WILMETTE PARK DISTRICT

MINUTES OF THE SPECIAL MEETING OF THE
BOARD OF COMMISSIONERS OF THE WILMETTE PARK DISTRICT
HELD IN THE PARK DISTRICT ADMINISTRATION OFFICE
MONDAY, JANUARY 21, 2013
6:15 P.M.
______________________________________________________________________ 

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.

PRESENT: President James Brault; Commissioners Gary Benz, James Crowley, Darrell Graham, John Olvany, and Shelley Shelly; Assistant Secretary Judy Ostrem

ABSENT: Commissioners Gary Benz and Mike Murdock; Secretary/Director Stephen Wilson

STAFF: Superintendents Jeff Bowen, Ken Eppelheimer and Bill Lambrecht; Communications Manager Shelagh Donoghue; Assistant Secretary Judy Ostrem

VISITORS:  Park Board Candidates Bryan Abbott and Amy Wolfe; Kathy Routliffe (Wilmette Life)

COMMUNICATIONS & CORRESPONDENCE:  None

BID RECOMMENDATIONS FOR THE ICE/TENNIS FAICLITY:

Commissioner Graham stated that at the Centennial Operations Committee meeting on January 17, 2013 discussion took place on the bid recommendations for the Ice/Tennis facility and why they were higher than projected. As it turned out, the engineering contractor had omitted a certain portion of the bid specifically related to the under-ice piping which resulted in the bids being much higher than anticipated. However, the bids were not out of line with what we would have otherwise paid for this type of project. After a review of the projects – specifically the ammonia and Freon systems – we looked at other issues including safety, overall cost, durability and longevity of the two systems, and energy savings. Ultimately, the Committee ended up with a fairly detailed analysis.

He added that when going through each of the factors, all of them weighed in favor of approving the ammonia system as the refrigerant for the ice rink. The bids were reviewed in the hopes of keeping the cost within the $2 million budgeted amount so it was decided to not recommend moving forward with the standby generator or with the Tennis facility’s HVAC system at this point which can be done at any time and does not tie directly into the ice rink.

The Committee is now recommending three bids. The first recommended bid is from Jensen Plumbing & Heating, Woodstock, Illinois in the amount of $128,900 to replace the Zamboni fill and domestic lines at the Centennial Ice Rinks. It is also recommended that the bid from Jensen Plumbing from Woodstock, Illinois be accepted in the amount of $396,612 to replace the air handling units at Centennial. Lastly, it is recommended that the bid from Arena Systems, St. Paul, Minnesota be accepted in the amount of $1,441,573 to replace the ice rink refrigeration package.

However, the Committee has recommended rejecting the bids for the HVAC improvements at the Centennial Tennis Club as well as for the standby generator. There was also a bid for $64,000 from Intelli Building Controls which was to replace the building automation systems for the Centennial Ice and Tennis facilities. Superintendent Lambrecht indicated that we would be re-bidding this item since only one bid had been received and the Committee was not satisfied with it. In the end, the entire bid package totaled $1,940,000.

President Brault stated that although the upfront cost is higher than what was originally projected and when comparing the cost of the ammonia system vs. the Freon system on a net present value basis, the ammonia system turned out to be 30% more efficient. As a result, it ended up to be approximately $200,000 cheaper than the Freon system over a 20-year period. Commissioner Graham added Superintendent Lambrecht also explained that the ammonia-based system has a longer life expectancy with lower maintenance costs since it is set at a lower pressure which means there would be fewer problems with the system over time. Superintendent Lambrecht stated that the ammonia system has a minimum life expectancy of 30 years which is double the life span of the Freon system.

Commissioner Graham stated one issue that came up was the safety issue in regard to ammonia vs. Freon and there was a fair amount of discussion on that topic. It was stated that safety would not be an issue for the ammonia system and in addition about half of the rinks in our area are using ammonia. Ammonia is also used in industrial refrigeration systems including grocery stores. It is a very safe and stable system and one that was not considered to be a problem.

Superintendent Bowen stated that the ammonia system also has a “zero effect” on the environment whereas even the new Freon systems had significant higher global warming and ozone measurements. President Brault indicated that Freon is also going to be phased out over time.

Commissioner Olvany commended and thanked the Centennial Committee and staff for handling this situation so well. When he first saw the initial bids he was surprised but the Committee did a fabulous job of figuring out what the differences and attributes were of both systems. He thinks everyone came to the perfect conclusion and handled the process efficiently and effectively.

Commissioner Graham thanked Commissioner Olvany and stated that all of the Commissioners had funneled questions to the Committee and staff also gets credit for gathering the information so quickly since we needed to address these issues in order to arrive at the answer we needed to move forward with the project this year. This will end up to be a more efficient system and a more economical decision if we do the project this year instead of waiting another year.

Commissioner Graham moved and Commissioner Olvany seconded a motion to accept the bid from Jensen Plumbing & Heating, Woodstock, Illinois in the amount of $128,900.00 to replace the Zamboni fill and domestic water lines at the Centennial Ice Rinks as recommended by the Centennial Operations Committee. 

By a roll call vote, voting Yes – Commissioners Brault, Crowley, Graham, Olvany, and Shelly; voting No -- None. Absent – Commissioners Benz and Murdock; Motion carried.

Commissioner Graham moved and Commissioner Shelly seconded a motion to accept the bid from Jensen Plumbing & Heating, Woodstock, Illinois in the amount of $396,612.00 to replace the Air Handling Units at the Centennial Ice Rinks as recommended by the Centennial Operations Committee.

President Brault stated that since this supplier indicated they would be handling both the water fill and the handling units, they will be seeking a $25,000 net reduction between the two of them. As a result, we are approving this motion tonight as the motion stands and staff will then negotiate with them after the fact.

By a roll call vote, voting Yes – Commissioners Brault, Crowley, Graham, Olvany, and Shelly; voting No -- None. Absent – Commissioners Benz and Murdock; Motion carried.

Commissioner Graham moved and Commissioner Olvany seconded a motion to accept the bid from Arena Systems, Inc., St. Paul, Minnesota in the amount of $1,441,573.00 to replace the Ice Rink Refrigeration Package at the Centennial Ice Rinks as recommended by the Centennial Operations Committee.

By a roll call vote, voting Yes – Commissioners Brault, Crowley, Graham, Olvany, and Shelly; voting No -- None. Absent – Commissioners Benz and Murdock; Motion carried.

Commissioner Graham moved and Commissioner Shelly seconded a motion to reject all bids for HVAC improvements for the Centennial Tennis Club as recommended by the Centennial Operations Committee.

Superintendent Lambrecht explained this bid was for both the dehumidification system and the radiant heating.

By a roll call vote, voting Yes – Commissioners Brault, Crowley, Graham, Olvany, and Shelly; voting No -- None. Absent – Commissioners Benz and Murdock; Motion carried.

Commissioner Graham moved and Commissioner Shelly seconded a motion to reject all bids to supply and install a standby generator for the Centennial Ice Rinks as recommended by the Centennial Operations Committee.

Commissioner Graham stated that staff is exploring alternative solutions in the event the facility has a power outage.

By a roll call vote, voting Yes – Commissioners Brault, Crowley, Graham, Olvany, and Shelly; voting No -- None. Absent – Commissioners Benz and Murdock; Motion carried

Commissioner Graham moved and Commissioner Olvany seconded a motion to reject the bid of Intelli Building Controls, Woodstock in the amount of $64,000.00 to replace the building automations system for the Centennial Ice and Tennis Facilities as recommended by the Centennial Operations Committee.

By a roll call vote, voting Yes – Commissioners Brault, Crowley, Graham, Olvany, and Shelly; voting No -- None. Absent – Commissioners Benz and Murdock; Motion carried

Commissioner Olvany moved and Commissioner Graham seconded a motion to adjourn the Special Meeting of the Board of Park Commissioners.

By a roll call vote, voting Yes – Commissioners Brault, Crowley, Graham, Olvany, and Shelly; voting No -- None. Absent – Commissioners Benz and Murdock; Motion carried

There being no further business to conduct, the meeting was adjourned at 6:26 pm.

 MINUTES APPROVED ON FEBRUARY 11, 2013.