Park Board Minutes 2007 03-22-07 Page 1 of 6
( UNITED CITY OF YORKVILLE
Yorkville Parks & Recreation Department Board Meeting
Administration Office—Riverfront Building,201 W. Hydraulic St.
Thursday, March 22,2007, 7pm
Call to Order:
The meeting was called to order at 7:1 Opm by Chairman Chris Rollins.
Roll Call:
Board members present: Chris Rollins, Ken Koch, Van Truman,Debbie Horaz, Kelly
Sedgwick. It was noted that former Board member, Gary Golinski,had been appointed as
an Alderman.
Introduction Of Guests, City Officials And Staff:
Also present:
Director of Parks and Recreation—David Mogle
Superintendent of Recreation—Sue Swithin
Superintendent of Parks— Scott Sleezer
Park Planner—Laura Haake
Steve Hanson—Yorkville Reds
(out of sequence)
New Business:
Yorkville Reds Baseball Proposal:
Chairman Rollins said this item of the agenda would be discussed first with guest, Steve
Hanson of the Yorkville Reds. Mr. Hanson said he had been working with Mr. Mogle for
field time for the baseball team and also regarding the installation of a baseball field on
City property. His team volunteered to incur the cost of materials and labor and hoped to
work out an agreement to play there rent-free for a few years. After that,the team hoped
to have first right to rent the field.
Mr. Koch said there would be a benefit to both parties. Mr. Truman concurred, but many
questions need to be addressed. Possible locations were discussed with the following
suggestions: Hoover, in a new subdivision or in a potential park. Kimball Hill (which
has grant money) and Prairie Meadows were other possible locations. Chairman Rollins
said design considerations and location could be influenced by the age groups.
Chairman Rollins said his only concern was whether or not this would set a precedent for
other requests. He set forth a possible scenario of a similar request and large offer of
money. But,he added that this baseball field serves local persons and enhances
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recreation. He compared it to a private group contributing cash to build a public amenity.
Mr. Mogle said that any such partnership should be a win-win situation. Mr. Truman
reminded the Board that it had issued a request for proposal soliciting such private/public
ventures. He did not feel that it would set a bad precedent.
Ms. Horaz said the team could possibly donate their resources and then receive the
exclusive right to use the field. A multi-year agreement was suggested by Dave Mogle
with a percentage of field time being awarded to the team each year and by the fifth year,
there would be a higher percentage of public time.
An idea to seek tournament users to generate money for the City was made by Scott
Sleezer. He also asked if one field would be sufficient. Mr. Hanson replied that the team
has some influential people behind their cause and the team will also be doing fund-
raising. He thought one field would be adequate for now until the results could be
judged. The ball field could also be improved with fences, etc., over a period of years. It
was also thought that an"area"park rather than a"neighborhood"park should be used so
there is no conflict.
Mr. Hanson stated that he had looked at private property,but it was too expensive. He
needs to guarantee that he will have a spot for 6 teams to play and this is why they are
seeking partnerships. He said that 80% of the players are Yorkville residents and the
( group is considered non-profit. The team will need space on Tuesday and Thursday and
will need 3 ballfields.
Mr. Mogle said the City must be open to partnerships and Mr. Rollins added that as open
space decreases there will be more pressure from special interests. He posed the
question—is the City opening itself to litigation when some ideas are not appropriate for
the City? He cautioned that the Board must be careful as to how the agreement is
structured. Kelly Sedgwick added that each individual situation must be weighed. He
also said there is no real difference between this agreement and the team asking to rent a
field at Grande Reserve each week.
In conclusion,the Board concurred with the concept presented by the Yorkville Reds and
Mr. Mogle was asked to research numbers and other details and this matter will be
brought back to a future meeting. Mr. Sleezer added that the City would want to be
responsible for the maintenance.
Approval Of Minutes:
The minutes of March 8, 2007 were approved on a motion by Van Truman and second by
Debbie Horaz. Motion carried unanimously by voice vote.
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Bills Review:
Cash Analysis
Bill List
It was noted that one bill was already paid to avoid a late fee and there was a copy of the
check. Ken Koch and Kelly Sedgwick moved and seconded to approve the cash analysis
and bills list. Approved unanimously on a roll call vote: Rollins-yes,Koch-yes, Truman-
yes,Horaz-yes, Sedgwick-yes.
Old Business:
School/Parks Agreement
David Mogle said this item was brought back from the previous meeting with revisions
having been made and he reviewed those changes. He would like to forward this to the
School District for their approval. Once the School approves it,the agreement will be
brought back to the Parks Board for formal approval.
FY 07/08 Budget
Mr. Mogle commented that there was minimal discussion of the budget at a recent
C.O.W. meeting. It was also noted that the tennis court issue was not discussed and it is
believed that idea is closed.
The operating budget amount for Parks and Recreation is $1,586.878 up a little over
$100,000 from last year.
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Specific points were then reviewed. The program fees will be changed and a second pre-
school will be added. Additional money generated from the program fees is anticipated
to be $255,000. Money can be transferred from one account to another, but the bottom
line should not be changed.
Ms. Swithin said that the concessions will increase. (It was also noted that the 05/06
concession revenue was misstated.) Hometown Days was decreased to $118,000 since
not as much money will be realized from alcohol sales. She explained that vendors who
sell liquor at 100%profit will not be allowed. Vendors must pay a fee for a booth space.
It was also noted that approximately$4,000 net was raised in Beecher concessions last
year. Less expensive bands will also be hired for the celebration.
Cost of gasoline was also reviewed and Mr. Sleezer noted that is has been a practice to
charge it to Public Works. However, Chris Rollins cautioned against the possibility of an
unbudgeted charge to Parks budget, if the cost of gasoline suddenly rose. It is difficult to
track the user and fuel use under this system.
Mr. Mogle said that staff salaries are always the highest item in the budget and he said
new staff will potentially be added. However, he said that additional staff will not be
needed for Hoover maintenance since the Boy Scouts will have control of it until
November. Mowing will need to be done at Grande Reserve, however.
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A part time administrative assistant may convert to a full time position due to potential
new developments coming in next year. That person would assist David, Sue and Scott.
The full-time position was eliminated in the budget this year to allow time to evaluate the
work since the Parks Department is located all in one building now. Van Truman
suggested exploring some volunteer persons to assist in that capacity. Ms. Horaz
suggested a program with the schools or enlisting the help of the newspaper with a story
requesting volunteers.
The telephone and intemet costs were decreased in the budget due to a new service
package the City now has.
Insurance costs for City employees was also discussed. The amount paid by the
employee is $50 for the PPO, while the HMO is still free for the employee. The
employee premium goes back into the general fund to offset the insurance expense. Mr.
Mogle said there will most likely be further adjustments to salaries.
Other brief points were made as follows:
• There is a possibility of an intern for the Parks Department
• Changes will be made as follows: travel expense changes will be $5,220 and '...
$10,700 for training and conference.
�- • $108,000 is the line item amount for Hometown Days.
Capital Budget: It was noted that the budget amounts for the truck and the wing mower
were incorrect. Mr. Mogle said the wing mower was a critical item so the Parks
Department can be ready when Hoover comes on board.
Land Cash: Mr. Mogle commented that a very large sum of money is associated with
Whispering Meadows at this time. He also said that only about 5-10% of the anticipated
revenue from land cash has been received. A brief explanation of the budget problems
was explained and he said $128,000 should be received by Parks before the end of the
fiscal year. $10,000 was added to the budget for the next Oslad grant.
The upcoming Forest Preserve District referendum was briefly discussed and David
Mogle encouraged everyone to support it. It is a bonding program so it will have a low
tax impact.
Edward Hospital Development
The Council asked City staff and David Mogle to research the possibility of acquiring a
15-acre wooded lot on the Edward Hospital development site. David explained that the
City will receive 1.1 acre of land cash plus one additional acre for a grant application.
David, Scott and Mike Schoppe met with CorLands to discuss purchasing the entire
wooded site.
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A brief PowerPoint presentation depicted the appearance of the lot. Laura Haake said
there were some quality trees,however,they are in the path of a proposed road. She said
that the survey does not show where the quality trees are located. Mr. Sleezer said there
are also ways of saving the trees besides buying the property. He said Travis Miller and
some developers have been working on similar projects whereby different setbacks are
used and conservation easements can also be set aside. Mr. Rollins said the Nature
Foundation or Forest Preserve District could also be contacted. He commented that due
to the poor quality of most of the trees, it is better suited for habitat than for recreation.
And finally, it was noted that the annexation agreement allows one year to apply for a
grant for this property.
Mr. Mogle said the City will also be looking at a 80-acre parcel near Van Emmon to Rte.
126. He will work on a report with Travis Miller to present to City Council.
Grande Reserve Regional Ball Diamond
Director Mogle explained a problem that had occurred whereby a connector pipe was
buried 16 feet deep - six feet below the water table. No riser pipe was installed to the
concession stand thereby creating a problem. Fox Metro suggested a workable solution
and it was decided to use that suggestion. A written agreement will be obtained as well
as a permit and the work will be done to City specifications.
New Business:
Wynstone Park
This matter came before the Park Board three years ago according to Director Mogle. It
is a small park behind the Silver Dollar Restaurant and the development at this location
will be geared towards empty nesters. A more passive area is desired there. Scott
Sleezer said there needs to be a trail link from this development into Fox Highlands.
According to Mr. Mogle,the developer will put a park in place at their own expense and
would not ask for credit. It was decided to give them a trail easement and the City will
take cash.
Reports:
Parks Report
Westbury: Mr. Mogle said Westbury has requested to build their own playgrounds. He
will send their attorney an email stating that the City is happy with their park sizes,
however, there is concern about the playground issue. The Board also expressed concern
over the listed value of$80,000 per acre. Travis Miller and David Mogle are currently
working on this matter.
Recreation Report—Tournament Requests
A fundraiser tournament was discussed and Mr. Sleezer noted the Bristol Kendall Fire
Department opted not to use their name and non-profit status for the tournament. Ms.
Swithin said the City should not participate unless the donation was 100% for the
recipient family. She and Scott will follow up on this matter.
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Additional Business:
Scott Sleezer presented a handout of costs for a mower purchase at a price of$9,388.08.
This item is in the capital budget.
There was no further business and the meeting adjourned at 9:40pm on a motion and
second, respectively, by Ken Koch and Van Truman. Carried unanimously.
Minutes submitted by
Marlys Young,Minute Taker
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