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Park Board Minutes 2007 01-25-07 i ` F UNITED CITY OF YORKVILLE YORIWILLE PARKS &RECREATION DEPARTMENT BOARD MEETING Parks & Recreation Administrative Office Riverfront Building Thursday,January 25, 2007 MINUTES CALL TO ORDER: Meeting was called to order by Chris Rollins at 7:03 p.m.. ROLL CALL: Chris Rollins, Ken Koch, Van Truman, Gary Golinski, Debbie Horaz, and Kelly Sedgwick GUESTS/CITY OFFICIALS/STAFF: Dave Mogle, Director of Parks and Recreation Scott Sleezer, Superintendent of Parks Alderman James Bock APPROVAL OF MINUTES: The minutes from the Regular Park Board Meeting of January 11, 2007, were approved on motion by Gary Golinski and seconded by Van Truman, The motion was unanimously approved. BILLS REVIEW: Cash Analysis& Bill List An added check (#203341)not included on the bills list was for the spring catalog postage made out to the Yorkville Postmaster. The invoice number is 012207 for the amount of$1,082.50. One hundred fifty basketballs were on the list. It was asked what is done with the old ones. Dave Mogle will ask Sue Swithin. A variety of sizes of basketballs are available. During basketball practice, all kids have access to a ball for drills. On the revenue expense report item 1453 of a tree donation at $853.48 was listed as a negative number. This was transferred out,because it was already listed under the tree donations. Ken Koch motioned to approve the cash analysis and bill list. The motion was seconded by Gary Golinski. Roll call vote: Chris Rollins–Yes, 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 The conference room was installed around the old service desk. Van Truman suggested that before and after pictures should be taken of building renovations. Partitions were to be donated for four workstations,but that fell through at the last minute. Sue Swithin and Dave Mogle approved the construction of four 5' drywall walls, while the carpenters were in the building before the price increased. The outlets are now within the walls instead of with a drop cord. To buy the partitions, they would have cost around $1,500. The cost of the walls, labor, and materials cost$2,350.00. The director has the authority to make these decisions per the City Purchasing Policy,but to be consistent with the board's approval on the other quotes for the renovation, Dave would like the board's approval in the minutes. Gary Golinski motioned to approve the changes Dave Mogle made regarding the partition walls at the cost of$2,350.00. Debbie Horaz seconded the motion. Roll call vote: Chris Rollins–Yes, Ken Koch—Yes, Van Truman-Yes, Gary Golinski—Yes, Debbie Horaz-Yes, and Kelly Sedgwick–Yes. The motion was unanimously approved, There were 2 quotes for the fabrication, installation of the plastic laminated counter tops and shelves. These will be placed in the reception and registration area. Van Truman motioned to accept the recommendation for Ebemoth &Associates, Inc, for $3,950.00. Gary Golinski seconded the motion. Roll call vote: Chris Rollins–Yes, Ken Koch—Yes, Van Truman-Yes, Gary Golinski—Yes, Debbie Horaz-Yes, and Kelly Sedgwick–Yes. The motion was unanimously approved. Floor installation went well„ The back metal doors were replaced by new doors and were painted today. The building now has so much more light. Community Survey Another copy of the community survey was provided to the board. Dave Mogle shared notes made from staff and wanted the board's input or questions. Sue Swithin has a program evaluation system, so questions related to how participants liked programs will be eliminated on the survey. Some changes suggested were, in addition to how many years lived in Yorkville, to also add what community did they move from. Long term residents may have different views compared to new residents as a qualifier to weigh other questions. The question about using the Beecher Community Center in the last 12 months will be deleted,because that facility is no longer used by Parks and Recreation. Question 10 responses could add Cardinal Fitness in Oswego. Questions 13 and 15 may add the options of yes, no, or don't know. Question 16 contains a long list of programs that needs to be updated including the options of dance, cross country skiing, swim lessons,martial arts, and relaxation classes. Billiards may be taken out. Question 17 defines facilities. The format of the question needs adjusting for a phone survey. Indoor facility choices added may be teen center, indoor ice rink, climbing wall, indoor soccer, and field house. Outdoor facility options to add include mountain bike trails, snow- mobile trails, paint ball, tennis courts, miniature golf, dog parks, team's course, and auditorium. Only a few options were taken away. Question 18 should include the degree willing to accept tax increase in increments such as $100, $200, $300 and such. Chris Rollins suggested to ask residents separately if willing to support referendum for aquatic center/pool or a recreation center, Jim Bock suggested a question saying based on your response to question 17, first preference, how supportive would you be of a referendum. The phone survey should be short, and residents should be given an honest time commitment. Debbie Horaz suggested putting an article in the newspaper to inform the residents of the upcoming survey. To gain additional information that would not fit on phone survey, it was suggested to include additional questions (such as lengthy question 17) within a survey in a water bill or on the internet. To promote responses,participants could be put in a drawing for free Parks and Recreation classes or a membership to the new waterpark, The revised questionnaire will be sent back to the board for approval. By then, the time tolerance question will be answered by NIU. Question 5 asking if you receive a catalog may be helpful or the question could be deleted. Also, for that same question the option of viewing on-line should be added. (The spring catalog is at the printer now.) It was asked if there is a better time of year to encourage more participation than other times. Grande Reserve Regional Ball Diamond Fence The developer will cooperate with Parks and Recreation in adding the fences. It is hoped that the cost can be paid from the Grande Reserve budget of the builder of Parks A and B.. The plans for these parks were projected to use less money than originally allocated. Park E and the Regional Park cost more then estimated so at this time the remaining money is $11,000. Parks F, G, and H are not planned yet. The developer will order and install the fence. The installed fences will be 6',nine gauge chain length fences and 280' from home plate. There should be plenty of access to the manholes. Ken Koch questioned why the third field (facing Galena Road)has lights back further at 320' and there are more lights on each post for that field. High school requires 280' for play. Adults ideally would like 300' and younger kids would like shorter fences. However, for tournament play, 3 fields should be consistent in size. Chris Rollins wondered if there is benefit to parks paying and installing fences with land cash to offset the cost. It was answered that the advantages of having the developer do the work is they own the property and can negotiate the fence prices which would most likely be less than Scott Sleezer's researched quote, Under the outfield fences and around the posts, parks will spray vegetation killer so trimming will not be needed. A tension wire will be at the base. Headway was made on the sewer issue. The update with the concession stand is a riser will be added. A machine already at Grande Reserve will be used to do a deep dig. Westbu:yUpdate At the COW meeting on January 16Th, Westbury made their first appearance before Council since September. Dave Mogle spoke on Parks and Recreation's behalf Chris Rollins said that the board struggles with giving credit for private amenities instead of providing for all residents. Also with such high density little parks acreage is designated for the area. Jim Bock said this builder differs from other developers in they have dictated to the city what they believe is acceptable. The meeting reflected the City staff's resistance to Westbury's proposals which was heightened because Westbury wanted to address only the Council members, given many unresolved issues with staff. This made Alderman Bock uncomfortable and City Council was unwilling to vote. Chris Rollins appreciates Travis Miller's job and City Council's in this matter. The Parks Board has issues with Westbury and there has not been much give. Ken Koch complimented Alderman Jim Bock during the COW meeting. He thanked him for°supporting staff. Gary Golinski liked that Parks and Recreation was represented in the parks section of the annexation agreement that was provided. He was happy to see the Council's reaction to Westbury during the COW meeting as well. Since the COW, Greg Stevens, Westbury's designer,has called Dave Mogle and wants to meet with him. He has some new ideas to show #or the regular parks. NEW BUSINESS: YYBSA Agreement The City's Agreement with the Yorkville Youth Baseball/Softball Association is due to be renewed. The dates will be changed and the board was invited to give input or to approve the agreement. Dates for the master schedule are due on March I", This date is in the athletic reservation section,but not in the agreement. In the past, fields were used for practice before the April 1 s`date if available and pending on weather conditions. In the past, there have been verbal agreements for practice fields. If a field is torn up,the field cannot be used or only the grass areas are used. Travel teams are practicing in field houses now. Steve Hanson from the Reds left a message with Dave Mogle today probably following up with finding field availability. Mr. Hanson will be told that within a week from the March I"deadline, he can be notified of the tentative schedules. The motion to approve the YYBSA and United City of Yorkville Parks and Recreation Department Agreement,with the season from April 1, 2007 to July 31, 2007, as amended to include the provision of a schedule by YYBSA turned in by March I"was given by Kelly Sedgwick and seconded by Van Truman. The motion was unanimously approved. The Agreement will be moved on to City Council. General Policies for use of`Parks, Fields, and Facilities The General Policies and Procedures for use of the United City of Yorkville Parks, Fields, and Facilities has changes. The last paragraph will read, "When ball field lights are utilized, a Parks and Recreation employee,tournament director, or the representative of a private rental, will be the designee for acquiring the key for the electrical box and turning lights on and off according to posted instructions and unlocking and locking bathrooms. The use of lights will require the payment of a fee to offset electrical costs. In addition, a refundable deposit may be required prior to the beginning of the season or event, which can be forfeited for unauthorized or inappropriate use of the lights. Lights may not be on past 10 PM Sun—Thurs., 10:30 PM Fri— Sat." Ken Koch did research on the Regional field lights. He provided a handout labeling the number of lights on each light pole. When talking to a representative from Musco Lighting (Connie Rupe), he learned that the light system can be turned on and off by a cell phone—GPS with a password. The lights can be programmed to turn on a half hour before sunset at a designated time. Ms. Rupe gave the equation of number of light fixtures times 1.56 kilowatt times the utility charge per hour would equal lights usage cost per hour. Using 7.2 kilowatts per hour(from December Record Newspaper), Ken figured it would cost about $12 an hour for 3 fields. There is no maintenance on lights for the first year. Light bulbs last from 5—7 years. Scott Sleezer said two people from ComEd said there will a demand charge for the lights. The staff is not prepared to talk light fees until the February 8°i meeting. A light fee will be charged to build a fund for replacing bulbs which cost $250-$300 each. Kelly Sedgwick asked if lenses cover the lights for safety reasons. If bulbs go out or break, the pieces won't falloff if there is a screen. If have lenses, there is the need to clean the bugs out of them. Kelly put bug screens around the lenses at a previous job. Dave Mogle has the light's operation manual. The"no ball hitting or pitching into fences or dugouts is allowed"was amended with the addition of"with the exception of light weight plastic practice balls". Changes to this document will be brought back to the February 8`1'meeting for approval.. Athletic Field Reservation, Tournament Reservation Policies Some changes were added to this policy. The last sentence in the first paragraph now reads, "For league play (which includes multiple days, or week play for both games and practices) a permit is required and will guarantee use for the dates and time specified on the permit." Under the Athletic Field Use Priorities, staff recommends that#4 be changed from "privately sponsored"to "other" athletic program. Under the Request for Athletic Field Reservation, it was decided that reservation requests shall be approved on March I Sr. The section of Tournament Athletic Field Reservation and under Special Requests will now include the use of field lights, "Snow fence"will be replaced with"temporary fencing", Under the heading of Procedure, the last sentence states, "Special tournament and use requests for Major Tournament shall be approved by the Park Board", It was discussed if it was necessary for small tournament play to need Park Board approval. The recreation report could list tournaments. The number of participants and length of tournament are facts to consider for needing board approval. There was discussion of what defines major and small tournaments. It was agreed that requests for tournaments need to be submitted no less than 45 days before event and a given response is promised for no less than 30 days before tournament date. This way there is time for board's approval for major and small tournaments. Feedback from staff on how groups treat the fields and facilities should be obtained to affect granting requests in the future. Perhaps criteria behavior could be developed to define expectations. Dave Mogle will amend the above items for the next board meeting for approval. Tennis Courts Dave met with Seth Schoonover and Dave Dockstader about how to approach the upcoming park/school agreement. The first official ad hoc meeting is January 31s`. Dr. Engler is making two requests on behalf of the School District: 1) the City help renovate 6 tennis courts by the middle school by splitting the cost, and 2) the City build 4 new tennis courts (without lights)by removing a parking lot by the grade school. It was suggested the City consider building these courts in-lieu of 4 courts by the new middle school of Raintree on City property or in addition to those planned courts. Without the City's participation, there may be a cost instituted to use the courts. Chris Rollins had some points to share. First, parks paid maintenance costs for-tennis courts at least once years ago. He stated it is very unusual to suggest parks' use withheld. Second, the plan on the joint school/park site in Raintree was that parks will own the courts. It was viewed favorably to have two separate distinctive sites. Parks and Recreation doesn't use courts much and the school tennis season is short. It would make sense to partner with the schools. The courts were to be controlled by Parks and Recreation and the school was invited to use them. Third, Chris has not seen too many 10 court facilities such as this when his son was competing. The land the high school is on was given to the community through a grant through the state. The property adjacent to the school and next to the cemetery may belong to the community, not necessarily the school. An idea was suggested that part of the land be deeded over to Parks and Recreation and the department builds the courts. An alternate plan for 10 tennis courts was distributed to the board that was put together by staff: Dr. Engler does not believe the land next to the cemetery would work as well. There maybe underground utility problems on this land. He would like the 4 new courts and 6 refurbished courts as explained above. Dr. Engler believes Raintree does not have as much need as the high school for courts. The Park Board feels the Raintree courts would service south Yorkville. The Raintree courts could still be built,but maybe without lights, thus saving dollars that could be used toward school courts. Chris Rollins questioned why the schools changed their mind after money and time was put into Raintree plans, which were approved by the schools at the time. Chris would like the answer to this from the school board. Also,he wants to know why the school district wants courts on their own property instead of the planned city property. What will happen to current the 6 tennis courts if a 10 court plan is approved? There is already a parking problem with City Hall, park, stadium, library, and schools. Can old tennis courts be converted to parking space? Debbie Hor'az wondered if instead of 10, 5 courts are built in addition to the ones planned at Raintree. The extra space can be used for additional parking. There is little spectator space near the existing 6 courts. The 10 courts plan could have much more fan seating. More panting could be added to the west of courts. Scott Sleezer said he talked with Sue Swithin regarding programming and the 10 courts would work well. Courts in clusters allows tournament play. Also, for future rehabilitation, it would be ideal to be able to close half of the courts to fix and then the next year close and fix the other half. This would not affect programming,. Also, the old tennis courts are located away from the playground and near the police station. If you remove tennis nets and poles, it could be used for"run and gun"basketball. An Oslad Grant would be a possibility if Parks and Recreation owned the land and then could help financially with tournament grade tennis courts, A strong case would be given by the granting agency when there are no city-owned tennis courts currently. Land ownership should be checked with the mayor,on where tennis courts may be placed. Ten tennis courts, at no cost to the school,but totally accessible to the school sounds like a good deal for them. The board does support further discussion regarding this complex if the Parks and Recreation Department owned the new tennis court land. FY200712008 Budget Process A preliminary budget for a 3 year projection was distributed to the board. It includes actuals from the past 4 years. Dave Mogle provided a column comparing the 2006-2007 Budget and the 2006-2007 projected Actuals and provides an explanation on why items differed. Proposed additional staffing has effects on the projected budget. Proposed are three additional full time employees for parks, a half time administrative assistant turning to full time to assist the Director, and a halftime media person for Parks and Recreation This plan for employees satisfies the need once the once the Hoover property. April 30rh is when budget will be balanced. Hoover Agreement By February the Hoover conceptual plan and the draft agreement will be ready. Boy Scouts of America still want to remain a presence at Hoover, but are fully aware they no longer would have priority usage over the Forest Preserve or City. In October, the Boy Scouts requested to the County the use of Hoover"., such as key buildings and program areas, for specific, limited time periods for several years in advance." It is an open-ended request, and they would have to pay for space, Space can be looked at and see what is available. It is not practical that the Boy Scouts can reserve buildings or space years in advance, since Hoover will be continuously changing according to park plans.. A copy of the operating costs of the Boy Scouts at Hoover from 2003-2005 proved interesting. The portions of property for City use and the County use will be established and defined soon. It was suggested that perhaps the Boy Scouts can secure space from the County easier than from Parks and Recreation because the City's active recreation areas will change as facilities and use increase. Gary Golinski asked why the Forest Preserve does not give preference to the Two Rivers Council that covers Kendall County instead of a group from Chicago. Ken Koch was concerned that the proposed partnership with Chicago Area Council (Boy Scouts) and Kendall Forest Preserve District dated October 2, 2006, did not mention the Parks and Recreation Department. If the Scouts or any group could provide revenue for space usage and it did not interfere with Parks and Recreation projects or programming, that will work fine. Interest of the Boys Scouts may dwindle with Hoover's changes. There could be a yearly agreement with the Boy Scouts or the organization may request use just like other organizations. The statistics such as the number of'campers and the rental fees should be readdressed. ADDITIONAL BUSINESS. Remote Danz Camera This will be located near the west building on a light pole with no blind spots and has an all weather enclosure. The state will grant$5,000 to purchase and install the camera. The camera will cost about$2,500. The state is concerned with the liability. Kelly Sedgwick suggested a hard drive recording device. When the dam is competed, state does not need any more access than the general public. It will be up to the city with a password to override the state. On the website, the state will have a link. A draft of the agreement is being reviewed by the city attorney and the state legal department Edward Hospital j Dave Mogle attended a meeting with Edward Hospital. Edward plans to build a fitness center and asked if Parks and Recreation would be interested in being involved in its operation. The 50,000 square foot facility would house the fitness center and offices. The hospital owns the land. The city could buy the fitness equipment, lease the building, and run the operation. If needed Edward Director of Fitness Centers could help with contracting employees. If the city is not interested, a private company would be sought to manage it. The center may include amenities such as an indoor pool, a track, and a There are many things to consider concerning this prospect. There is great competition with other fitness centers. It may take years to build cliental and rates may need to be cheaper because we are a municipality, which make it more challenging to offset expenses. Kelly Sedgwick suggested the Waubonsee Fitness Center may be interested in leasing space for their programs. Van Truman is familiar with the Edward Hospital fitness center in Naperville and in Seven Bridges. It is equipped to the hilt and only cost around $25 a month. The corporate philosophy is very successful and profitable. The board was positive about the opportunity. Another Lease Possibility Ben Moe contacted Dave Mogle about leasing the facility that Tim Rochford uses for Empower Training Systems-his martial arts programs. The building located at 205 Beaver Street within the Industrial Park, is 22,000 square feet. Tim uses 12,000 square feet of it, Ben Moe gave the options that Parks and Recreation leases from Tim, Tim leases from Parks and Recreation, or with leasing the whole building, Empower Training Systems is willing to go under the programming of Parks and Recreation. Leasing would be reasonable($4.81 per square foot). The space would be available within a month. The question is would enough revenue be generated to afford the lease. Sue Swithin and Dave brainstormed programs for the facility such as Tai Chi, dance classes, aerobics, and an area for fitness training. Preschool programs are working fine and get a better deal with churches. The space would have to be modified. The floor is bare concrete. Noise may be a problem. New Life Church is still a possibility for space. Other Ken Koch, Dave Mogle, Gary Golinski, and Debbie Horaz will make arrangements to meet on Friday for lunch while attending the conference. Gary Golinski praised the staff for the Winter Fun Day. The cost of$7 a family was very reasonable, and his family had fun. There were 100 participants. Van Truman encouraged the board to look at Edward fitness facilities. ADJOURNMENT: The meeting adjourned at 10:15 p.m. following the motion by Gary Golinski and seconded by Debbie Horaz. The motion was unanimously approved. Minute Taker—Eileen Lesak