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Park Board Minutes 2012 04-12-12 APPROVED 5/10/12 Yorkville Parks and Recreation Department City Hall 800 Game Farm Road April 12, 2012 at 7:00 p.m. Call to Order: Ken Koch called the meeting to order at 7:00 p.m. Roll Call: Ken Koch - yes; Debbie Horaz - yes; Kelly Sedgwick - yes; Amy Cesich - no; Vicki Covney - no; Mark Dilday - no; Seaver Tarulis - yes. Introduction of City Officials and Staff: Laura Schraw - Director of Parks and Recreation Scott Sleezer - Superintendent of Parks Tim Evans - Superintendent of Recreation Other Guests: None. Public Comment: None. Presentations: None. Approval of Minutes: The minutes from the March 22, 2012 meeting were approved. Motion was made by Seaver Tarulis and seconded by Kelly Sedgwick. Bill Review: Deb Horaz asked a couple questions about legal fees. Laura said she will check what they were for and let her know at the next meeting. Tim stated the fee was probably for the Pepsi agreement. Deb asked about a deposit refund. Tim said he will check on it and let her know. Deb asked about $140.00 Yorkville Glass and Mirror. Scott stated he put new pivot points on the doors at the REC Center. Motion was made to approve the bills list by Kelly Sedgwick and seconded by Seaver Tarulis. Bill list was approved. Old Business: Proposed Text Amendment to the PUD Ordinance - Laura stated she spoke to Krysti and she stated that once the formal application is submitted, we can bring the development plans to the park board for comment. She said from the time the application is submitted, we have 45 days, which leaves enough time to bring it to the Park Board and discuss the recommendations. Ken said the Mayor said the board can always ask the Council and Mayor to table it until the board has a chance to decide. Ken asked about Park Board recommendation to PUD. Laura said the Park Board representative would sit on the Plan Commission. Ken asked if the Park Board didn't like the plan, how would that work. Laura said the representative would come and state how the Park Board feels and let Planning Commission know the recommended changes. Ken stated his concern that one vote will still not matter. Ken said he would like to see the recommendation from the board go along with that. Laura said that is what the representative will do is relay the feelings of Park Board. Deb and Ken stated this is a totally different way to handle these things. Laura stated the Park Board is still making the recommendation. Ken said there needs to be other avenues, otherwise the Park Board member will be fighting staff. Laura said the city will make recommendations as to what the city has done in the past. Deb said in the past, Park Board made a decision as a board and we had a liaison that helped get our concerns across. Deb said now Planning Commission can deny it or do what they want. Laura stated that the memo to City Council will give the recommendations of Park Board and your concerns. Scott stated staff follows a master plan and what if the Park Board decides they want to change something on the master plan. Scott said Ken's concern is those situations, so how will these situations play out. Laura stated the city documents everything by memos. Ken stated the developer always met with Park Board previously and our recommendation was submitted. There was much discussion about Park Board concerns with the city changing this process. Laura stated the Park Board is still having their recommendation heard by their representative. Deb Horaz said she feels it is a way to sidestep Park Board. Laura stated if there is a contentious issue, the board has 45 days to discuss their concerns. Ken stated he wants to see a yay or nay recommendation from the Park Board go along to City Council. Ken stated he liked how things worked in the past, since the board always had a representative for Park Board. Scott said the board does have Laura involved with Park Board now. The Park Board all stated they would like to meet Krysti and have her attend a Park Board Meeting. Ken said he wants a Park Board recommendation along with the PUD that goes to City Council. Ken wants an official Park Board recommendation not a memo to be read at Planning Commission. Laura stated she wants the board to be comfortable with whatever the decision. The board had discussion about how things have previously been done. Laura said she would like to write up a formal procedure so that it is documented so the city knows the procedure the city is supposed to follow. Deb Horaz asked questions about how these hearings work and Laura answered her questions. Ken asked when this change is supposed to take place. Laura stated April 24th. Deb stated basically the board doesn't want to be put out of the loop and she doesn't want to put the pressure on that one representative. Laura stated, but the board is making their recommendation and that representative takes it to the meeting. Laura stated if they didn't want Park Board recommendation, the city wouldn't put a Park Board member on the Planning Commission. Laura stated other cities do not have Park Board members involved in Planning Commissions. The board discussed that they feel their influence is shrinking. Laura said she will let Krysti know. Laura said if the board is that concerned, they need to attend City Council and voice their concerns. Laura stated the board has the right to fight it. New Business: Illinois Whitewater Festival Special Use Request *- Scott said this was his idea. Scott said the city has allowed camping in the parks before. Scott said it will be a one time thing for this particular weekend for the Ribs on the River event. Scott said the city can make specific rules for this camping event. Ken asked about Police patrolling. Laura said the police were fine with it. No alcohol will be allowed. The city will provide port-o-pottys. Scott said he thought it was a nice idea to keep people in town to eat and shop etc. If it goes well, the city could advertise it for residents. Ken said he wants to make sure the police are in agreement to patrol this. Scott said the city will come up with a set of rules for this event. Scott said the fee will go into the event. Ken asked for the next meeting to have a number for how many people and the rules set. Nicor Gas Waiver of Fees Request *- Laura stated Nicor is doing a volunteer day in Yorkville on May 19th to clean up our riverfront. Laura stated they are asking for a waiver of fee to use the shelter. The Board unanimously agreed. Motion was made by Seaver Tarulis and seconded by Kelly Sedgwick. YMCA Tri-City Challenge Waiver of Fees Request *- Laura stated the YMCA is holding their annual Tri-City Challenge. Scott said they canoe, bike and run from Yorkville to the Sandwich Hospital. Scott stated in the past, they have paid the fee, which is $95.00. The board unanimously agreed not to waive the fee. Motion was made by Deb Horaz and seconded by Kelly Sedgwick not to waive the fee. 2012 Grant Applications * - Scott said the city still hasn't heard on grants from last year, but he stated the city needs to start thinking grants now. Scott said maybe we should reapply for Riverfront, if we are turned down. Scott said he thinks the city should look at doing a development grant for Bristol Bay 65 and look at things we don't have like a stake park. Scott said the city could also go after an acquisition grant. He said with land prices so low, he would like to see a regional park. There was discussion by the board about a regional park, what to include and how to do it in the five year period. Deb said it would be great for festivals. The board discussed what parks are already out there and what hasn't been finished yet. Deb asked if the REC Center purchase goes through, should the board look at doing improvements on that. Scott stated that would be on the following year, but it would be a great idea. Laura said last year the grants were announced May 25th and due July 1st, so Laura said we need to get a proposal to the City Council in May, so we can make changes if needed. Scott stated he likes the land acquisition idea. Deb agreed. The board discussed different locations and how many acres would be wanted and how much it would cost, and what kind of park would be best. Laura stated the board will have to go into executive session next meeting to discuss property ideas. The board stated they were in favor of doing that. Ken asked if there are grants to revamping old playgrounds. Scott stated yes. Ken said that might be a good idea for some of the parks in Yorkville. Laura stated that because Yorkville has so many playgrounds, we don't score high on the list. Park Board Meeting Time and Schedule Changes * - Ken stated because things are not as busy as in the past, we can probably do one full meeting and a bills meeting per month. Laura stated if we need to have additional business added, she stated that we can do that. Laura said each meeting will still have public comments. Laura said because there are so many summer events, if we have the first meeting at the beginning of the month, we can move the time up so we don't finish so late. The bills list meeting can also be moved up to 5:30 p.m. Deb stated the only thing that happened in the past at bills only meeting sometimes things would be discussed. She said just put additional business on there to cover us in the open meetings act. Laura said the next bills list meeting will be April 26, 2012 at 5:30 p.m. Laura asked about the May 10th meeting time. The board decided to change the starting time of the meeting to 6:00 p.m. Reports: Director Report - Laura said she worked on designing a parking lot for behind Geneva Kayak Building. She stated they are waiting on the quote amount. She stated it is not a concern for out budget. Laura said she met with Tim Sullivan about the land cash appraisal and should hear something soon probably at the May 10th meeting. Recreation Report - Tim said this year we are getting $7,500 for the Pepsi agreement. It is $1,500 per year. Tim stated the contract is still being finalized. Scott said it might be for equipment, we still have to decide. Tim said every time we buy a case of something we get $2.00 this year we will get $2.50. Parks Report - The weather has been great this year for getting things done. Scott stated the baseball fields are very dry, but they are up and running. Scott said the lights are up at the tennis courts. They are not plugged in. Scott said they should be up and running in the next couple months. Scott stated that a soccer group did another rental with us and it helped pay for the new goals we purchased. Additional Business: None. Adjournment: There being no further business, the meeting was adjourned at 8:45 p.m. Motion was made by Kelly Sedgwick and seconded by Seaver Tarulis. Minutes Respectfully Submitted by: Lisa Godwin, Minute Taker