Minutes - Arlington Heights Park District

REVISED MINUTES OF THE REGULAR MEETING
BOARD OF PARK COMMISSIONERS
ARLINGTON HEIGHTS PARK DISTRICT
Administration Center
410 N. Arlington Heights Road
April 23, 2013
7:00 p.m.
President Leno called the meeting to order at 7:05 p.m.
PLEDGE OF ALLEGIANCE
President Leno led the audience in the Pledge of Allegiance.
ROLL CALL OF COMMISSIONERS
Commissioners Present
Commissioners Absent
M. Leno R. Whisler
M. Naughton
R. Nesvacil
R. Smith
STAFF PRESENT: Steve Scholten, Executive Director; Brian Meyer, Director of Recreation and
Facilities; Brian Huckstadt, Director of Parks and Planning; Donna Wilson, Director of Finance and
Personnel; Angela Neill, Recording Secretary; Cathy Puchalski, Superintendent of Recreation; Tim
Govern, Arlington Lakes Golf Club Manager; Matt Healy, Athletic Supervisor; Scott Elman, Park Planner,
John Robinson, Superintendent of Recreation.
ALSO PRESENT: Will Ploger; Tim Gelinas.
MINUTES
The Minutes of the Regular Meeting of April 9, 2013 were presented.
Comr. Smith moved, seconded by Comr. Nesvacil, to approve the Minutes of the Regular Meeting of April
9, 2013 as presented. On voice vote the motion was approved 4-0.
UNFINISHED BUSINESS
Approval of Budget & Appropriation Ordinance No. 670
Director Wilson addressed the Board. She said the Board is required by Statute to adopt annually, during
the first 90 days of the fiscal year, a Budget and Appropriation Ordinance outlining revenues and
expenditures for the fiscal year. As part of this process, according to Illinois Statutes, the Board must place
the Budget and Appropriation Ordinance on file for public inspection at least 30 days prior to its adoption,
and during that period hold a Public Hearing. The Public Hearing on the Budget and Appropriation
Ordinance was held at the April 09, 2013 Board meeting. After the public hearing, all legal requirements
have been fulfilled and it recommended that this ordinance be adopted. Staff recommends approval of the
part-time and full-time salary schedules Appendix D and E, the Capital Projects Multiple Year Overview,

Arlington Heights Park District, Minutes, April 23, 2013 Page 2
and Ordinance No. 670, “the Combined Annual Budget and Appropriation Ordinance of the Arlington
Heights Park District for the Fiscal Year beginning May 1, 2013, and ending April 30, 2014.”
Comr. Smith moved, seconded by Comr. Nesvacil, to approve the part-time and full-time salary schedules
Appendix D and E, the Capital Projects Multiple Year Overview, and Ordinance No. 670, “the Combined
Annual Budget and Appropriation Ordinance of the Arlington Heights Park District for the Fiscal Year
beginning May 1, 2013, and ending April 30, 2014,” be approved. Roll was called with:
Ayes – Leno, Naughton, Nesvacil, Smith
Nays – None
Absent – Whisler
Ayes – 4; Nays – 0; MOTION CARRIED
NEW BUSINESS
Financial Reports
Director Wilson presented the Budget Summary by Fund Reports for the month of March 2013 and asked if
there were any questions. There were none.
Advisory Committee Appointments – Golf, Museum, Soccer
Golf Advisory Committee Appointments
Tim Govern, Arlington Lakes Golf Club Manager, addressed the board. He said staff recommends that
Steve Fegen, Daniel O’Grady, and Skip Kornfeind be appointed to the Golf Advisory Committee for a
three-year term, beginning May 1, 2013 and concluding April 13, 2016. This would put the committee at
eight members, which staff feels will not be an issue. Staff recommends that Ed McGinn be appointed to
Chairman and Perry Gentile be appointed to Vice-Chairman for a one-year term beginning May 1, 2013 and
concluding April 13, 2014.
Comr. Smith moved, seconded by Comr. Nesvacil, to approve Steve Fegen, Daniel O’Grady, and Skip
Kornfeind to serve on the Golf Advisory Committee for a three-year term beginning May 1, 2013 and
concluding April 30, 2016. On voice vote the motion was approved 4-0.
Comr. Smith moved, seconded by Comr. Nesvacil, to approve Ed McGinn as Chairman and Perry Gentile as
Vice-Chairman of the Golf Advisory Committee for a one-year term beginning May 1, 2013 and concluding
April 30, 2014. On voice vote the motion was approved 4-0.
Museum Advisory Committee Appointments
Cathy Puchalski, Superintendent of Recreation, addressed the Board. She said the Museum Advisory
Committee has two citizen positions on the committee. The terms of these positions are staggered. Connie
Landwehr’s term expires April 30, 2014 and Peggy Greco’s expires April 30, 2013. There is one position
open on the committee. Staff solicited new members through press releases in the local papers and the
Historical Society newsletter (Dunton Post). Peggy Greco has served one, two year term; and according to
the committee by-laws is eligible to apply again. Staff recommends Peggy Greco be appointed to a second,
two-year citizen member term on the Museum Advisory Committee. Staff feels her current background in
the community has been an asset to the Museum Advisory Committee. She has been an Arlington Heights
resident for 15 years and is very active in the community. Peggy has been a tour guide at the Museum for

Arlington Heights Park District, Minutes, April 23, 2013 Page 3
the past three years and volunteers at various events such as Irish Fest, Holiday Teas, and Frontier Days.
She also has been a docent for the Chicago Architecture Foundation for the past five years. Her citizen’s
perspective on the Advisory Committee regarding the Museum has been a welcome addition. Staff plans to
contact the second applicant and offer him other available volunteer opportunities at the Museum.
Comr. Smith moved, seconded by Comr. Nesvacil, to appoint Peggy Greco to serve a two-year term as a
citizen representative on the Museum Advisory Committee commencing May 1, 2013 through April 30,
2015. On voice vote the motion was approved 4-0.
Soccer Advisory Committee Appointments
Matt Healy, Athletic Supervisor, addressed the Board. He said Jim Tinaglia and Bill Young, who were
appointed by the Park Board for a special one year term, have concluded their term. No other committee
members’ terms are expiring in 2013. New committee Chairman and Vice Chairman would need to be
appointed. Staff recommends that Steve Perille be appointed to Chairman and Charles McLaughlin be
appointed to Vice Chairman for a one year term beginning May 1, 2013 and concluding April 30, 2014.
Commissioner Naughton asked how the special committee worked out with Jim Tinaglia and Bill Young.
Mr. Healy responded by saying it was a successful year and they were instrumental in working with the
High School group.
Comr. Nesvacil moved, seconded by Comr. Naughton, to approve Steve Perille be appointed to Chairman
and Charles McLaughlin be appointed to Vice Chairman for the Soccer Advisory Committee for a one year
term beginning May 1, 2013 and concluding April 30, 2014. On voice vote the motion was approved 4-0.
Heritage Tennis Club Schematic Design – Architect
Executive Director Scholten addressed the Board. He said budgeted in fiscal year 2012/13 under the
Heritage Tennis Club capital section were various ADA improvements/facility upgrades in the amount of
$75,000 which included architect fees. After initial review of the facility and current lack of ADA access to
the facility, it was determined that creating a master plan would be in the best interest of the District and use
of funds. Staff worked with Tinaglia Architects, Inc. on the Heritage Tennis Club schematic design that was
presented to the Park Board at the recent budget/capital meeting. The schematic and design development
included preliminary Village of Arlington Heights review on the project. Total cost for this phase of the
project is $20,111.45. Staff is requesting approval of the standard AIA Agreement and the architect is being
paid only for the work completed to date, as indicated above, which is Phase 1. This will complete the
schematic design phase. If the project proceeds to the construction document phase, a new AIA agreement
would be presented. Based on the Park Board’s input on the project at the capital meeting; further
discussion and review is required. There is no specific start date on the construction documents at this time.
In addition, a specific date has yet to be determined for staff to bring this project back to the Park Board.
Staff recommends approval of the Phase 1 AIA Agreement with Tinaglia Architects, Inc. on the Heritage
Tennis Club design project.
Comr. Naughton asked if this $20k includes the $13,000 in expenses approved at the last meeting.
Executive Director Scholten said yes.
Comr. Smith moved, seconded by Comr. Nesvacil, to approve the Phase 1 standard AIA agreement as
presented with Tinaglia Architects, Inc. on the Heritage Tennis Club design project and to approve payment
for services provided in the amount of $20,111.45. On voice vote the motion was approved 4-0.

Arlington Heights Park District, Minutes, April 23, 2013 Page 4
APPROVAL OF PURCHASES
Playground Improvements 2013
Scott Elman, Park Planner, addressed the Board. He said bid packages were provided to thirty-five firms for
the 2013 Playground Improvements project. The two playgrounds included in this project are located at
Volz Park and Falcon Park. Bids were opened on Friday, April 5 with seven contractors returning bids.
Public meetings were held for interested neighbors and community members on February 19 and March 5
for Falcon Park, and on February 20 and March 6 for Volz Park, to review and discuss the playground
equipment and designs for the proposed improvements. The scope of work at the Volz Park playground is
the removal of the existing playground equipment and wood fiber surfacing; site work and earth excavation;
install new ADA approach walks, under drains, new playground equipment; and site restoration. Falcon
Park will receive a new playground, which includes site work and excavation; installation of a new concrete
border, new playground equipment, under drains, new approach walk, and site restoration.
Contractor Name
Falcon Park
Playground
Volz Park
Playground
Base Bid
Total
Clauss Brothers, Inc $187,770.82 $167,890.95 $355,661.77
George's Landscaping, Inc. $189,140.00 $149,300.00 $338,440.00
Hacienda Landscaping $179,979.05 $150,840.75 $330,819.80
The Kenneth Company $171,864.00 $145,199.00 $317,063.00
Elanar Construction $ 158,720.00* $138,406.00 $297,126.00
Autumn Landscaping, Inc. $179,702.60 $159,250.00 $338,952.60
Paulson Paving Co. $194,326.50 $171,310.00 $365,636.50
* Elanar Construction’s bid for Falcon Park was written and read aloud as $217,015 at the bid opening.
After staff review of all bids, it was determined that there was an error in the addition. Staff contacted
Attorney Riordan and, in his opinion, the error in addition was a simple mistake and not an opportunity for
the contractor to take any advantage of the bid process. Elanar Construction has been notified of the error
and agreed to perform the Falcon Park work for the corrected cost of $158,720. Staff also contacted the next
lowest bidder, The Kenneth Company, to inform them of this error. They accepted this correction
graciously.
Mr. Elman said the 2013 Falcon Park and Volz Park Playground Improvements Project is budgeted for a
total of $276,300. In order to bring this project within the budget, staff met with the low bidder, Elanar
Construction Co., and was able to reduce costs involved with this project by implementing minor yet
acceptable adjustments, quantity reductions, and utilizing Park District staff to complete minimal, yet
achievable, portions of the work. To achieve the budget goal, the construction fence at Falcon Park was
adjusted and was deleted in total from the contract; at Volz Park utilizing Park District staff to install the
construction fence. Additionally, due to existing playground curbing acting as the on-site silt control, silt
fence was deleted at Volz Park and the existing wood fiber playground surface at Volz Park will be trucked
by the contractor to Frontier Park and repurposed as mulch instead of hauled to a dump. The result is a
reduction of $19,806 from the original base bid for a new recommended base bid amount of $277,320.
Mr. Elman said staff has previously worked with Elanar Construction Co., on the 2011 playground
improvements, which consisted of Recreation Park, Evergreen Park, and Melas Park playgrounds, and the
2012 playground improvements at Virginia Terrace Park with great success. Additional references have
confirmed an excellent performance record. Staff recommends acceptance of the bid submitted by Elanar

Arlington Heights Park District, Minutes, April 23, 2013 Page 5
Construction Co. with the adjusted quantity reductions in the amount of $277,320 to perform the 2013
playground improvements.
Comr. Nesvacil asked if staff has investigated the usage of the basketball courts at Falcon Park. Director
Huckstadt said staff has a good indication, based on phone calls, about late night usage. He said the District
is trying to accommodate younger kids who are currently getting pushed out of play.
Comr. Smith stated he wants to make certain that staff is not hearing one set of residents, while others may
feel otherwise. Director Huckstadt said this will be good balance as full-size courts can pull people who are
not from the neighborhood. He said the intent is to draw neighborhood children.
Comr. Smith asked if it is common practice for staff to review bid math and check for errors. Director
Huckstadt responded yes. Comr. Smith said that is terrific.
Comr. Naughton moved, seconded by Comr. Nesvacil, to award a contract to the lowest responsive,
responsible bidder, Elanar Construction Co., Glenview, IL, for a total contract amount of $277,320 to
perform 2013 Playground Improvements at Falcon Park and Volz Park. On voice vote the motion was
approved 4-0.
MATTERS FROM EXECUTIVE DIRECTOR
• Comr. Nesvacil asked how the parks are faring with all the rain. Executive Director Scholten said
Sunset Meadows and Arlington Lakes Golf Course filled up and emptied.
• Comr. Naughton asked if there was any follow up on the robbery. Executive Director Scholten said
no.
MOTION TO ADJOURN TO CLOSED SESSION
Comr. Naughton moved, seconded by Comr. Nesvacil, to adjourn to Closed Session at 7:38 p.m. to discuss
the appointment, employment, compensation, discipline, dismissal, performance, or personal status of
employees, officers, and legal counsel for the Park District. Roll was called with:
Ayes – Leno, Naughton, Nesvacil, Smith
Nays – None
Absent – Whisler
Ayes – 4; Nays – 0; MOTION CARRIED
CLOSED SESSION
Comr. Naughton moved, seconded by Comr. Nesvacil, to reconvene in Open Session at7:49 p.m. On voice
vote the motion was approved 4-0.
ADJOURNMENT
Comr. Naughton moved, seconded by Comr. Nesvacil, to adjourn at 7:50 p.m. On voice vote the motion
was approved 4-0.

Arlington Heights Park District, Minutes, April 23, 2013 Page 6
________________________________
Stephen C. Scholten, Secretary
Board of Commissioners
Arlington Heights Park District
________________________________
Maryfran H. Leno, President
Board of Commissioners
Arlington Heights Park District
May 14, 2013
Date Approved