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Park Board Minutes 2007 01-11-07 UNITED CITY OF YORKVILLE YORKVILLE PARKS & RECREATION DEPARTMENT BOARD MEETING Parks & Recreation Administrative Office Riverfront Building Thursday,January 11, 2007 MINUTES CALL TO ORDER: Meeting was called to order by Ken Koch at 7:00 p,m. ROLL CALL: Ken Koch, Van Truman, Gary Golinski, Debbie Horaz, and Kelly Sedgwick GUESTS/CITY OFFICIALS/STAFF: Sue Swithin, Superintendent of Recreation Scott Sleezer, Superintendent of Parks Laura Haake,Park Planner Tony Scott, Kendall County Record Mark Harrison, Schoppe Design Association Alderman Dean Wolfer NEW BUSINESS: Grande Reserve Park B Conceptual Plan Mark Harrison, representing Schoppe Design,presented Park B which is in the middle of multifamily homes. The park includes some property of bicycle trail, runs cast/west, north of railroad tracks and suited for disc golf since some of the land is linear in shape. Other elements of the park are possible garden plots (open to residents of Yorkville), a tetherball court, a sled hill of about 10 feet facing northeast, and a castle-themed shelter and play structure for 5-12 year olds. The playground would have 3 bays of swings (2 tots and 4 belts), benches, and ramp to play area, 12 foot square or hex shelter, and a "drawbridge" over a simulated"moat" of flowers. This theme is similar to Raintree's Park B that will be completed in 2 years. Beresford Drive and Bissel Drive border the park and provide great visibility from the roadways. Dave Mogle is working with ComEd to lease a portion of their easement for disc golf. Open space for kids to play ball connects the playground and disc golf area. The park was budgeted at about$130,000 and the estimate is at$130,774. Building some things in- house may save some money. The developer will build the park. This is the same builder working on Park A, northeast of Park B, How will garden plots be managed? Advertisement in the park catalog will appear next year. Plots of 20' x 20' and/or 10' x 10' back to back will be rented. Spring and fall they will be rota-tilled by the city. No hoses can be used, only watering cans. There is a hydrant connection. The regional water management area may have future garden plots. Mrdti-family homes back up to the disc golf course. The land drops so it is obvious where the yards and park divides. Kelly Sedgwick suggested a bike rack near the start of disc golf and near the bike path with a shaded park bench. The National Disc Golf Association's guidelines states that clusters of 3 holes work best. So the course will have 15 holes. Signage with par will be posted. Staring points for each hole will have concrete boxes. Budget may not allow for an asphalt access path (250' -270') connecting the playground ( and the Regional Bike Trail. If not added, more open space for playing would happen. The use will be monitored for the future need for a path there. Disc golf would be accessed by grass through the playground. South of the disc golf course are railroad tracks. The disc golf course would be a"Scottish design" course. If ComEd would lease this area, Parks would maintain it. Better grass would be used for fairways and other areas could be natural and not mowed. Eventually, shrubs, trees, and boulders would be added to add challenges. The developer is short on soil, but hopes to make a small sled hill seeded with grass. A riding mower could mow the 4 to 1 area. The land between the sledding hill and disc golf is flat with some pitch and it can handle storm water. Parking will be near bike trail or Bissel Drive or Beresford Drive, near garden plots. The Board approves this park, and it will move to City Council. "Ihere will be an informational meeting with the current homes in the area for their input. Van Truman motioned to approve the conceptual plans of Grande Reserve Park B, and Gary Golinski seconded the motion. The motion was unanimously approved. APPROVAL OF MINUTES: The minutes from the Regular Park Board Meeting of December 28, 2006, were approved on motion by Gary Golinski and seconded by Debbie Horaz. The motion was unanimously approved. BILLS REVIEW: Cash Analysis & Bill List The Library Board is concerned with holding Parks and Recreation payroll checks at their front desk. Susan Mika, Finance Director for the City, will talk to the Library Board and hopefully it will be resolved soon. Stamps for Kelly Sedgwick and Debbie Horaz will be ordered for convenience. Dave Mogle will secure the stamps, used only for payroll. Kelly Sedgwick motioned to approve the cash analysis and bill list. The motion was seconded by Van Truman. Roll call vote: Ken Koch—Yes,Van Truman-Yes, Gary Golinski—Yes, Debbie Horaz-Yes, and Kelly Sedgwick - Yes. The motion was unanimously approved. OLD BUSINESS: Old Post Office Rehab Quotes March 15`is the estimated time for the building to be open. The board received a spreadsheet of'expenditures. (The projected $5,000 for laminate countertops could change.) The original cost was at $165,000. Most likely the cost of renovations will be at$97,236,02. Gary Golinski motioned to accept the recommendation of duct work cleaning and replacement of all registers (when the construction is done) by Farren Heating and Cooling for $2,289.00 was given by Gary Golinski and seconded by Van Truman. Roll call vote: Ken Koch—Yes, Van Truman-Yes, Gary Golinski—Yes, Debbie Horaz-Yes, and Kelly Sedgwick- Yes. The motion was unanimously approved. Changing filters and fixing a small part on one unit should be the only additional work on ducts. Debbie Horaz motioned to accept the recommendation for Fox Flooring for 6 inch base material, labor to install carpet, install 6 inch base, snap down dividers between carpet and tile, and metal dividers for $3,302.00 invoice number 2178. Fox Flooring was also approved for 12' by 273,.9' of carpet (# 17552) and labor to fill joints and tile areas. The cost is $3,768.50 and the invoice number is 2179. Kelly Sedgwick seconded the motion. Roll call vote: Ken Koch—Yes, Van Truman-Yes, Gary Gohi ski—Yes, Debbie I-Ioraz- Yes, and Kelly Sedgwick - Yes. The motion was unanimously approved, Van Truman motioned to approve the bid from Herme Construction & Electric, LLC of $8,350.00 for the installation of phone and data cables, Cat 5 price includes approximately 25 locations, 2 data, I voice jack. Plemun cable will be used. This includes wall mount rack,patch panel, and wire molding for walls, The cost does not include set up and reprogramming for the phone system. The post office phone system is usable, so 4 more phones will be added (8 total phone lines). Phone numbers will stay the same. Gary Golinsla seconded the motion. Roll call vote: Ken Koch—Yes, Van Tnnlan-Yes, Gary Golinski—Yes, Debbie Horaz-Yes, and Kelly Sedgwick- Yes. The motion was unanimously approved. Van Truman motioned to approve the recommendation of Ebemoth &Associates, Inc. for $9,265.00. This price includes labor and material to build center wall, partition walls 5 feet tall, construct counters in reception area, and patch and prepare walls for paint. The estimate does not include laminate countertops. Gary Golinski seconded the motion. Roll call vote: Ken Koch—Yes, Van Tnnnan-Yes, Gary Golinski—Yes, Debbie Horaz- Yes, and Kelly Sedgwick - Yes. The motion was unanimously approved, Kelly Sedgwick motioned to accept the bid from O'Neill Glass &Minor, Inc. in the amount of$1,315.78 to replace 2 front entryway glass panels that were leaking and dirt was between the panels, Debbie Horaz seconded the motion. Roll call vote: Ken Koch—Yes, Van Truman-Yes, Gary Golinski—Yes, Debbie Horaz-Yes, and Kelly Sedgwick- Yes. The motion was unanimously approved. Van Truman motioned to approve Henne Construction & Electric, LLC for $7,325.00 for installation of electrical work in walls for all circuits, including computers, copiers, network, and electric for mechanical room server area. A full electrical layout was submitted and outlets are added when needed, Debbie I-Ioraz seconded the motion. Roll call vote: Ken Koch—Yes, Van Truman-Yes, Gary Golinski—Yes, Debbie Horaz-Yes, and Kelly Sedgwick- Yes, The motion was unanimously approved. Planning Objectives The Strategic Objectives were submitted to the board for review. The preface states this is a"fluid" document and modifications will happen. Goal One states, `Be recognized as a premier parks and recreation department—a trendsetter and leader. Objective 1: By May 2007, recommend potential site(s) for new maintenance building," Next month possible sites will be brought to the board. The area behind the new Post Office and the land offered to swap are still possibilities along with sites for sale. Van Truman wondered if the cost of'sites (deadline of 5/l/007) could be accelerated to help narrow down maintenance facilities choices. The original architect of project may assist to research cost numbers. The date of 2/9/07 would be to identify sites and give preliminary (' feedback, not to decide on specific sites. Objective 2: Land acquisition states, "To be covered in Master Plan update and incorporated into Strategic Objectives." Objective 3: Address staffing needs states, "To be covered in FY 6/07 budget proposals and incorporated into Strategic Objectives." "Goal 2: Proactively match park programs and services with customers' wants and needs. Objective 1: By June 1, 2007, finalize lease agreement for Hoover property." The lease will include the Hoover updated conceptual plan. Plans are listed to address this. Laura Haake is working on diagrams for Hoover. "Objective 2: By August 31, 2007, complete community survey on parks and recreation needs/desires." With budget restraints, payment for the survey will be on the next fiscal year. "Goal 3: Aggressively tap all resouuces, including creating new and stronger partnerships. Objective 1: By May 1, 2007, finalize new school/parks agreement." Several actions plans are listed to apply to that. Sue Swithin, Dave Mogle, and Van Truman will represent Parks and Recreation. Dave Dockstader, Dr. Engler, and Seth Schoonover will represent the school board. "Objective 2: By June 1, 2007, build a strategy for developing new partnerships." Actions plans were listed under that. A copy of a past request of interest will be reviewed by Staff, "Objective 3: By July 1, 2007, complete a parks and recreation donation/gift brochure." This process has started. Laura Haake compiled a sample brochure. People can donate plaques on park trees, park benches, and recreation equipment at set prices. There may be a miscellaneous column for pavers and such. This would provide consistency for memorials and donations and be good for public relations. The information would be in the Parks and Recreation catalog and on the website. "Objective 4: Secure recreation programming space. Objective 5: Explore opportunities to secure more grants." "Goal 4: Contribute to the sense of community and well being in the United City of Yorkville. Objective 1: By January 31, 2008, complete updating master plan. Action Plan 1: Outline a hybrid approach to updating master plan that uses both in-house resources and outside vendors." "Objective 2: Between May and October 2007, host three neighborhood park"open houses" in which residents from the neighborhoods may attend for social interaction with park and recreation department, city officials, and each other, food, and recreation." When identifying locations for these open houses, some of the new parks will be high- lighted. Van Truman suggested that parks were chosen from each quadrant of the city— 4 total. Currently the sites were planned northeast, northwest, and south. Bridge Park could open the concession stand and have a movie there. i "Objective 3: By October 31, 2007, host two new community-wide events or significantly enhance and expand existing events. Action Plan 3: Increase presence in .July 4th parade through construction of a park and recreation department float.,." Park Board Members would be visible. ( "Objective 4: By December 31, 2007, have parks and recreation program(s) featured on Public Access Television. Action Plan 1: Meet with the Community Relation Manager at Park and Recreation Department Staff Meeting and jointly plan tentative program." Kelly Sedgwick expressed concern that if residents have Dish, won't get Public Access. Cable does offer it. Webcast would reach more people. Alderman, Dean Wolfer can get the number of residents that can access the public channel. It could be downloadable. Content currently changes once a month related to programming. "Objective 5: Improve Park Board/City Council relationship. Action Plan 1: Prepare and manage list of upcoming park and/or facility completions, special program commencements, and events in order that timely invitations to dedications, ribbon cuttings, or inaugural events be sent to Park Board and City Council members." This would include events like grand opening of the Old Post Office Building. When recognize special people and their service within a City Council Meeting, Parks and Recreation Board Members should be present. Van Truman suggested that since a representative of City Council (Dean Wolfer) is present at board meeting frequently, perhaps Parks and Recreation Board Members should rotate going to City Council or COW meetings. Ken Koch agreed that usually if someone attends there is an issue to resolve or explain. Rotating board members would just offer support. Dean Wolfer said it is more important that each of the two boards respect jobs done by the other. Board members are always welcome to meetings. Mr. Wolfer thinks relations are improving and will get better. An idea was to have the new building open for"Coffee with the Park Board Members" when new catalogs come out. Members could hand out catalogs. Sue Swithin said a Saturday morning could work. The strategic objectives for 2007 were received positively. Community Survey Examples of the past survey were distributed. Northern University will structure the past survey to translate to a phone survey this year. The Board is to red pen the past survey by early next week and gives to Sue Swithin. Example thoughts Sue shared are to keep the survey questions of locating area live in by river and Route 47, ask number in household, years living in Yorkville, and marketing questions. The survey may include if residents using facilities and programs in the past and how frequently. Question 10 may be rephrased to "Have you used programs not offered in Yorkville?" People should be asked if willing to pay for a facility or program and how much, Question 11 and 12 are evaluated through program feedback surveys already and conversations at parks. Question 13 may be kept but the language changed. Question 14 may not be used. The future services part of survey would have residents say if they wanted the opportunities or rate the importance of the following: preschool, youth sports, adult sports, cultural arts, theater, and senior citizen programs. Outdoor facilities would be narrowed down in the same way such as playgrounds, indoor pool, outdoor basketball courts, ice skating rink, l disc golf, bocce ball,trails, skateboarding, boat/canoe launch, and high adventure equipment. BMX was suggested as an idea. Tennis courts and teen center can be added to facility list. Cross-country skiing and a 9 hole, par 3 golf course could be added. Board members can number priorities in importance when providing Sue with feedback. Van Truman suggested taking into consideration how long the survey will take for residents. Northern University should know the optimal length, what opening message to tell people and to be honest. Good survey results would reach 400 residents. The last survey had the return rate of'sixty percent which was great. Sue Swithin asked Northern Illinois University about the issue of people not having land- line phones and only using cell phones. The representative said he thinks the market will be spread out enough. Phone numbers are available through the city or a vendor. The scope of people will be gained when the age and gender are determined through the survey to accommodate the cell phone usage issue. MPI South Annexation Agreement—Park Donation MPI South is a huge development. MPI is drafting their annexation agreement, so the board was given the updated concept plan. The total land obligation is 40.07 acres. Originally there were to be 4 parks. The north piece is no longer a park area. A contribution of 28.8 acres will be for park land. MPI dropped around 26 acres of original land. Ten acres adjacent to school will be a park site. 'The triangle park along Walker road could possibly be a baseball complex. There is a small 5 acre park down north with a possibility that additional land would be given at no cost. It could be below the 100 year flood plain, but above the 10 year. Dave Mogle and Scott Sleezer met with representatives of MPI. This agreement will go to COW this Tuesday. One concern from the agreement was read by Dave Mogle. "The Cash-In-Lein contribution will be used towards the construction of recreational amenities within or adjacent to the Subject Property." Adjacent will be defined and the language will be revised so not so restrictive. Legally land cash dollars can be used for a facility that is not in the development. 'The Regional Ball Park is an example of this. MPI gives the option of paying$2,900 per acre for grading. The agreement of Grande Reserve was to set aside certain amounts for each park. Park E and Regional Park were over budget, so Grande Reserve worried there was not enough money for other parks. Now amenities are listed for each park. Parks agrees to a minimum of$200,000 spent per each of the 3 parks to MPI. Parks and Recreation Department prefers to build the parks instead of the developers (unlike Grande Reserve). However, there were positives to the developers building the parks such as not having to oversee the construction. Also Parks and Recreation didn't have to gather bids. Parks were done quicker. MPI will fiont-fund the parks. Building will start in 2008. There are 2 gas lines within the area. One is to the north and one to the south, but not on park sites. A ball field could back up to that grass area. Grande Reserve Regional Ball Diannond Fence Close to $22,000 of chain link fence for outfield fences is needed for the 3 fields. A quote for the price of fencing was distributed just for information. It is not known who l would pay for fences yet. A sealed bid would be used for over$20,000 purchases, Next y week Dave Mogle will meet with the construction manager of Grande Reserve Parks about the money in the budget for fences. He said he would work with the park department. Park E was over budget, so a revised plan for Regional was for$1.2 million. Fences were taken out of the plan. Scott Sleezer suggested the board write a letter stating ( if the fences are put up by Grande Reserve, Parks and Recreation will fund the other 2 parks out of land cash dollars if needed. If not a riser for the concession stand, it will be more work to get the sewer hooked up. The city is responsible for sewer lines, but not responsible for Grande Reserve priorities. Baseball prefers 432' fences. The 6' height is safer so kids can't flip over them and a yellow plastic cap is not needed. This height would be consistent with sideline fences. Since the facilities are regional, Autumn Creek or other developers could add money for the fences. Scott Sleezer met with Fox Metro, and they are comfortable with plan of fences. Parks agrees Fox Metro can be outside their easement when they need access to manholes, Most of the time the workers will walk to the area. Trucks are used only if there is a problem. Other options to fund fence are to partner with YYBS or sponsors buy vinyl signs to advertise on fences. The signs could be on a 3 year rotation for the fences. This has been done on soccer goals already. Hopefully,there is a resolution by January 25"i, Caboose,for Whispering Meadows Park There was excitement for buying the caboose, but moving it would be costly. Central Machinery Movers, Inc, gave a high estimate of$18,500.00 to move the caboose. Kelly Sedgwick suggested Diamond Rigging in Batavia was an option for another bid. Dave Mogle called the owner of the caboose about moving options. Refurbishing costs through the Trolley Museum in South Elgin and through the Illinois Railway Museum are being researched. There are examples of volunteers refurbishing one hundred percent, which would save lots of money. The caboose would not be restored to original period for the interior. NEW BUSINESS: Hiding Spot Park Renovation Conceptual Plan This park is north of the river on the corner of Park and Freemont. It was built in 1992 and will be redesigned, It is named for Theresa Eberhart, a local child that is wheelchair bound. She is I 1 years old. The theme will be music with interactive elements at ground level. A ramp is provided to sidewalk and to play structure. Two tot swings and 2 belt swings will be added to existing swings.. A former wheelchair swing that doesn't meet current standards will be removed, but the frame will be used for the new swings. A sway fun glider will be added. This equipment can be used by those in wheelchairs or anyone and is similar to a teeter totter. Some elements include a sandbox with an ADA digger and the 12' by 12'shelter would have an ADA picnic table. Plants such as lamb's ear plants will be along entrance and interactive to the senses. A rain wheel (sounds like rain) and chimes can be on play panels. Pictures of musical outdoor elements were provided in the packet. The budget is at$65,000. Currently, the cost is at $63,159.75 including estimates ofthe playground, sandbox, shelter, concrete, and landscaping. This figure does not include installation. It will be a community build. Dave Mogle has experience with this. Mulch is at the park and will just have to be pushed back for footings. Some park borders are already set. The theme is so interesting. Scott Sleezer compliments Laura Haake's wonderful design. The handicapped are drawn to being creative and music can encourage this. Parks will probably copy this idea again. The Eberhart family will be shown the plans and be encouraged to offer insight. It will be shown at a town meeting. This will comeback to the board and then to city council. Request for park proposals will be later in the 2007 budget. Keyboard or notes could be stenciled or stamped on park sidewalk, Functioning outdoor keyboards are very expensive. REPORTS: Recreation Report The Polar Express was very successful. An Egg Express will be offered. The train will go to a Naperville Park District Park for an egg hunt with the Easter Bunny. Families will ride the train back. Winter Fun Day is Friday, Jan. 19°i at Circle Center Grade School. An organization from the peer mediation group or leadership group from the high school will help with the event. In-house basketball starts with 10 on a team. There are j complaints about possible playing time. More coaches were needed. Hopefully,next year there will only be 7— 8 on a team. ADDITIONAL BUSINESS: Baseball Ken Koch attended a baseball meeting on Sunday night. Registration is January 27`', 29a', February P and 5`h. YYBS reminded people to not go to Parks and Recreation for registration. Ken was asked if a boy's group (12 year olds) can use the Grande Reserve field on April 20`h. Men's softball league will be out there too. The concession stand should be open by then. If not,portable toilets can be delivered. Dave Mogle will answer"questions about field usage. The power to the lights at Regional should be hooked up this month. The rates of power are not communicated yet despite phone calls. In January, YYBS and Parks and Recreation renew their agreement. Park/School Agreefnent Meeting Dave Mogle will talk to Van Truman about his availability to schedule a meeting with the school committee. The current agreement expires in July and was for 3 years with reviewing yearly. The new agreement length will be determined. The school district is pursuing the City or Parks and Recreation involving renovation of tennis courts by the high school. The mayor contacted Dave about this. At least one l alderman knows about this issue. Probably it will be mentioned at the COW meeting next week. Parks and Recreation may be asked to consider that instead of the planned 4 courts by the middle school, rather contributing to the complex of 6 courts added near the existing high school. This is south of the grass area on other side of the middle school parking lot. Miscellaneous Gary Golinski,Debbie Horaz, and Ken Koch were given confirmation of the conference on Friday, January 26"i, At the board meeting on .January 25°' they will coordinate with Staff on how to meet there. Raging Waters discount passes for non-residents of Yorkville are up on January 15°i. Discounted passes for Yorkville residents will be honored past this date. ADJOURNMENT: The meeting adjourned at 9:51 p.m, following the motion by Van Truman and seconded by Gary Golinski. The motion was unanimously approved. Minute Taker—Lileen Lesak i