WILMETTE PARK DISTRICT

MINUTES OF THE REGULAR MEETING OF THE
BOARD OF COMMISSIONERS OF THE WILMETTE PARK DISTRICT
HELD IN THE COUNCIL ROOM OF WILMETTE VILLAGE HALL
MONDAY, JANUARY 10, 2005
_____________________________________________________________________

Written notice of said meeting was given to the Commissioners and the Wilmette Life in accordance with the Wilmette Park District Code, Section 2103, and Section 2.02 of the Open Meetings Act.

President Wolff called the meeting to order at  7:30 p.m.

PRESENT: President Henry Wolff, Commissioners Cecelia Carlson, Diana Cohen,  Jim Crowley, Richard Marcus, David Miller, Secretary/Director Terry Porter, Treasurer/Business Manager George Kush

ABSENT: Commissioner O’Malley

VISITORS: Superintendents Grisamore and Lambrecht

APPROVAL OF MINUTES:

Commissioner Marcus moved and Commissioner Carlson seconded a motion to approve the Regular Board Meeting Minutes of December 6, 2004.

By a roll call vote, voting Yes -- Commissioners Carlson, Cohen, Crowley, Marcus, Miller, and Wolff; voting No -- None.   Absent – Commissioner O’Malley. Motion carried.

COMMUNICATIONS & CORRESPONDENCE:  President Wolff acknowledged receipt of the following:

. . .    Letter dated December 17, 2004 from Ted Flickinger, PHD, Executive Director, Illinois Parks and Recreation regarding IAPD membership services.

. . . Letter dated December 9, 2004 from Don Harkins, 401 Maple Ave. with an article attached from Landscape Architecture regarding skate parks.

President Wolff referred the letter and the article to the Parks and Recreation Committee.

. . . Letter dated January 6, 2005 from Lewin T. Wint, 1042 Isabella Street regarding a proposal to have a snack shop at the Community Recreation Center.

President Wolff asked staff to contact Mr. Wint to discuss his proposal in more depth. 

Director Porter pointed out that in the event that it is decided to pursue the concept, it would be necessary for the Park District to seek proposals from other vendors in addition to Mr. Wint.

APPROVAL OF VOUCHER LIST:

Commissioner Miller moved and Commissioner Carlson seconded a motion to approve the Voucher List in the amount of $1,744,532.99,  a copy of which is to be attached to and become a permanent part of the minutes of this meeting.

By a roll call vote, voting Yes -- Commissioners Carlson, Cohen, Crowley, Marcus, Miller, and Wolff; voting No -- None.   Absent – Commissioner O’Malley. Motion carried.

COMMITTEE REPORTS:

Golf Operations – Committee Chair Crowley asked Superintendent Lambrecht to update the Board on the progress of the golf clubhouse construction.

Superintendent Lambrecht reported that some progress was made during December. However, due to unfavorable weather and the holidays, the project is several weeks behind schedule at this point, and he anticipates, the building will be ready the beginning of August.   He noted that concrete work continued during the month, and the foundation was completed on the west wall up to the access road into the excavation.  In addition, the concrete contractor completed pouring all of the grade beams so that the masonry contractor could begin to set block, and the plumber responsible for the underground work in the basement completed all the work including the sanitary and storm piping, the installation of two sump basins for the sanitary lines, and the foundation drainage.

Superintendent Lambrecht further reported that the structural steel contractor has set  the steel and bolted it into place. Also, the masons have made quite a bit of progress in building the load bearing walls in the basement.  The building plumber has been working along with the masons to get the water and drain lines put up as the walls progress in height. The excavation contractor completed spreading gravel in the lower level and has removed the access drive into the mass excavation.  In addition, the gravel was spread on the cart ramp so that the contractors can get in and out.  Excavation of the next portion of the parking lot has been completed.  Superintendent Lambrecht explained that it was again necessary due to the excessive water to make undercuts in order to put in the Geotextile fabric and three inch stone.  Once that was complete, the concrete contractor came in and poured the next series of islands. 

Superintendent Lambrecht noted that as soon as the access road was removed, the concrete contractor poured the balance of the footings for the main foundation, and can  now begin setting forms and steel so that the last piece of the basement foundation can be poured.  The footings and foundation for the kitchen area have been poured. He further noted that the precast concrete deck is scheduled for delivery within the next week or two. In the meantime, the waterproofing contractor has been on site and completed some of the waterproofing on the foundation.  Unfortunately, low temperatures and high water around the foundation has hindered progress. The waterproofing contractor has been constantly pumping, but the water froze causing work to be halted.  Superintendent Lambrecht feels that now that temperatures have warmed somewhat, the contractors will be able to drain more water allowing the waterproofer to finish work within the next week.

Superintendent Lambrecht also reported that the project is on track for the installation of  the electrical service next month, and that NICOR will be out to start the gas service as soon as the building is backfilled. That can happen as soon as the precast deck is in place and the waterproofers are done.

Commissioner Carlson commented that she had attended an event at a residence in the golf course area and had been pleased that the neighbors are tolerating the disruptions and disorder to their area very well.  Superintendent Lambrecht pointed out that the Park District has been regularly sending cleaning crews into the affected areas in an attempt to minimize the mess.

Director Porter stated that the good news is that on the course itself, the irrigation contractor completed all of their work except for the fairway irrigation on holes #6 and #7, which will be completed in early spring.  The irrigation contractor has some minor work and clean-up to do throughout the course, but disruption to play should be minimal. He noted that while the new clubhouse will not be available at the beginning of the golf season, the course improvements will make the course a much improved facility There will be adequate parking and the course will have no major construction affecting play.  It is anticipated that the new 5 and 16 tees will open some time in mid to late April, and the new 18th green is scheduled to open by Memorial Day.  Once the new 18th green is opened, the contractor will begin work on rebuilding the old 18th green into a practice green.  Director Porter explained that the temporary quarters at the golf course will be used until the new clubhouse is ready, and in general, there were no major problems with the golfers last season regarding the lack of a clubhouse.

Commissioner Crowley moved and Commissioner Marcus seconded a motion to approve the following bids for construction of the new golf clubhouse:

 Lamp, Inc., Elgin, IL in the amount of $432,650 for finish carpentry

 Flooring Solutions, Inc., Hinsdale, IL  in the amount of $31,900 for carpet, wood & resilient flooring

 A. Gramer Painting, Wheeling, IL in the amount of $97,500 for painting

 Hufcor, Chicago, IL in the amount of $8,890 for operable panel partitions

 Midwest Brick Paving, Inc. , Antioch, IL in the amount of $28,600 for clay pavers

 Peerless Fence, West Chicago, IL in the amount of $13,724 for ornamental guardrails

 Martin Petersen Company, Inc., Waukegan, IL in the amount of $185,900 for building plumbing

 Rush Mechanical Contractors, Inc., Lockport, IL in the amount of $285,000 for HVAC work

 Genesis Electric, Inc., Mt. Prospect, IL in the amount of $459,108 for building  electrical work

 LaForce, Inc, Vernon Hills, IL in the amount of $91,349 for doors, frames and hardware

 Kone, Inc. dba Door Systems, Inc., Rockford, IL in the amount of $12,270 for overhead doors

 Christopher Glass & Aluminum, Arlington Heights, IL in the amount of $25,262 for glass and aluminum

 Kole Construction Company, Inc., Romeoville, IL in the amount of $180,060 for drywall, acoustics and insulation

 United States Fire Protection, Lake Forest, IL in the amount of $126,500 for fire protection

 Spectra Contract Flooring, Des Plaines, IL in the amount of $61,996 for ceramic tile

 Boelter Contracting, LLC, Lincolnwood, IL in the amount of $191,401 for kitchen equipment

Director Porter stated that the recommended bids for this second bid packet for the clubhouse project, which were opened on December 8th, total $2,232,100.  The construction manager’s estimates totaled $2,230,000, only a $2,100 difference, which is an excellent result.   He explained that this bid package consists of 16 items, which relate to interior work on the clubhouse.  Director Porter noted that the first bid packet was over budget, and that staff is looking at additional sources of revenue to fund the project.

By a roll call vote, voting Yes -- Commissioners Carlson, Cohen, Crowley, Marcus, Miller, and Wolff; voting No -- None.   Absent – Commissioner O’Malley. Motion carried.

Centennial Operations – Committee Chair Cohen reported that the Committee met immediately prior to the Board Meeting.  She stated that she will give a full report at the February Board meeting.

Financial Planning and Policy – Committee Chair Miller noted that the annual Budget Workshop is scheduled for January 24th at 6:30 p.m. in the Village Hall Training Room.

NEW BUSINESS:

Director Porter stated that the current operational manual for the Board calls for the Annual Meeting and the seating of the new Board at the April meeting, which this year is scheduled for April 11th. He noted that the Consolidated Election takes place six days earlier on April 5th.  In the past, the practice has been to hold the Canvass Meeting 48 to 72 hours after the election to certify the results of the election, and to allow for the swearing in of the new Board shortly after the election.  However, this year, there is a change in the election process that allows for provisional ballots, which are ballots cast on election day, but are in question due to voter eligibility. There is no certain date when the provisional ballots will be received from the County Clerk, and it is unlikely that the District will be able to meet the prior timetable because of the potential delay in receiving the provisional ballots.  Director Porter explained that the Cook County Clerk’s Office recommends that the Canvass be conducted no sooner than April 20th in order to make sure that the provisional ballots, if any, have been counted. Therefore, it will not be possible to have the Annual Meeting and seating of the new Board members at the April 11th meeting.  After discussion, Director Porter stated that he would determine with legal counsel whether the Annual Meeting can be held at a special meeting in April, or if it would be necessary to reschedule the Annual Meeting to May. The Board agreed that if possible,  it would be preferable to schedule a special meeting for April 25th at which time, the Annual Meeting will be held and the new Board will be installed.

There being no further business to conduct, the meeting was adjourned at 7:55 p.m.

 


MINUTES APPROVED ON FEBRUARY 7, 2005