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Park Board Minutes 2007 11-08-07 United City of Yorkville APPROVED Yorkville Parks and Recreation Department Board Meeting Administration Office - Riverfront Building, 201 W. Hydraulic Street, Yorkville, IL 60560 Thursday, November 8t", 2007, 7 pm Call to Order: Chris Rollins called the meeting to order at 7:00 pm. Roll Call: Chris Rollins, Ken Koch, Van Truman, & Debbie Horaz Vickie Convey (arrived at 7:05 pm) Kelly Sedgwick (arrived 9:05 pm) Introduction of Guests, City Officials and Staff: Director of Parks and Recreation - David Mogle Superintendent of Parks - Scott Sleezer Superintendent of Recreation - Sue Swithin Park Planner - Laura Haake Public Comment: None Presentations: None Approval of Minutes: Minutes - Regular Park Board Meeting - October 11, 2007 Chris Rollins made the motion to approve the amended Regular Park Board Meeting, October 11, 2007, minutes. The motion was made by Ken Koch and seconded by Debbie Horaz. The motion was unanimously approved by voice vote. Minutes - Regular Park Board Meeting - October 25, 2007 Ken Koch would like to amend page two, third paragraph under old business. He would like the second sentence to read, "Ken Koch said he didn't want to see the shelter become an alternate on future projects." Chris Rollins made the motion to approve the amended Regular Park Board Meeting, October 25th, 2007, minutes. The motion was made by Van Truman and seconded by Ken Koch. The motion was unanimously approved by voice vote. 1 Bills Review: Ken Koch asked about the purchase of the truck door. Scott Sleezer said that a driver was parked with his door open and another guy drove by and tore the door off. He said that the door had to be replaced; however, the insurance paid for most of the replacement costs. Koch asked about the jackets on page three. Sue Swithin said they were full time staff; however, board members could purchase them at $50. She said she could have staff removed from the back and have Parks & Recreation put on. With no other questions or comments regarding the cash analysis or bills list, Chris Rollins made the motion to approve the cash analysis and bills list as submitted. Ken Koch made the motion and Van Truman seconded the motion. The motion was approved by roll call: Rollins- Yes; Truman-Yes; Koch-Yes; Horaz-Yes; Convey-Yes. Old Business: School Board/City Council Joint Meeting David Mogle reported that the meeting had been canceled due to the possible teacher's strike. He said he did get a call from Tom Engler confirming the cancellation; however, he did provide part of the information that he prepared for the meeting. Mogle handed out an outline of interaction that the Park and Recreation Department has had with Yorkville School District 115 throughout the years. He wanted to show the School Board and the public what relationships we have now and have had in the past. Van Truman thought we should add the shared property used for the high school football. Right now Mogle said he was trying to reschedule a meeting with Tom Engler. This is an informational item only. Hoover Property Ad Hoc Committee Report Dave Mogle said he talked with Jason Pettit and they would meet on Tuesday November the 13th at 5:30. Mogle handed out an outline of the Hoover Committee Meeting prep for the meeting on the 13th. He stated that part of the outline was established in the first meeting and that he and Jason wanted to talk 2 about the shared capital improvements. Mogle said that the Forest Preserve talked about the cost and Jason said that they were ready to go ahead with some of the infrastructure improvements. They wanted to know if the City was ready at the same time. Mogle also said that he and Jason talked about shared capital improvements and how some of their priorities would be to proceed with certain ones. The railroad crossing was an issue that came up. They talked about what would be the highest priority and Mogle wanted to wait for the architectural consultant recommendations. He also noted they talked about trails and paths. Chris Rollins suggested, for the purpose of the next meeting, that items listed under the shared capital improvements list should be broken out. He felt that anything that is being paid for separately as the City's expense as opposed to what we are paying jointly for should be separated out. He wants it to be clear on what the City is expected to pay for. Rollins brought up the concern that Jason is ready to plunge ahead with doing certain things. He is concerned that because we've agreed to do things jointly that they should tell somebody. He felt Jason should put a timetable in front of us of things he would like to do. That way we could find out exactly what we want to pay or are capable of paying for come time they want to do it. He felt this list is a good list; however, it needs some sequencing as well. Ken Koch feels some kind of annexation needs to happen first then a lease agreement needs to be made before a lot of these things can be agreed on. Mogle said that Jason wanted to see a development plan for the ballparks, disc golf and playgrounds. Rollins stated that we would go through the same development planning process that we always go through when we put in things such as playgrounds and ballparks. We would go through the same design process and go out and get bids like we always do. Rollins wanted to know if Jason meant by development plan was our conceptual plan because we already have that. Mogle said Jason wanted to know what would be our first priority. Mogle showed the conceptual plan. Rollins felt the conceptual plan should have our seal on it, and not the county seal, to show that it has been our idea and we have put in place these ideas and that Jason had approved them. He stated that we need a process whether it being Jason getting tentative approval, but has to take it to the County Board meeting, before we can all agree then that's what we should do. 3 Then that point the county seal can go on it but until then it's our work product and we're the one footing the bill on it so it should have our seal on it, Rollins stated. Rollins wanted to tell Jason that the development plan is premature and we want to know first what conceptually we can do with this plan. Then we will follow our regular process on building out parks in phases. First we'll get a preliminary plan, then we'll get a more refined plan then we'll get the initial project bid, then the bids will get reviewed by this board, and then at that point he'll know what precisely we'll do. Rollins felt that we should get the county into a master planning process plan with us. New Business: Private Request for Signage in Van Emmon Park Chris Rollins stated that there had been a request to put signage on park property promoting Kendallwood Estates Development. Staff recommendation is to deny the request based upon the expectations created for others who would submit similar requests. The consent to deny persons request was unanimous by voice vote. Reports: Recreation Report Sue Swithin asked if there were any questions on the Recreation Report she submitted. Chris Rollins mentioned the open houses went great and that he had heard a lot of positive feedback. He said it time and money will spent. Dave Mogle said it was a good way to get City Council members and Park Board members together. Swithin noted that the egg hunt tapped out at about 650 to 700 people. She said there were 7,000 eggs and they were completely gone by the end. She also said coming up is the Polar Express, for its second year. They added 40 to 50 slots and it still wasn't enough. They filled all slots in twenty minutes. She wants the community to know that they are addressing their growth and they are already looking at train schedules for next year to accommodate more children. She doesn't want to go to a lottery system for this activity. It's a supply and 4 demand class that can be expanded and we'd rarely go to a lottery system in cases like this. Future Meeting Schedule & Agenda Items: Board agrees to amend the 2008 meeting schedule. We are canceling the December 11th meeting, November 27th meeting and the December 25th meeting. Board decided to however add December 4th and December 18th as regular Parks and Recreation Department Board Meeting meetings. Adiournment for Executive Session: Chris Rollins entertains a motion to adjourn the meeting at 7:53 PM to go into an executive session. Ken Koch makes the motion and Deb Horaz seconded the motion to adjourn the meeting for executive session. The Motion was unanimously approved by voice vote and meeting was adjourned at 7.53 PM. Chris Rollins called a roll to call vote to go into executive session: Chris Rollins-Yes; Ken Koch-Yes; Van Truman-Yes; Deb Horaz-Yes; Vickie Convey -Yes. Chris Rollins entertains a motion to go back into regular session at 9:21 PM. Vickie Convey made a motion and Van Truman seconded the motion to enter back into regular session. The motion was unanimously approved by voice vote. Additional Business: Sue Swithin wanted to let the board know that should the teachers go on strike she put in a request the buildings be available to us for our evening and Saturday afternoon basketball programs. Mogle said that the schools would defiantly be shut down. He said this is typically what happens. It does not say in our agreement that we have the right to access the building in cases such as an event of a strike. Debbie Horaz wanted to know if we could look into getting a horticulture intern for the summer that could maybe attend to some tree problems that come along over the summer. Swithin said that she would look into that. Adjournment: 5 Chris Rollins entertains a motion to adjourn the meeting at 9:30 PM. Van Truman made a motion and Debbie Horaz seconded the motion to end the regular session. The motion was unanimously approved by voice vote and meeting was adjourned at 9:30 PM. Next Meeting: November 29th, 2007 Minutes respectfully submitted by Jamie Cheatham, Minute Taker 6