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.
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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
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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.
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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
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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:
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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
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