Arlington Heights Park District Board of Commissioners met Feb. 11.
Here is the minutes provided by the board:
President Leno called the Board Meeting to order at 7:02 p.m.
PLEDGE OF ALLEGIANCE
President Leno led the audience in the Pledge of Allegiance.
ROLL CALL OF COMMISSIONERS
Commissioners Present Commissioners Absent
W. Ploger
B. Owen
R. Nesvacil
T. Gelinas
M. Leno
STAFF PRESENT: Steve Scholten, Interim Executive Director; Brian Meyer, Director of Recreation and Facilities; Jason Myers, Director of Finance and Personnel; Ben Rea, Director of Parks and Planning; Steve Neill, Superintendent of Recreation Facilities; Kristy McCann, Superintendent of Recreation Programs; Jeff Lindstrom, Superintendent of Parks - Grounds; Nick Wirth, Athletic Supervisor; Steve Dietz, Recreation Supervisor – Athletics; and Kendra Maher, Recording Secretary.
Also present: Carrie Fullerton, incoming Executive Director; and Melissa Cayer, resident.
RECOGNITION OF VISITORS & CITIZENS TO BE HEARD
Athletic Supv. Nick Wirth introduced Recreation Supv. Steve Dietz, who will be overseeing the youth basketball and soccer programs, along with summer contractual programs. President Leno welcomed Steve to the District.
Hank, Matthew, and Noah Zabawski attended on behalf of Boy Scout Troop 37.
MINUTES
No discussion or comments regarding the January 28, 2020 Regular Meeting minutes.
Comr. Nesvacil moved, seconded by Comr. Ploger, to approve the January 28, 2020 Regular Meeting minutes. On voice vote the motion was approved 5-0.
OLD BUSINESS
Green Slopes Tennis Courts Replacement Recommendation
Dir. Rea brought to the Board updated budget numbers for the 1 tennis/2 pickle ball courts option, 2 tennis/4 pickle ball courts option, provide both of those options with basketball, and to provide all associated design fees. Staff was also asked to provide an estimated replacement value for all agency tennis courts, as well as compare the maintenance history of other 4 tennis court locations.
The tables below reflect the updated options and estimated costs:
| 1 Tennis Court/2 Pickle Ball Courts | Cost |
| Complete court tear out and replacement | $207,878 |
| Complete sidewalk tear out and replacement | $112,926 |
| Survey, design, and permitting fees* | $39,200 |
| Construction testing | $3,500 |
| Total | $363,504 |
| 2 Tennis Court/4 Pickle Ball Courts | Cost |
| Complete tear out and replacement | $270,875 |
| Complete sidewalk tear out and replacement | $112,926 |
| Survey, design, and permitting fees* | $39,200 |
| Construction testing | $3,500 |
| Total | $426,501 |
| 1 Tennis Court/2 Pickle Ball Courts/4 Half Court Basketball | Cost |
| Complete court tear out and replacement | $197,528 |
| Complete sidewalk tear out and replacement | $112,926 |
| Survey, design, and permitting fees* | $39,200 |
| Basketball court installation | $68,086 |
| Construction testing | $3,500 |
| Total | $421,240 |
| 2 Tennis Court/4 Pickle Ball Courts/4 Half Court Basketball | Cost |
| Complete tear out and replacement | $261,995 |
| Complete sidewalk tear out and replacement | $112,926 |
| Survey, design, and permitting fees* | $39,200 |
| Basketball court installation | $39,537 |
| Construction testing | $3,500 |
| Total | $457,158 |
In addition to the 4 tennis courts at Green Slopes Park, the park district maintains 44 other courts throughout the community. In November, staff provided the following general condition assessment of all other tennis courts (the chart has been updated to include estimated replacement costs):
| Park Site | Number
of Courts | Condition of Courts | Recommended Action | Estimated Replacement Costs
(includes A&E Fee) |
| Camelot | 3 | Moderate Cracking | Candidate for Armor Crack Repair | $233,353 |
| Carefree | 2 | Moderate Cracking | Candidate for Armor Crack Repair | $169,802 |
| Centennial | 4 | Extensive Cracking | Armor Crack Repair and color coated in 19’. Re- evaluate in 20’ | $296,904 |
| Creekside* | 2 | Extensive Cracking | Tear out and replace | $169,802 |
| Dryden | 4 | Extensive Cracking | Tear out and replace | $296,904 |
| Forest View | 6 | Good Condition | Maintain as needed | $424,006 |
| Frontier | 2 | Good Condition | Maintain as needed | $169,802 |
| Greenbrier* | 1 | Moderate Cracking | Candidate for Armor Crack Repair, crack fill and color coated in 19’ | $106,251 |
| Hasbrook | 2 | Moderate Cracking | Candidate for Armor Crack Repair | $169,802 |
| Heritage | 3 | Extensive Cracking | Crack fill and color coated in 19’. Re- evaluate in 20’ as a candidate for replacement | $233,353 |
| Pioneer | 4 | Good Condition | Maintain as needed | $296,904 |
| Raven | 3 | Good Condition | Maintain as needed | $233,353 |
| Recreation | 3 | Moderate Cracking | Signs of water pushing through the asphalt. Revaluate in 20’ | $233,353 |
| Victory | 1 | Moderate Cracking | Candidate for Armor Crack Repair | $106,251 |
| Volz** | 1 | Extensive Cracking | Tear out and replace | $250,578 |
| Wildwood | 3 | Good Condition | Maintain as needed. Has a Titan Trax overlay system. | $233,353 |
| Total | 44 | $3,623,771 |
**Site also includes 2 pickle ball courts, included in replacement estimate.
The courts at Creekside, Dryden, and Volz Parks are extensively cracked and recommended for replacement over the next 3 years. The estimated total replacement cost for those 3 locations is $717,824. The tennis courts at Centennial, Heritage, and Recreation Parks are being re-evaluated this spring and could add an additional $763,610 if replacement is needed over the next 5 years. The total estimated cost to tear out and replace the 44 tennis courts listed at the end of their useful life is $3,623,771.
The following table is a maintenance comparison of the 4 tennis courts at Dryden and Green Slopes Parks:
| Green Slopes Tennis Courts | Dryden Tennis Courts | |||||
| Year | Maintenance Activity | Cost | Year | Maintenance Activity | Cost | |
| 1997 | Slip sheet courts | $61,880 | 1999 | Resurface Courts | $37,602 | |
| 2003 | Crack fill/Color coat | $8,050 | 2005 | Crack fill/Color coat | $7,575 | |
| 2007 | Crack fill | $2,720 | 2009 | Crack fill/Color coat | $11,200 | |
| 2008 | Crack fill/Color coat | $11,200 | 2013 | Crack fill/Color coat | $12,560 | |
| 2012 | Crack fill/Color coat | $12,928 | ||||
| 2014 | Crack fill/Color coat | $16,000 | ||||
| Total Cost | $112,778 | Total Cost | $68,937 | |||
Comr. Nesvacil commented that the courts at Dryden appear to drain better, however puddles are present, perhaps long term maintenance at Dryden would be more cost efficient.
Comr. Owen inquired about the total dollars that are budgeted for maintenance costs throughout the District annually. Dir. Myers stated that $835,000 is budgeted for maintenance of parks and buildings.
Vice President Gelinas inquired about other courts at Creekside, Dryden, and Volz also needing replacement, have these been earmarked for 2020-21. Dir. Rea indicated the discussion for these being replaced will be a part of the Capital Improvements discussion with the Board at a March Board Meeting.
Interim Executive Dir. Scholten further explained that Staff will be bringing back to the Board the two options with the cost and how these two plans fit the capital plan.
Comr. Ploger and Comr. Owen were both in favor of waiting to see the two different options up against the capital plan. Comr. Nesvacil is not in favor of the Green Slopes project where the maintenance costs will be high in the future.
ARC Update
Dir. Rea stated that the precast water issue was reviewed by Mid-States Concrete who drained water out of the pre-cast. Mid-States Concrete believes that water was bound up in the pre- cast. Checking to make sure no issues with the roof and Malcor has been back out to caulk the flashing on the roof. Surge tank work continues, coat hooks have been installed, water fountain in the fitness area has been installed, and a double partition for the ladies’ locker room will be in place by the end of the month. Dir. Rea indicated that Staff has been working with FGM for a solution for additional lockers.
ARC Change Orders
Dir. Rea stated when the Board approved the bids for the Olympic project, a budget of $410,772 was approved for change orders and $383,929 has been approved/drawn from project contingency to date. Staff is presenting change orders for the Board’s review and approval. Below is a summary of the change orders:
| Change Order # | Contractor | Amount | Description |
| #79 | Nedrow Decorating | Add: $2,390.00 | ASI-028 Additional Skim Coating: Add $1,900.00
ASI-048 Paint Dry-Vit: Add $490.00 |
| #80 | Haldeman Homme | Deduct: ($3,240.00) | Unused Allowance Credit: Deduct ($3,240.00) |
| #82 | Vortex Commercial Flooring | Deduct: ($7,822.00) | Unused Allowance Credit: ($7,822.00) |
| #83 | Madden Glass | Deduct: ($5,308.00) | Unused Allowance Credit: ($5,308.00) |
| #84 | Sebert Landscaping | Deduct: ($5,000.00) | Unused Allowance Credit: ($5,000.00) |
| #85 | LoDestro Construction | Add: $3,795.00 | Dumpsters: Add 1,349.92
Electrified Hardware for Babysitting Door: Add 1,123.18 Fix fire rated wall in existing stairwell: Add $899.28 Repair Pool Ceilings at new windows: Add $422.62 |
ARC Employee Benefits
Dir. Meyer presented to the Board that of our ARC Employees, IMRF Employees, and Full Time Employees living in the same household, to date 109 employees have received membership, consisting of 239 members.
Since offering the benefit Staff has received some questions from employees. We have five employees that are held under the IMRF 1,000-hour threshold purposely as they are not IMRF approved positions. These employees would qualify if their hours were not restricted. The district also has fourteen employees that work over 800 hours annually that are very important to district operations.
Staff would like to modify the previous board motion to expand the benefit and allow the Executive Director the discretion to determine if an 800 hour plus annual employee would be extended the benefit outside of the board approved categories.
Concerns from the Board were how would Staff manage this benefit. Dir. Meyer explained that it would be at our discretion to allow each individual with 800+ hours to participate.
President Leno recommended a discounted rate and/or review the big picture when the policy manual is brought to the Board.
Comr. Owen mentioned that the benefit outweighs the cost for a benefit as such and in the end helps retain the employee.
The consensus of the Board was to discuss again during review of the personnel policy. NEW BUSINESS
Mowing Bid Results
Dir. Rea informed the Board that in December 2019 Nilco Landscaping Inc. notified the Park District that it would not be renewing its agreement for the 3rd and final year (2020) of their contract from 2018, which was their prerogative per the contract agreement.
On January 21, 2020, seven sealed bids (23 picked up by potential contractors) were received and opened for the Mowing Services Contract. Aronia Landscape Inc. from Streamwood IL., was the low bidder. References for similar contracts (including other municipalities in the area) were checked and confirmed Aronia Landscape has performed at an acceptable level. Additionally, Aronia Landscape was awarded the Mowing Services Contract in 2011 with the district and had acceptable performance.
The following table outlines the bids received:
| Company | Base Bid |
| Aronia Landscape, Inc.
Streamwood, IL. | $70,273.90 |
| Milieu Design, LLC
Wheeling, IL. | $71,400.00 |
| Gilio Landscaping Contractors
Arlington Heights, IL. | $75,106.00 |
| Beary Landscape Management
Des Plaines, IL. | $77,860.00 |
| Apex Landscaping, Inc.
Hawthorne Woods, IL. | $79,741.90 |
| Blue Mountain Landscaping, Inc.
Plano, IL. | $94,418.00 |
| Fleck’s Landscaping
Wheeling, IL. | $147,322.00 |
Aronia’s bid is in line with recent years bidding, including Nilco’s 2018 negotiated contract for $68,110. The specifications for this contract also provides for an additional 2 years, with a 2% increase per year, upon a new signed agreement by both parties.
Year 2 (2021)- $71,679
Year 3 (2022)- $73,113
The bid was structured in a manner that allows either party to exit from the contract on an annual basis by providing notice no later than January 1st of the following year.
Vice President Gelinas moved, seconded by Comr. Nesvacil to approve the bid and three-year contract submitted by Aronia Landscape Inc., Streamwood IL, in the amount of $70,273.90 for the 2020 mowing season. On a voice vote the motion was approved 5-0.
Fertilizer Bid Results
Dir. Rea shared the Arlington Heights Park District annually establishes specifications and solicits bids from outside contractors to perform three applications of custom fertilizer products to approximately 90 acres of athletic fields.
Nine additional parks (approximately 18 acres) have also been selected for a one-time application of an organic fertilizer this growing season. This is an Organic Material Review Institute (OMRI) certified product. In keeping with the Park District’s commitment to reduce use of pesticides and increase use of organic products, this product will promote healthier and more vigorous turf to resist the encroachment of weeds and disease. These organic alternatives are costly and larger quantities are needed to accomplish the desired results. As such, parks that have historically received no nutrient additions will be scheduled for an application of organic fertilizer once every 3 – 4 years. The fertilizer applications combined with additional mechanical and cultural practices will help improve soil conditions and turf density over time.
On January 21, 2020, six sealed bids (15 picked up by potential contractors) were received and opened for the Custom Application of Fertilizer Bid. Eternally Green Lawn Care from Lombard IL. was the low bidder for the athletic fields applications and Chicagoland Turf was low bidder for the organic application. After checking their references with other municipalities in the area, it was confirmed they have performed at an acceptable level. Additionally, Eternally Green Lawn Care has been performing this service for the district for the past two years and has performed with no issues.
The bid was written in a manner that allows the district to accept all or certain portions of a bid.
The following table outlines the bids received:
| Company | Athletic Fields
(3 applications) | Organic Fertilizer
(1 application) |
| Eternally Green Lawn Care
Lombard, IL | $19,200.00 | $7,100.00 |
| Apex Landscaping, Inc.
Hawthorn Woods, IL. | $19,300.00 | $17,710.00 |
| Tyler Enterprises
Morris, IL. | $23,544.00 | No bid |
| Chicagoland Turf
Downers Grove, IL. | $30,420.90 | $5,940.00 |
| Beary Landscape Management
Des Plaines, IL. | $37,440.00 | $3,360.00 |
| Advanced Turf Solutions
Fishers, IN. | $46,770.00 | $6,970.00 |
Beary Landscape Management was contacted and declined to perform the work for the organic fertilizer application only.
Comr. Ploger moved, seconded by Comr. Owen to approve the athletic field fertilizer bid submitted by Eternally Green Lawn Care, Lombard, IL., for the amount of $19,200. And to approve the organic fertilizer bid from Chicagoland Turf, Downers Grove, IL., in the amount of $5,940. On a voice vote the motion was approved 5-0.
PARK FOUNDATION
None.
DIRECTORS REPORTS
Interim Executive Dir. Scholten reminded the Board of the joint Village of Arlington Heights meeting on Saturday, February 15, which will be held at ARC’s Poolside Party Room. A presentation from the Village on the Storm Water Control in Arlington Heights will be given, as well as, a presentation at a future Board Meeting.
President Leno added that Mayor Hayes had been in contact stating that the Storm Water Control topic will be discussed and presented to help clear up any questions. Dir. Rea added that the Village Board has not received information on this topic, Saturday’s presentation will be information only.
MATTERS FROM COMMISSIONERS
President Leno welcomed Matthew and Noah Zabawski from Boy Scout Troop 37, and thanked them for attending the meeting.
ADJOURNMENT
Comr. Nesvacil moved, seconded by Comr. Ploger, to adjourn at 8:14 p.m. On voice vote the motion was approved 5-0.
https://www.ahpd.org/assets/1/24/5.a._2-11-20_R.pdf?204009
Alerts Sign-up