Park Board Minutes 2007 12-13-07 Hite it f Y rkville D APPROVE
United C' yo 0
Yorkville Parks and Recreation Department Board Meeting
Administration Office - Riverfront Building, 201 W. Hydraulic
Street, Yorkville, IL 60560
Thursday, December 13th, 2007, 7 pm
Call to Order:
Ken Koch called the meeting to order at 7:00 pm.
Roll Call: Ken Koch, Van Truman, Debbie Horaz & Vickie Coveny
Kelly Sedgwick (arrived at 7: 15 pm)
Introduction of Guests, Citv 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 - /November 29, 2007
Van Truman noted all motions called by Chris Rollins on pages 1, 2
and 6 should read, "Chris Rollins called for a motion." He also pointed
out on page three under the master plan update second paragraph
should read "vying" instead of "buying". Dave Mogle would like to
amend first page under bills review. The last sentence in the first
paragraph should read "Ice Miller Law Firm" instead of "Ross Law
Firm." Also on page two, first paragraph Mogle would like the first
sentence under the Hoover Property Ad Hoc Committee Report to read
that he and Jason met without his other committee members instead
of board members. Also on page three Mogle wanted the third
sentence to read that he and Jason talked about if they waited until
the July 1, 2009 cycle they'd be waiting too long.
Ken Koch called for a motion to approve the Regular Park Board
Meeting, November 29th, 2007, minutes. The motion was made by
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Van Truman and seconded by Deb Horaz. The motion was
unanimously approved by voice vote.
Bills Review:
Cash Analysis & Bill List
With no questions or comments regarding the cash analysis or bills list
Ken Koch asked for a motion to approve the cash analysis and bills list
as submitted. Vickie Coveny made the motion and Van Truman
seconded the motion. The motion was approved by roll call: Koch-Yes;
Horaz-Yes; Truman-Yes & Vickie Coveny
Old Business:
Usage Agreement for Operations of Pre School
Sue Swithin said that she added a termination clause and that if either
party wanted to terminate the agreement it couldn't be during the
year; it states it would be at the end of the year. She also said that
the changes are undergoing legal review.
Van Truman wanted to see an amendment on page two, section
seven, Termination, second sentence verbiage "refer to 6.b" to be put
in parentheses. He felt that sentence would be easier to understand.
Ken Koch made a motion that the usage agreement as is be approved
pending legal review. The motion was approved by roll call: Koch-Yes;
Horaz-Yes; Truman-Yes & Vickie Coveny
Park Development Standards
Dave Mogle noted that Scott. and Laura had been working on this and
that as part of the Parks and Recreation Department Master Plan, the
Park Development Standards have been revised and that this will
become part of the Master Plan that we take to the City Council.
Laura Haake stated that she looked at the Park Development
Standards and the Yorkville Bike Trail Standards and merged them
together. This is the technical information in this section. Ken Koch
clarified that this is where the ten foot wide trails are specified.
Haake stated that they're not so much talking about design it's more
about the thickness of the asphalt and the thickness of the base course
and what we want the signage to be. She said that was the biggest
change of park development standards.
Van Truman would like to see the following amendments. On page 11
section 4 bullet A3 he would like to add the verbiage "of both parties"
after "best interest." Also in the next sentence as discussed would be
taken out.
Truman also brings up the very next item number 4 the verbiage
'walking distance" should be replaced by "radiuses."
Ken Koch made a motion to take to the City Council approve amended
park development standards and it was unanimously approved by
voice vote.
FY 2007 12008 Midyear Budget Adjustments
Dave Mogle said that the midyear budget numbers were taken to the
Administration Committee last week. The City made budget
adjustments of about 1.8 million dollars total. Mogle gave a quick
summary and said that in the revenue line item under the operational
budget we projected about thirty-eight thousand dollars of additional
revenue, which much of that was accounted for under recreational
program fees.
He said that the other big change in the revenue would be with the
carry over. He said the carry over is not added in until after the audit
and the audit has happened and the carry over is the revenue line.
He also notes that on the expense side it looks as if we're off in the
salaries and that they really aren't off. He said that a certain
individual's salary was left off however it was added at the midyear
point and it had always been accounted for on our side.
Mogle also noted at the end of the park expenses section the salary
survey and merit line items were cashed out and added to the salary
line item. So basically that gives the explanation to the adjustments
and overall expenses were still up however we still balanced out.
Deb Horaz asked what Merit was and Mogle explained that it was
increases for full-time and permeate part-time staff based on an
evaluation tool that they used.
Mogle also noted that the funds for Cobb Park would be taken out of
next year's budget leaving us to balance this year's budget.
NEW BUSINESS:
2007 Bridge Park Field Lighting Costs
Dave Mogle stated that this is an informational item only. He noted
that we were waiting for the bills to come in on the lighting cost for the
past years use at Bridge Park. Mogle noted that the electric cost also
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included all the programs that had light usages out on the field and it
also included the concession. He said it came out to be about 75
thousand in the first year. He said the first bill was the largest
because it included set up cost. He believed the total amount was
down from 12 thousand to 8 thousand assuming that all the bills were
in.
Scott Sleezer said that they learned that they should make
adjustments for what they were charging. They were charging
$48/hour for just the lights. The issue was the lights were on for more
than an hour. They hadn't taken into consideration the time the lights
were on before the game warming up and the time they were on after
the game while people were exiting the fields. Sleezer said that they
made an adjustment to include the cost of the time exceeding and
preceding the games when the lights were in use.
Swithin said that she is getting her concession stand staff trained on
recording their time on a calendar of when they turn on and off the
lights. She said that would be very easy way to record the times. She
felt that way they will get an accurate read.
Ken Koch asked about the energy and supply charge and Mogle stated
that it was on every bill. Sleezer said that the price could vary
depending on how often the lights were turned on.
Review of 2007 YYBSA Agreement and Discussion for 2008
Dave Mogle said that the plan is to meet next week with the YYBSA
representatives to begin the revision process for a new agreement.
Mogle would like to discuss the agreement and department policies
that pertain to ball field, rental fees, and rules.
Mogle noted that on the first page of the agreement under the use and
parks by the association section they talked about changing the
agreement from April 1st to July 31St range to April 1St to September
30th.
Mogle wanted to add in a disclaimer that for holidays stating we might
not provide maintenance or the same level of maintenance on the
holidays.
Mogle also stated that there will be a field that the YYBSA won't be
able to use. Ken suggests that Hoover not be a rental field. Mogle said
that he suggests that the field they choose would be held out for our
own programs and he suggested that should be Prairie Meadows. He
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explained that the filed that we hold out is not going to have organized
play allowed and it will be for pickup play. Sleezer said that some of
the general complaint from the public is they have nowhere to play.
Sleezer said that Prairie Meadows is easier for people to find that's
why that one is being suggested to be held.
Truman said that we don't have exclusive arrangements with anyone
right now but we have priority arrangements. He is concerned that
whatever field we hold open we won't get the kind of walk on play to
have it be utilized to its full potential. Swithin said that pickup play
would happen where persons live and they will go to the nearest green
space to where the live; Hiding Spot Park she felt is a good example of
that.
Mogle also noted that right now we're looking at the association paying
$10 per participant to the Park and Recreation Department. Whether
they want to tack that onto their surcharge or use their reserves that
are what we would like to shoot for. Ken Koch said at their last
meeting they already agreed to raise the fee to $15. Truman said that
the registration fee goes up every year and their program still grows
double digits. Sleezer said we put a lot of money into the fields so we
have to try to recoup some of our expenses. Sleezer said that if they
don't contribute more then they are going to see a night and day
difference on how the fields are going to look. He said we're not asking
them to cover all our costs. Truman wants to make sure we tag a
surcharge on their registration fees but we need to settle this with
them before they start printing registration materials.
Swithin said that they were missing a void of giving them that
opportunity of coming in and giving them the rental of three entire
fields for tournaments and they were looking to have everything
dragged before each game. She went over the three basic packages
that cover the additional fees in preparing the fields. She said that
they could choose a package. She went over the price changes and
packages listed in the agreement.
Park Board Meeting for 12127107 -- Quorum Question
Dave Mogle stated that he would be out on the 27th and wanted to find
out if there would be a quorum that night. After discussion the decision
was made that there would be a meeting.
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Regorts:
Directors Report
1. YMCA Partnership Presentation to City Council:
Dave Mogle said that the YMCA presented to the City Council and EDC
Committee. They are giving the YMCA an opportunity to do a public
hearing. His understanding is that they are coming to the COW
meeting on the 18tH
2. Hoover Ad Hoc Committee
Dave Mogle noted that there was nothing new and he and Jason were
shooting for a committee meeting on the 18th. Fie said that the lease
went in front of the county board members and it went really well.
Jason said that there were a small minority that wanted the City to
contribute more money but they liked the idea of the City and
County's cooperative efforts.
3. IPR State Conference
Mogle said that Ken Koch and Deb Horaz would go the same day as
Gary Golinskie.
Parks Report
Scott Sleezer passed out a memo on the purchase of a new pickup
truck and a new wing style mower. He said that they were included in
the original 2007-2008 Parks Capital budget and has also been
approved in themed year budget adjustments.
He said he wanted to order the mower now to get the discounts. He
also said that we wouldn't have to pay for them until we get them.
Ken Koch asked for a voice vote in approval to move forward in the
purchase of the mower and truck and it was unanimously approved by
voice vote.
Recreation Report
Sue Swithin goes over some highlights on the Yorkville Recreation
Department monthly report.
She handed out a final concession report that wasn't included in the
packet. She asked if we wanted to talk about the survey. She handed
out the survey and she noted that it was a raw survey at this time.
She said it was imperative that we see if we are in the right page on
what our current indoor and outdoor needs are.
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Adjournment,
Ken Koch asked for a motion to suspend the regular meeting at 10:00
pm and enter into executive session, for the purchase of real property
for the use of the public body. Sedgwick made a motion and Horaz
seconded the motion.
Koch entertains a motion to end the executive session and to
reconvene into regular session at 10:30 PM. Deb Horaz makes the
motion and Kelly Sedgwick seconded the motion.
Additional Business:
None
With no other business Ken Koch entertains a motion to adjourn the
meeting at 10:30 PM. Van Truman made a motion and Vickie Coveny
seconded the motion to end the regular session. The motion was
unanimously approved by voice vote.
Next Meeting: December 27, 2007
Minutes respectfully submitted by
Jamie Cheatham, Minute Taker
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