Orland Park Parks and Recreation Committee met Monday, July 18.
Here are the minutes as provided by Orland Park:
Monday, July 18, 2016 6:00 PM VILLAGE OF ORLAND PARK 14700 Ravinia Avenue Orland Park, IL 60462 www.orland-park.il.us
Village Hall Parks and Recreation Committee Chairman Patricia A. Gira Trustees Kathleen M. Fenton and Daniel T. Calandriello Village Clerk John C. Mehalek Meeting Minutes Parks and Recreation Committee Meeting Minutes July 18, 2016
CALL TO ORDER/ROLL CALL The meeting was called to order 6:14 P.M. Present: 3 - Chairman Gira; Trustee Fenton and Trustee Calandriello
APPROVAL OF MINUTES 2016-0522 Approval of the June 20, 2016 Parks and Recreation Minutes I move to approve the Minutes of the Regular Meeting of the Parks and Recreation Committee of June 20, 2016. A motion was made by Trustee Calandriello, seconded by Trustee Fenton, that this matter be APPROVED. The motion carried by the following vote: Aye: 3 - Chairman Gira, Trustee Fenton, and Trustee Calandriello Nay: 0
ITEMS FOR SEPARATE ACTION 2016-0509 Laurel Hills Pond Native Landscape Stewardship for 2017, 2018, 2019, and 2020 Parks Opertations Manager Gary couch reported that In 2011, the Village established the Basin and Best Practices Management report. The report contains bids and evaluations on Village ponds and areas that require stewardship to ensure proper functionality and aesthetics of said areas. Since the completion of the report, the Village has worked with contractors to perform the required services. The selected companies were chosen based on price and expertise in the area of ecological restoration. Pizzo & Associates, LTD. is one of the companies that were awarded basin and restoration work. Pizzo has proven to be extremely knowledgeable in this area of work and have provided exemplary service to the Village on high-profile pond and natural area projects. A quote was requested from Pizzo & Associates for the Stewardship of Laurel Hills Pond. The work includes the control of invasive woody and herbaceous flora through cultural methods, physical removal or the application of appropriate herbicides. The native plants will take advantage of the competitive release created by mowing, and the timely application of herbicide or physical removal of the non-native plants. Controlled burns in natural areas and bio swales will be implemented as needed. Pizzo will obtain all necessary permitting and will use fire as a tool to clear debris, recycle nutrients and stimulate native plant and animal species. The fire crew is comprised of S130/S190 trained crew leaders knowledgeable in the fuel types present. The fire crew will create firebreaks and place noticeable signage prior to the burn. Seeds will be harvested prior to the burn to allow for the post burn dispersal. Areas to be burned will contain unburned refuge for animal species. When conducted, controlled burns will be billed in addition to the General Stewardship services. The proposal along with scope of work are attached to the Committee Packet for your consultation. I move to recommend to the Village Board to approve the Stewardship of Laurel Hills pond for 2017, 2018, 2019 and 2020 by Pizzo & Associates Ltd. for a total amount not to exceed $15,876.00 A motion was made by Trustee Fenton, seconded by Trustee Calandriello, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion carried by the following vote: Aye: 3 - Chairman Gira, Trustee Fenton, and Trustee Calandriello Nay: 0
2016-0510 Bottom Basin Enhancement Planting and Maintenance for Laurel Hills Pond Parks Operations Manager Gary Couch reported that in 2011, the Village established the Basin and Best Practices Management report. The report contains bids and evaluations on Village ponds and areas that require stewardship to ensure proper functionality and aesthetics of said areas. Since the completion of the report, the Village has worked with contractors to perform the required services. Two proposals for the Basin bottom enhancement planting and maintenance for the Laurel Hills pond. The selected companies were chosen based on price and expertise in the area of ecological restoration. The proposal received from Pizzo was at a cost of $8,256.27 for the alternate to base bid for seed mix, and the proposal from V3 at a cost of $11,330 for the alternate base bid for seed mix. Pizzo & Associates, LTD. is one of the companies that were awarded basin and restoration work. Pizzo has proven to be extremely knowledgeable in this area of work and have provided exemplary service to the Village on high profile pond and natural area projects. The proposal from Pizzo along with scope of the work are attached to the Committee Packet. I move to recommend to the Village Board to approve the proposal from Pizzo & Associates for the Basin Bottom Enhancement Planting and Maintenance Alternate to base bid for Laurel Hills Pond at a total cost not to exceed $8,256.27.00
A motion was made by Trustee Calandriello, seconded by Trustee Fenton, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion carried by the following vote: Aye: 3 - Chairman Gira, Trustee Fenton, and Trustee Calandriello Nay: 0
2016-0511 Native Landscape Stewardship 2017, 2018 and 2019 for Anthony, Legend and Tallgrass ponds Parks Operations Manager Gary Couch reported that in 2011, the Village established the Basin and Best Practices Management report. The report contains bids and evaluations on Village ponds and areas that require stewardship to ensure proper functionality and aesthetics of said areas. Since the completion of the report, the Village has worked with contractors to perform the required services. V3 currently provides stewardship of Anthony, Legend and Tallgrass ponds. V3 has provided superior expertise and service, greatly improving the functionality and appearance of the natural plantings at the aforementioned properties. The selected companies were chosen based on price and expertise in the area of ecological restoration. V3 is one of the companies that were awarded basin and restoration work. V3 has proven to be extremely knowledgeable in this area of work and have provided exemplary service to the Village on high profile pond and natural area projects. The scope of work and total cost for the three year program is attached to the Committee Packet. I move to recommend to the Village Board to approve a three year agreement for Site Stewardship Management from V3 Construction Group LTD. at a total cost not to exceed $35,115.00 for Anthony Pond, $18,650.00 for Legend Pond and $18,650.00 for Tallgrass Pond for the years 2017, 2018 and 2019. A motion was made by Trustee Fenton, seconded by Trustee Calandriello, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion carried by the following vote: Aye: 3 - Chairman Gira, Trustee Fenton, and Trustee Calandriello Nay: 0
2016-0508 Sportsplex Cardio Equipment Purchase Recreation Director Nancy Flores reported that on November 16, 2015, staff presented the Sportsplex Market Segmentation Report to the Recreation Committee and provided copies of the report to the Board of Trustees. The report included a summary of the community and Sportsplex membership demographics, an overview of the Sportsplex facility amenities, a full inventory of the fitness center equipment including current conditions of each piece, an overview of the feedback gleaned from the past two Sportsplex customer surveys, financial data and capital projects/purchases, and a recommendation for future improvements and investment based on feedback and analysis. Staff reviewed the findings of the report with the committee which identified the Sportsplex as a high-quality; mid-tier fitness facility providing a range of equipment options that satisfies the diverse needs of members. While several tiers of equipment are offered, it is prudent to maintain a consistency by type in each tier to provide users with the desired familiarity. The 2014/15 equipment purchases were outlined in the report and noted that these purchases would be brought to the Recreation and Parks Committee for consideration in the coming months. The equipment recommendation that is being considered tonight is aligned with the goal of maintaining the position of Sportsplex in its market segment as described in the report. See Appendix A attached to the Committee Packet: Sportsplex Equipment pages 31 and 34 in the Sportsplex Market Segmentation Report for photos of equipment. Life Fitness and Precor were awarded the contract from National Joint Powers Alliance (NJPA) Cooperative for Healthcare, Fitness & Medical Related Solutions. NJPA referred staff to the local sales representatives as Life Fitness and Precor are both the sole source providers of these products and are the authorized sales representatives for our area. Staff received NJPA co-op pricing and a quote from our local Life Fitness and Precor representative (See quotes attached to the Committee Packet). To the advantage of the Village, the quoted prices from the local sales representatives both came in below the NJPA pricing. Precor quoted a price of $31,162.50 which is $1,800.00 less than the co-op price of $32,962.50. Life Fitness quoted a price of $46,409.01 which is $10,069.14 less than the co-op price of $56,478.15. All of the proposed equipment will be replacing existing equipment that has become worn or unstable, requiring frequent maintenance to remain in operation. Life Fitness Cardio equipment includes: (3) Integrity Cross Trainers, (4) Integrity Power Mills, (2) Integrity Treadmills, and (9) Life Fitness attachable TVs. Precor Cardio equipment includes: (2) Adaptive Motion Trainers, (2) Elliptical with moving handlebar and adjustable cross ramp, (4) recumbent cycles. The Adaptive Motion Trainers will be replacing two (2) fourteen year old elliptical machines. The two (2) new elliptical machines will be replacing two (2) elliptical machines that are also fourteen years old. The four (4) recumbent bikes will be replacing two (2) fourteen year old bikes and two of these bikes will be an addition to the fitness floor. With the increase of senior memberships it was determined that there is a need to improve the equipment that is most desirable to senior patrons. I move to recommend to the Village Board to approve the purchase of cardio equipment as outlined from Life Fitness in the amount of $46,409.01 and Precor in the amount of $31,162.50
A motion was made by Trustee Calandriello, seconded by Trustee Fenton, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion carried by the following vote: Aye: 3 - Chairman Gira, Trustee Fenton, and Trustee Calandriello Nay: 0
2016-0513 Sportsplex Dumbbell/ Weight Plate Equipment - Purchase Approval Recreation Director Nancy Flores reported that on November 16, 2015 staff presented the Sportsplex Market Segmentation to the Recreation Committee and provided copies of the report to the Board of Trustees. The report included a summary of the community and Sportsplex membership demographics, an overview of the Sportsplex facility amenities, a full inventory of the fitness center equipment including current conditions of each piece, an overview of the feedback gleaned from the past two Sportsplex customer surveys, financial data and Capital projects/purchases, and a recommendation for future improvements and investment based on feedback and analysis. Staff reviewed the findings of the report with the committee which identified the Sportsplex as a high-quality; mid-tier fitness facility providing a range of equipment options that satisfies the diverse needs of members. While several tiers of equipment are offered, it is prudent to maintain a consistency by type in each tier to provide users with the desired familiarity. The 2014/15 equipment purchases were outlined in the report and noted that these purchases would be brought to the Recreation and Parks Committee for consideration in the coming months. The equipment recommendation that is being considered tonight is aligned with the goal of maintaining the position of Sportsplex in its market segment as described in the report. See Appendix A attached to the Committee Packet: Sportsplex Equipment pages 29 and 33 in the Sportsplex Market Segmentation Report for photos of equipment. Life Fitness was awarded the contract from National Joint Powers Alliance (NJPA) Cooperative for Healthcare, Fitness & Medical Related Solutions. NJPA referred staff to the local sales representatives as Life Fitness is the sole source provider of these products and the authorized sales representative for our area. Staff received NJPA co-op pricing and a quote from the local Life Fitness representative (See quotes attached to the Committee Packet). To the advantage of the Village, the quoted prices from the local sales representative came in below the NJPA pricing. Life Fitness quoted a price of $32,309.12 which is $10,956.41 less than the co-op price of $43,265.53. Life Fitness Dumbbell/Weights includes: Perform Better Vertical bar holder, Hammer Strength Barbells (straight) 20-60 lbs., Hammer Barbell (EZ Curl) 20-60 lbs., Hammer Dumbbells 5-125 lbs., Hammer Olympic plates 5-45 lbs. This will be replacing all the current equipment that is 14 years old. The proposed purchase would include all the equipment attached to the Committee Packet for the price of $32,309.12 which includes freight/fuel/installation. I move to recommend to the Village Board to approve the purchase of Dumbbells and Weight equipment as outlined from Life Fitness in the amount of $32,309.12. A motion was made by Trustee Fenton, seconded by Trustee Calandriello, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion carried by the following vote: Aye: 3 - Chairman Gira, Trustee Fenton, and Trustee Calandriello Nay: 0
2016-0514 Zero Waste Cutlery and Straw Purchase Approval Recreation Director Nancy Flores reported that in 2016, Mayor McLaughlin has introduced the Zero Waste Challenge to the Taste of Orland Park. As a part of this challenge, the village will be providing restaurants with compostable forks, spoons, knives, and straws. To meet the demands of the Taste, the following quantities will need to be purchased: 130,000 forks, 50,000 spoons, 25,000 knives, and 10,000 straws. Compostable beer cups which will be used by Taste restaurants have been purchased through TriMark for a total cost of $3,882. The additional expense of $4,308.10 for the cutlery and straws will increase the total purchase made through Trimark to $8190.10. The forks ($2,691), spoons ($1,035), knives ($517.50) and straws ($64.60) in the quantities shown above come to a total of $4,308.10. Staff received three quotes from vendors for the cutlery and straws. (See quotes attached to the Committee Packet). TriMark's quote is substantially lower than the other two quotes. Print Globe: $54,800 Bio Green Choice: $12,726.80 TriMark: $4,308.10 Staff is requesting approval to purchase compostable cutlery and straws for Mayor McLaughlin's Zero Waste Challenge at the Taste of Orland Park 2016 through Trimark. This agenda item is being considered by the Parks and Recreation Committee and the Village Board of Trustees on the same night. Village Board approval will be contingent upon receiving an approval recommendation at the Parks and Recreation Committee meeting. I move to recommend to the Village Board to approve the purchase of compostable cutlery and straws for the Zero Waste Challenge at the Taste of Orland Park 2016 through Trimark in the amount not to exceed $4,308.10. A motion was made by Trustee Calandriello, seconded by Trustee Fenton, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion carried by the following vote: Aye: 3 - Chairman Gira, Trustee Fenton, and Trustee Calandriello Nay: 0
2016-0506 Special Event Insurance - Taste of Orland 2016 Recreation Director Nancy Flores reported that The Horton Group provides insurance brokerage services to the Village of Orland Park. As part of this service they offer coverage for the Taste of Orland. General Liability and Terrorism coverage will be provided by Scottsdale Insurance Company for the period August 5-7, 2016 for a total cost of $5,276.00. This agenda item is being considered by the Parks & Recreation Committee and the Village Board of Trustees on the same night. Village Board approval will be contingent upon receiving an approval recommendation at the Parks and Recreation Committee meeting. I move to recommend to the Village Board to approve the quote from The Horton Group for General Liability and Terrorism insurance coverage for the Taste of Orland 2016 in the amount of $5,276.00. A motion was made by Trustee Fenton, seconded by Trustee Calandriello, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion carried by the following vote: Aye: 3 - Chairman Gira, Trustee Fenton, and Trustee Calandriello Nay: 0
ADJOURNMENT: 6:27 P.M. A motion was made by Trustee Calandriello, seconded by Trustee Fenton, that this matter be ADJOURNED. The motion carried by the following vote: Aye: 3 - Chairman Gira, Trustee Fenton, and Trustee Calandriello Nay: 0 /AS APPROVED: August 15, 2016 John C. Mehalek, Village Clerk /s/ John C. Mehalek Respectfully Submitted, VILLAGE OF ORLAND PARK
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