost for thisvehicle less trade in deduction is $36,520.00. There is currently $41,500.00 in the approved 2013capital improvement fund (93) to cover the purchase of this vehicle.
TRUCK #27 will be replaced with a 2015 Ford F-250 4x4 pick-up. Total cost for this vehicleless trade in deduction is $27,000.00. There is currently $32,000.00 in the approved 2013 capitalimprovement fund (93) to cover the purchase of this vehicle.
•ADOPTION OF ORDINANCE NO. 700: AN ORDINANCE AUTHORIZINGAND DIRECTING THE SALE OF CERTAIN USED PROPERTY
Suggested Motion: To adopt Ordinance No. 700, being an Ordinance Authorizing andDirecting the sale of Certain Used Property
SPECIAL MEETING NOTES – OCTOBER 8, 2014
Special Meeting Notes • October 8, 2014
ADOPTION
A. Consent by Mt. Prospect Park District to the issuance of PermitAgreement between the Metropolitan Water Reclamation District of GreaterChicago and Equilon Enterprises, LLC d/b/a Shell Oil Products U.S. • GloriaAlitto Majewski Reservoir Site
The Metropolitan Water Reclamation District (MWRD) is requiring Mt. Prospect Park District toconsent the MWRD’s issuance of a permit to Shell Oil for the purposes of relocating/installing ajet fuel pipeline on MWRD property. Staff has reviewed the proposed plans for this pipeline andit appears this pipeline will be buried outside of the area currently leased by the park districtfrom MWRD. We do not believe this work and pipeline would have a significant impact on thefuture development of this site by Mt. Prospect Park District.
Staff recommends the Board approve this consent for the issuance of a permit by MetropolitanWater Reclamation District of Greater Chicago and Equilon Enterprises, LLC d/b/a Shell OilProducts U.S., and authorize the Executive Director to sign the requested Consent Form.
B. Consent by Mt. Prospect Park District to the granting of an EasementAgreement between the Metropolitan Water Reclamation District of GreaterChicago and Equilon Enterprises, LLC d/b/a Shell Oil Products U.S. • GloriaAlitto Majewski Reservoir Site
The Metropolitan Water Reclamation District (MWRD) is requiring Mt. Prospect Park District toconsent the MWRD’s granting of a non-exclusive easement to Shell Oil for the purposes ofrelocating/installing/servicing a jet fuel pipeline on MWRD property. Staff has reviewed theproposed plans for this pipeline and it appears this pipeline will be buried outside of the areacurrently leased by the park district from MWRD. We do not believe this work and pipeline willhave a significant impact on the future development of this site by Mt. Prospect Park District.
Staff recommends the Board approve this consent to the granting of an Easement Agreementbetween the Metropolitan Water Reclamation District of Greater Chicago and EquilonEnterprises, LLC d/b/a Shell Oil Products U.S., and authorize the Executive Director to sign therequested Consent Form.
C. ADOPTION OF ORDINANCE NO. 701: AN ORDINANCEAUTHORIZING AND DIRECTING THE DESTRUCTION OF VERBATIMAUDIO RECORDINGS OF CERTAIN CLOSED SESSION MEETINGS OFTHE BOARD OF PARK COMMISSIONERS OF THE MT. PROSPECT PARKDISTRICT.
SPECIAL MEETING NOTES – OCTOBER 8, 2014
Special Meeting Notes • October 8, 2014
This item was tabled at the September 24, 2104 Regular Meeting.
This Ordinance provides for the destruction of recordings from the following Closed Sessionmeetings: 1/16/13; 1/29/13; 2/12/13; 2/13/13; 3/20/13.
Of the Closed Session minutes listed, all minutes from these dates have been approved by theBoard.
Closed Session minutes from 3/20/13 are the only minutes that have not been approved for beingreleased to the public. Minutes from the other dates listed above are included in your Boardpacket as the Board approved these Closed Session minutes for release to the public.
NOTE: Adoption of Ordinance 701 has no bearing on whether or not Closed Session minuteswere approved for release to the public or not.
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ORDINANCE NO. 701
MT. PROSPECT PARK DISTRICT
AN ORDINANCE AUTHORIZING AND DIRECTING THE DESTRUCTIONOF VERBATIM AUDIO RECORDINGS OF CERTAIN CLOSED SESSION
MEETINGS OF THE BOARD OF PARK COMMISSIONERS OF THEMT. PROSPECT PARK DISTRICT
WHEREAS, the Mt. Prospect Park District (“District”) is amunicipal corporation and body politic organized and operating underThe Park District Code of Illinois and laws supplementary thereto andamendatory thereof; and
WHEREAS, the District is subject to the provisions of the IllinoisOpen Meetings Act (“Act”) 5 ILCS120/1 et seq.; and
WHEREAS, pursuant to and in accordance with the Act the Boardof Park Commissioners of the District has held closed session meetingsfrom time to time, including but not limited to closed session meetingson 1/16/13; 1/29/13; 2/12/13; 2/13/13; 3/20/13; and
WHEREAS, there exist verbatim audio recordings of those closedsession meetings specifically referred to in the immediately precedingparagraph, recorded under the direction of the Board of ParkCommissioners of the District; and
WHEREAS, written minutes of each of the aforesaid closed sessionmeetings which meet the written minutes requirements of 5 ILCS120/2.06 (a) of the Act exist and have been heretofore approved by theBoard of Park Commissioners of the District; and
WHEREAS, 5 ILCS 120/2.06 (c) of the Act provides that theverbatim audio recordings of closed session meetings may be destroyedwithout notification to or the approval of a records commission or theState Archivist under the Local Records Act or the State Records Act noless than 18 months after the completion of the meeting recorded butonly after:
(1) the Board of Park Commissioners approves thedestruction of a particular verbatim audio recording;and
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(2) the Board of Park Commissioners approves theminutes of the closed meeting(s), the verbatim audiorecordings of which are proposed to be destroyed,which minutes meet the requirements of 5 ILCS120/2.06 (A) of the Act; and
WHEREAS, the most recent of the aforementioned closed sessionmeetings, the verbatim audio recordings of which are proposed to bedestroyed, was completed more than 18 months prior to the date hereof.
NOW, THEREFORE, be it and the same is hereby ORDAINED bythe Mt. Prospect Park District and the Board of Park Commissionersthereof as follows:
1. That the above and foregoing recitals are herebyincorporated herein by reference the same as if here set forthin full.
2. That the Secretary to the Board of Park Commissioners ofthe District is hereby authorized and directed to forthwithdestroy the verbatim audio recordings of the closed sessionmeetings of the District held on 1/16/13; 1/29/13;
2/12/13; 2/13/13; 3/20/13 and,
3. That all ordinances and resolutions in conflict or inconsistent herewith are hereby, to the extent of such conflict or inconsistency, expressly repealed.
4. That this Ordinance shall be effective forthwith upon adoption.
ADOPTED this 8th day of October, 2014.
VOTES:Ayes: Nays: Absent:
ATTEST:______________________________President
_______________________________ Board of Park CommissionersSecretary Mt. Prospect Park District
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STATE OF ILLINOIS )) SS.
COUNTY OF C O O K )
I, WILLIAM STARR, DO HEREBY CERTIFY that I am the dulyelected, qualified and acting Secretary of the Mt. Prospect Park District andof the Board of Park Commissioners of the Mt. Prospect Park District; andthat I have access to and am custodian of the official Minutes of theMeetings of the Board of Park Commissioners and of the Mt. Prospect ParkDistrict.
I DO FURTHER CERTIFY that the above and foregoing is a true andcorrect copy (duplicate) of a certain ordinance entitled:
ORDINANCE NO. 701
MT. PROSPECT PARK DISTRICT
AN ORDINANCE AUTHORIZING AND DIRECTING THE DESTRUCTIONOF VERBATIM AUDIO RECORDINGS OF CERTAIN CLOSED SESSIONMEETINGS OF THE BOARD OF PARK COMMISSIONERS OF THE MT.
PROSPECT PARK DISTRICT
That the foregoing was passed by the Board of Park Commissionersof said Mt. Prospect Park District on the 24th day of September, 2014, andwas on the same day approved by the Secretary of the Mt. Prospect ParkDistrict; that it was filed and recorded in the office of the Secretary of theMt. Prospect Park District of which the foregoing is a true copy (duplicate)and is now on file in the office of such Secretary.
GIVEN under my hand and seal of the Mt. Prospect Park Districtthis 8th day of October, 2014.
___________________________________SecretaryMt. Prospect Park DistrictCook County, Illinois
(SEAL)
