Kendall County Forest Preserve Operations Committee met June 6.
Here is the minutes provided by the Committee:
I. Call to Order
Committee Chair Flowers called the Operations Committee meeting to order at 6:02 pm in the Kendall County Board Room.
II. Roll Call
Commissioners Hendrix, Prochaska, Purcell, Gilmour, and Flowers all were present.
III. Approval of Agenda
Commissioner Hendrix made a motion to approve the agenda as presented. Seconded by Commissioner Prochaska. All, aye. Opposed, none.
IV. Citizens to be Heard
No public comments were offered by those in attendance.
V. Review of Preliminary Financial and Income Statement Reports through May 31, 2018
Director Guritz presented the District’s income statements through May 31, 2018. The Operations Committee discussed the financial statements.
Director Guritz reported that there was a power outage and the reports from the Treasurer’s Office have not been finalized. The YTD income reports are comparable and on track with the figures presented for the prior fiscal year. Farm lease revenue is expected to increase, with collection of base rent for the current year agreements in progress. Increased social media on summer camps has not significantly increased enrollments. Ellis House and Equestrian Center revenue has increased significantly YTD over the prior year.
Commissioner Hendrix asked if there have been additional wedding bookings.
Director Guritz replied there are currently 10 scheduled weddings.
Commissioner Purcell asked whether the Events Coordinator has supported efforts to increase rentals.
Director Guritz responded that feedback received has been positive.
Commissioner Purcell asked for an update on Sunrise Center.
Director Guritz responded that there have been some changes in approach with budgeting and tracking staff costs for horse care for the Sunrise Center North cost center, with baseline horse care for all Ellis horses coded to this cost center. There was a successful open house at Ellis House. Meadowhawk lodge revenue has increased YTD. There are 3 weddings currently booked and there have been return customers for events.
Commissioner Purcell asked whether the changes in the alcohol policy have been positive.
Director Guritz responded that clients have taken advantage of the new option for hiring an outside bartending service. Natural Beginnings is booked for the year with a current waiting list.
VI. Special Use Permits
a. Fox Valley Trail Riders Association – Hoover Forest Preserve – Sunday, September 23, 2018
Director Guritz presented a proposed special use permit for the Fox Valley Trail Riders Association to host a “Reverse River Ride” at Hoover Forest Preserve. An estimated 80 horse trailers anticipated. Director Guritz reported that the permit, which is pending approval, will include a review of the route.
The Committee questioned extending a special use permit due to horse damage from using and establishing non-designated trails.
Director Guritz responded that this could be a positive group to promote a better relationship with local equestrians.
The Committee extended conditional approval of the special use permit, noting that the event permit fee should be increased to $250, citing the need to close off the route to the public for safety concerns.
Commissioner Prochaska recommended an increased permit fee due to extensive use of grounds.
President Gilmour remarked that weather conditions, such as heavy rain prior to the event, should be considered a condition for cancelling the event.
The Committee gave direction to conditionally approve the permit with an increased permit fee of $250.00, review of trails for impacts, and potential cancellation of event due to weather concerns and trail conditions.
VII. Pickerill-Pigott Forest Preserve – Proposed 1- Year Resident-Grounds Maintenance Worker Lease Agreement
Director Guritz presented a proposal for a 1-year resident-grounds maintenance worker lease agreement. The Committee discussed Assistant State’s Attorney Johnson’s memo outlining approaches the District can exercise with extending a residence benefit to District employees.
The Committee provided direction to present the proposed lease agreement to the Committee of the Whole for discussion.
VIII. 2018-2019 Proposed Fees and Charges –Final Review and Discussion
Director Guritz presented 2018-2019 proposed fees and charges for final review and discussion. Natural Beginnings and bunk house rentals are proposed for increases. There is an additional program proposed for senior care facility programs. Environmental Education Program Manager Emily Dombrowski recommends extending options to enroll within monthly or quarterly programs with a discount extended for full year bookings.
Commissioner Flowers asked if there would be additional liability.
Director Guritz replied there would not be, the staff will be going to the senior residential and care facilities.
Commissioner Hendrix made a motion to forward the 2018-2019 proposed fees and charges to Commission for approval as presented. Seconded by Commissioner Prochaska. Aye, all. Opposed, none.
IX. 2018 Summer Camps – Current Enrollments
Director Guritz presented a report from the registration program RecPro. There is a decrease in overall enrollments compared to the prior year totals, but additional registrations for camps are anticipated to come in over the course of the summer season. Ellis House and Equestrian Center has seen a decrease in enrollments coinciding with a decrease in staff costs creating an overall increase in net revenue for camps.
President Gilmour remarked that there are many summer activity options for children competing with the District’s summer camp offerings.
X. Review of the 2018 Executive Director’s Goals
Director Guritz presented a report a review of the 2018 goals. Goals included establishing access to preserve public areas, expanding control of invasive species and restoration projects, increasing marketing efforts, improving administrative processes, and increasing outside funding support.
The Committee asked about additional help on these priorities.
Director Guritz responded that there has been an increased effort to cross train employees to extend natural resource projects and administrative support when needed. Natural areas management requires the most additional time and effort.
The Committee discussed the future of the old scout pool building.
XI. “The Knot” Online Wedding Guide – Month-to-Month Contract Renewal
Director Guritz presented a proposal to review the month-to-month contract of “The Knot” online wedding guide. The contract can be cancelled at any time. Director Guritz reported that the Events Coordinator attributed one Ellis wedding booking coming in through the District’s online storefront.
The Committee asked about whether a promo code had been added to the site.
Director Guritz remarked that promo codes have been added to recent promotions including the District’s Facebook ad, and there can be a different one created for “The Knot”.
Commissioner Purcell asked about the monthly costs for maintaining website.
Director Guritz responded it is $250.00 a month.
The Committee discussed the pros and cons of being featured on the website and possible promo code promotions. Direction was given to bring a proposal to the board for a $50 off cleaning costs introduced with a promo code to determine whether significant traffic is coming in through The Knot website in order to justify cost for maintaining the District’s storefront.
XII. Marketing Initiatives and Updates Report
Director Guritz provided updates on marketing initiatives. The Native-Plant Sale went well, with proceeds to be reported to the Forest Foundation. The report included updates on social media stats and constant contact reports.
XIII. Hoover Forest Preserve –USGS Proposed Naming of a Drainage Channel
Director Guritz presented the proposed naming of a drainage channel.
The Committee gave direction to allow the naming of the drainage channel, noting that there will be no signage installed within the preserve.
XIV. KCFPD Personnel Policies Manual Review
President Gilmour reported that the KCFPD personnel policies manual aligns more closely with that of the State’s Attorney’s Office.
Commissioner Hendrix motioned to move the KCFPD personnel policies manual review to the July Operation’s meeting. Seconded by Commissioner Prochaska. Aye, all. Opposed, none.
XV. Operations Progress Updates
a. Pickerill-Pigott Forest Preserve Master Plan Updates
Director Guritz reported on efforts to determine costs for opening the Pickerill Estate House to the public. The largest cost would be the possible installation of a new septic system, which could be included as matching funds for Phase I grant-funded improvements.
b. Hoover Forest Preserve Lift Station Repairs
Director Guritz reported that 2 of the 4 pump floats were installed. The existing pumps were inspected, and both are functioning. The District will need to install a new conduit line in order to install the 2 remaining floats.
c. Hoover Forest Preserve – Meadowhawk Lodge Parking Lot Lighting
Director Guritz reported on a site inspection with Riemenschneider Electric. Electricity for the new fixtures can be supplied from Meadowhawk Lodge, but conduit will need to be installed under the permeable paver drive.
Commissioner Hendrix asked if there is a possibility of exploring costs for replacement solar fixtures.
Director Guritz responded that more research needs to be done and direction from the board would need to be given.
d. Hoover Railroad Crossing Agreement and Improvements Updates – ComEd and Illinois Railway Easement Requests
Dirctor Guritz reported that two easements will need to be granted, one to ComEd and one to Illinois Railway.
President Gilmour asked if the District should charge for the easements.
Director Guritz replied that the District could charge, understanding that a crossing agreement is currently under negotiation by the City of Yorkville.
e. Sunrise Center North – License Agreement Renewal
Director Guritz reported that the Sunrise Center North license agreement is up for renewal in November.
Commissioner Purcell remarked that the cost should go up with inflation due to staff raises and increase prices of supplies.
XVI. Executive Session
None.
XVII. Other Items of Business
Director Guritz reported that there were some results back from the survey of the Pickerill- Pigott Forest Preserve.
The Committee reviewed results of the surveys, with direction to promote the survey to a larger population.
XVIII. Citizens to be Heard
No public comments were offered by those in attendance.
XIX. Adjournment
Commissioner Hendrix made a motion to adjourn. Seconded by Commissioner Prochaska. Aye, all. Meeting adjourned at 7:30 pm.
https://www.co.kendall.il.us/wp-content/uploads/FP-Oper-June-6-2018-2.pdf
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