Loading...
Park Board Minutes 2007 11-29-07 A United City of Yorkville Yorkville Parks and Recreation Department Board Meeting Administration Office - Riverfront Building, 201 W. Hydraulic Street, Yorkville, IL 60560 Thursday, November 29th, 2007, 7 pm Call to Order. Chris Rollins called the meeting to order at 7:03 pm. Roll Call: Chris Rollins, Ken Koch, Van Truman, & Debbie Horaz; Kelly Sedgwick Introduction of Guests, City Officials and Staff: Ward 2 Aldermen, City Council Liaison to Park Board - Joe Plocher Director of Parks and Recreation - David Mogle Superintendent of Parks - Scott Sleezer Superintendent of Recreation - Sue Swithin Park Planner - Laura Haake Public Comment: Chris Rollins read a letter sent from a resident thanking Dave and staff for building Hiding Spot Park. The letter expressed much appreciation for the park and how it meant so much to them to see that their daughter in her wheelchair was able to actually play with the other children on the playground and not just watch. Presentations: None Approval of Minutes: Minutes - Regular Park Board Meeting - November 8, 2007 Chris Rollins called for a motion to approve the Regular Park Board Meeting, November 8th, 2007 minutes. The motion was made by Ken Koch and seconded by Van Truman. The motion was unanimously approved by voice vote. Bills Review: Cash Analysis & Bill List Ken Koch wanted to know what the legal fees pertained to. Dave Mogle said that it was the final bill from Mike Roth's office. He said he recently resigned and his office is Ross Law Firm. Van Truman asked about the erosion netting purchase. He wanted to know if it was purchased to replenish supplies or had we used it 1 specifically somewhere. Scott Sleezer stated that they purchased it for several parks for rehab work. With no other questions or comments regarding the cash analysis or bills list Chris Rollins called for a motion to approve the cash analysis and bills list as submitted. Kelly Sedgwick made the motion and Deb Horaz seconded the motion. The motion was approved by roll call: Rollins-Yes; Truman-Yes; Koch-Yes; Horaz-Yes; Sedgwick-Yes Old Business: Hoover Property Ad Hoc Committee Report Dave Mogle said that he and Jason met November 13th without his other committee members. Mogle said that he is trying to define their shared costs except for the sewer and water which is a capital expense paid by the City. He said sewer and water is listed, on the handout, because it still is unclear what happens after it goes in to the facility. He said it is still up for discussion on whether it then is a shared expense at that point. Mogle noted that even though in the agreement the City has to put it out there he wanted listed as a shared expense at this point. The rest of the items on the handout are proposed shared capital improvements and their estimated cost. Van Truman asked about the estimated $3 million cost under the sewer and water section. He wanted to know if that was the cost just to run the sewer and water into the entrance. Mogle confirmed that was correct. Truman wanted to see this document in more detail even if there are no cost estimates for certain details such as actually taking the sewer and water to the buildings and what it will take to make the properties useable. He didn't want to see these little things falling through the cracks. Deb Horaz asked about the $20,000 roadway. She wanted to know if we'd be making any changes to Fox Road. Scott Sleezer said this is just the inside road that this cost covers. It is more like a large driveway, Alderman Plocher said. Truman said we'd be maintaining the gravel roadway that was already in place. Horaz asked about the lighting there at the entry and if there would be any. Mogle said that we'd add it to the cost spreadsheet of a cost we'd incur. Truman felt there should be three columns on this document breaking down the shared costs, Forest Preserve costs, and City costs. That way everyone comes out looking at what is anticipated to be done and who we're anticipating to bear these costs. 2 Mogle said the only other thing that he and Jason talked about was that they might be able to use the next grant cycle. The deadline to submit an application would be July 1st, 2009 and then it wouldn't get approved until January of 2009. He and Jason talked about if they waited they would be waiting too long. However it would make a lot of sense to look ahead and have some kind of development completed going into 2008-grant cycle. Truman wanted to know if we had to be annexed in to pursue this grant. Chris Rollins stated that the county owns the property and because we have the use agreement in place we should be able to apply for the grant. Mogle reiterated that the annexation has to happen per the agreement and we have a lease for thirty years. Truman said that in thirty years the City would hopefully have property on either side of Hoover annexed in. Master Plan Update Dave Mogle states that this is an informational item only. He said that there have been a lot of projects vying for our time but he wanted to let the board know that their big push is for December. He said that there was a need for some clerical assistance and Amy Wolfe had been working up at City Hall with Susan Mika to help out with the data entry. He said we're working toward getting ahead while Amy is here helping. Mogle also mentioned that Travis Miller has gotten the City planning committee underway. He said Miller would like a park board member to sit on the committee. Mogle passed out a schedule for the Citizen Advisory Committee Meeting Schedule. Deb Horaz mentioned that Vickie said she would sit in on the first meeting then Deb said she would sit in on the rest of them. Hiding Spot Park Dave Mogle handed out a copy of the award recognition letter for Hiding Spot Park. A big congratulation goes out to Laura Haake and Scott Sleezer. The letter stated that Hiding Spot Park was chosen as a winner in its division and category for the Illinois Park & Recreation Association's Awards and Recognition Program. Winners will be highlighted on large video screens during the IAPD/IPRA Conference Awards Luncheon on Friday January 25, 2008. The award recognizes public agencies for their exceptional and unique achievements in design and development. A plaque will be received for this honor. 3 New Business: IAPD Credential Certificate Dave Mogle stated that the 2008 Illinois Park and Recreation State Conference is scheduled at the Hyatt Regency in Chicago, January 24- 26th, 2008. He said the event is significant for continuing education for staff and also promotes educational training sessions for volunteer board members representing park districts and park and recreation departments. He said that this one of the largest state conferences in the nation and approximately 4,500 people would be attending. Mogle wanted to know that it would be available for members to come out to. He said the luncheon is Friday about 11:45 and lasts a couple of hours. Chris Rollins asked about the IED Credentials Certificate. He wanted to know if we got more than one vote if we had more than one delegate. Mogle said no we'd still only get one vote. What they do is they give you a few alternates. Mogle said he'd be there on Saturday. There was a unanimous voice vote to make Mogle the delegate. Sue Swithin said that she would be the alternate because she would be there if Mogle couldn't be. There was a unanimous voice vote to make Swithin the alternate. Yorkville Dan Signage Dave Mogle stated that he and Mayor Burd met with representatives from IDNR to discuss the State's new regulations for dam signage. They wanted to inform the City of the new requirements and the impact it would have on the dam and bypass once the project was completed. Mogle stated that there were exclusion zones for portages set by the state and they say you have to be 300 feet up the river or 50 feet down the river. That impacts how we place our portages, Mogle said. One of the things mentioned to the City Council were that some residents have complained about loosing the boat ramp, which wasn't a real boat ramp; however they are not clear on where they can pull their boats out of the water. Scott Sleezer said that they have cleared out an area that we can temporarily use as portage point however it is a long portage point to walk all the way past their old building and past river front to put back in. Mogle said the other area they are considering is putting in a portage is on the west side, but because of the geography it's pretty steep and with the exclusion zone that puts the 300-foot mark on private property which is going to create a problem there. We haven't 4 been able to rectify this but we may have until the spring to do so. He said we are looking at the south side its just going to be a long portage. Truman asked about the exclusions and Mogle said that the exclusion zones mean you can't be in that zone which means you can't be in a boat or even fishing from the bank. Rollins felt like there should be discussion on what takes place in the park and where. That's part of the problem we have now for example where we have the viaducts on the I9 cannel with the signage there. People aren't sure what signage applies where. We should be very specific in the placement of the signage. Mogle said that open bids start November 16th. Completion should be in June giving a time frame of 13 to 18 months to complete this project. Rollins said that we need to prepare people that we are required by law to post signage even though people won't like it. Mogle said that they were taking this to City Council as well. Reports: Director Report Mogle said that he had been working on the mid-year budget and there is going to the administrative meeting next week. Our department did go back and make some adjustments. He said that their department did their part and it went well. Recreation Report Mogle announces Holiday Under the Stars event will be held in Town Square Park Friday November 30th from 6:00 — 9:00 PM. There will be a tree lighting ceremony, carriage rides, ice-skating, live ice sculpture carving, live reindeer, and a heated tent. Scott Sleezer noted that Alderman Plocher's family donated the 12- foot evergreen that they planted which will now be the City's Christmas tree. Adjournment for Executive Session: Chris Rollins entertains a motion to adjourn the meeting at 8:30 PM to - go into an executive session. Van Truman 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 8:30 PM. 5 Chris Rollins called a roll call vote to go into executive session: Chris Rollins-Yes; Ken Koch-Yes; Van Truman-Yes; Deb Horaz-Yes. Chris Rollins called for a motion to end the executive session and to reconvene into regular session at 9:55 PM. Ken Koch made the motion and Deb Horaz seconded the motion. Future Meeting Schedule & Agenda Items: Sue Swithin passed out the standard rental agreement that is between them and the church. She stated that she went over the lease agreement with the pastor at the church. She said this year she said they turned it to a three-year agreement. However she put in a termination clause that would allow any party at any time to terminate the agreement. Swithin noted that the agreement says she would never pull the preschool in the middle of the year and they would never evict us in the middle of the year either. We could also extend it or renew it. The reason we went to a three-year fee schedule is because every year they up the fee however she didn't know this until after the registration took place and her budget was done. Swithin wanted the board to review the agreement and asked if it could be put on the next meeting agenda. With no other business Chris Rollins called for a motion to adjourn the meeting at 10:00 PM. Debbie Horaz made a motion and Van Truman seconded the motion to end the regular session. The motion was unanimously approved by voice vote and meeting was adjourned at 10:00 PM. Next Meeting: December 13, 2007 Minutes respectfully submitted by Jamie Cheatham, Minute Taker 6