Park Board Minutes 2006 04-13-06 UNITED CITY OF YORKVILLE
YORKVILLE PARKS &RECREATION DEPARTMENT BOARD MEETING
Parks & Recreation Administrative Offices Riverfront Building
Thursday, April 1.3,2006
MINUTES
CALL TO ORDER:
Meeting was called to order by Chris Rollins at 7:00 p.m.
ROLL CALL:
Chris Rollins, Ken Koch,Van Truman, and Gary Golinslti
GUESTS/CITY OFFICIALS/STAFF:
David Mogle, Director
Scott Sleezer, Superintendent of Parks
Sue Swithin, Superintendent of Recreation
PUBLIC COMME NTS:
None
( PRESENTATION:
None
APPROVAL OF MINUTES:
The minutes from the March 23, 2006 board meeting was approved on motion by Gary Golinslti
and seconded by Van Truman. The motion was unanimously approved.
BILLS REVIEW:
Cash Analysis & Bills List
Check#202601 for Nextel Communications will be paid on-line so the check was voided.
The payment for the sport packs are for the items that are given away at the golf outing..
The bills list was amended to include check#202621 in the amount of$1 5,436.69 due to an
accounting error. The funds were accidentally deposited into the Parks and Recreation account.
It should have been deposited into a City general fund monies account,.
Van Tnunan motioned to approve the bills list and was seconded by Gary Golinslti. Roll call
vote: Cluis Rollins—Yes, Ken Koch—Yes, Van Truman—Yes, and Gary Golinslti—Yes. The
motion was unanimously approved.
OLD BUSINESS:
Grand Reserve PUD/Concession Building
Tom Small of Pasquinelli Development Group (MPI)has been asking the City to provide a letter
to give him some assuance that the PUD agreement with them will be honored for parks A
through I. It is the understanding of David Mogle that Scott Sleezer has had some conversations
with Tom Small and the Board had directed Scott to hold off on sending this letter„ The intent of
the agreement was to have a certain amount of money spent for amenities for each one of the
parks. David Mogle had pointed out that these were concept only amounts. MPI had sold the
builders each pod with the understanding that the parks have a certain amount of amenities. 'Toni
Small's concern is that his credibility will be brought in question if Parks and Recreation did not
meet these numbers. The reason fbr the concern is because Parks and Recreation in two cases
found it necessary to exceed the amounts set for Parks E and I that were indicated in the PUD
agreement. This is not a problem for Tom Small, but he does not want Parks and Recreation to
be unable to meet the amounts set for the other parks resulting in those parks having only grass
and no amenities. IIis response to this was to hold up on the construction of the concession
building until he received a letter assuring this. David Mogle did point out that Parks and
Recreation wants these parks to look as nicely as he does because Parks and Recreation's
credibility is at stake too. Parks and Recreation has the professional backgiomnd and knowledge
to design and develop parks and, therefore, need total flexibility on what goes into the parks.
Tom Small respected this but still wanted to spend the minimum amounts described in the PUD
agreement even though these were concept only amounts,. David Mogle does believe Parks and
Recreation should work towards a resolution without giving up the ability to decide how the
parks will be developed. This arrangement is different and beneficial to the City as the developer
has been very generous in giving 100% land and 100% cash. Chris Rollins indicated that the
Board does need to offer Tom Small a response. He believes that Tom Small is basing his
concern on speculation. Parks and Recreation has always upheld their part of the bargain. For
example, they even put up parks before a single house was completed in that subdivision. All of
the parks they have built have been outstanding parks and have all of the features that they have
talked about putting in. They have cut costs where needed. They have received a grant to build
the trail. The concession building has always been in the concept for this particular park. The
PUD agreement does not allow MPI to dictate what can and cannot be added to a park. Parks
and Recreation needs to have this freedom,. The citizens should be the only people telling the
Board what they want.
Also, Tom Small probably does not realize that Parks and Recreation has other resources besides
land cash if they so chose to use it. An example of another resource would be grant money. His
concern about Parks and Recreation not having enough money runs contraary to the fact it will
cost Parks and Recreation money by the delay of the construction of the concession building.
Gary Golinski added that if Tom Small is concerned about his credibility, it could affect his
credibility by not building something he is required to build. Board members also felt that he
should have expressed his concern about being over budget right at the beginning,not after Parks
and Recreation expended the additional finds for Parks E and I,making them that much more of
a selling point for his homes.
Scott Sleezer and David Mogle have met and put together a list of amenities for each park and
are fairly certain that they can stay on budget with them. Scott Sleezer suggested showing Tom
Small the conceptual intentions of each park rather than the dollar amount. Each park will have
some nice features and the Board can give him the assurance that the parks will not just be grass
fields. MPI has been a good partner but the partnership is only going to work if there is trust.
Parks and Recreation need to have trust that he will do what they ask him to do and he needs to
trust that Parks and Recreation will do what they say they will do.
The Board has heard their concerns about the cost of parks and is well aware of it. The Board is
fiscally responsible. They have other souuces of fmiding. They will build nice parks under their
own initiative and without making any guarantees. David Mogle with Scott Sleezer will put
together a letter stating their position and will have the City attorney look it over.
Since they were talking about those parks, Ken Koch wanted to inform the Board that people had
an organized football game going on in the park. Parks and Recreation does not want anyone on
that grass until they can get the grass established. Signage will be put up that the park is not
open yet and will try to get it locked off.
There is a woman who is requesting a fence be put up since her property backs up to the park. It
would set a very bad precedent to put up a fence. Parks and Recreation feels that with the
developer's cooperation, they will be able to do a landscape plan that will buffer the lights,noise,
and sight of her property. There was a suggestion to have a fence policy indicating that Parks
and Recreation will be using natural minimal barriers for a line of demarcation between parks
and individuals' properties because fences are a maintenance issue—they catch a lot of litter;
they're hard to trim around; and need to be maintained. Signage will definitely be posted that
indicate no trespassing. Scott Sleezer indicated,however,that there are some situations where
fences may be needed and suggested handling things case by case. He also suggested that even
before the parks are built to tag them indicating the ones that will have lights or paths so that the
homeowners are aware of the situation upfiont so they can purchase their land accordingly. The
sign can say "future site of lighted ball field or trail."
People in Kylyn's Crossing subdivision were not aware of a path to be put in and are fighting it,
That land, however, was purchased by Parks and Recreation with land cash and is a link to the
Rob Roy trail and has been in the master plan. It would be a bad precedent to change this.
Scholarship Report
The COW meeting requested a scholarship report.. David Mogle just wanted to provide the
Board with the same information. Lisa Reisinger has been gathering the naives of all the
different organizations that provide services for disabled individuals. Several of the
organizations are outside of Yorkville but service the people of Yorkville. The next step is to
gather actual statistics. This will take some time. They will then be able to actually address the
issue of whether to we should belong to a special recreation association or whether it would not
be cost effective..
Board Retreat
Everyone agrees that a Board retreat will be valuable,but the real challenge is to find a time that
will fit in everyone's schedule. They could meet on May 19 to May 20 at 6:30 or 7:00. David
Mogle will try to find a state park or a park district facility. Chris Rollins mentioned the
conference center in Warr enville called Cenacle Retreat House which is at the intersection of
Butterfield and Watienville Roads. Some possible items on the agenda would be updating the
i master plan, discussing the Hoover property, short-term,and long-term goals,parldschool
relationships, staffing, capital improvement plan, and the community survey. For a nominal fee
they could have someone facilitate the meeting. This will be valuable because there will be
someone who will be keeping track of notes,keeping on the topic, and moving the time schedule
along. It is easier for someone who is not a participant to do this and frees everyone up to fully
participate.
NEW BUSINESS:
Town Meeting(s),for Prairie Meadows
In the past,Parks and Recreation has had town meetings just prior to Board meetings. David
Mogle suggested having the meeting in the neighborhood. It may be more convenient for people
to come out and we may get more input. Their first suggestion was to use the Model home at
Prairie Meadows, but this may not be lar ge enough for our needs. It was then suggested to use
the fire department. Since the park will have a fire department theme,this location may work
out well AMG Homes was excited about having the meeting at the model home and was willing
to supply refreshments. Parks and Recreation will see if AMG Homes would still like to host it
over at the fine department if there is not enough room in the model home. Scott Sleezer has
invited AMG Homes to stand up and say a few words. Having a developer participate, helps
build a sense of community. Board members are encouraged to attend, but staff will convey
back what they have heard. Once David Mogle and Scott Sleezer have a chance to discuss it
with the fire department and the developer they will notify the Board with some dates. They
would like a conceptual idea brought to the Board first and then bring it to the public.
Garne Faun Road Construction
The staging area needs to be determined for the upcoming Game Farm Road reconstruction.
Parks and Recreation has been asked by Joe Wywrot to use the area north of the library, so it will
impact park activities to the west of the Beecher Building. There will be three phases and they
are thinking about changing the staging area to get as close to each phase as possible. Other
areas have also been considered but they are not owned by the City so availability is not certain.
This may mean that the staging area would be by Beecher for the entire time. Parks and
Recreation would prefer them using their other options, such as the cemetery,because Parks and
Recreation still have some recreational opportunities out on the front lawn, especially during the
summer. The Board agreed with this.
Park Nanning Letter
Alderwoman Spears asked Parks and Recreation to consider naming a park after an individual
with Yorkville ties that was a flight attendant on American Airlines Flight 11 which was flown
into the towers. They tried naming a street after him but it did not meet the requirements.
Unfortunately,this does not meet Parks and Recreation's park naming criteria either. Parks and
Recreation would like to find another way to honor this individual,however. There was some
discussion to come up with a way to honor him. Chris Rollins suggested having a memorial park
to give tribute to people with healing gardens, etc. Scott Sleezer-suggested having this as a part
of Town Square. It is a focal, central park. There can be a wall with plaques with a rose garden.
They could possibly even redo the memorial. It could be a place to have wedding pictures or to
1 just relax. It occupies a prominent place in the community. They can have a master plan but
build it apiece at a time. "Ihe timing might be good with the reconstruction of the street. ;
People can purchase a memorial tree for a$300 donation. It comes with a nice plaque.
Unfortunately, many people would like a tree in Towns Square so people are being turned down
because we don't want to overpopulate the park the trees either,
Van Truman even suggested having a paver walk or memorializing ball parks. David Mogle
suggested naming the fast tennis court complex that Parks and Recreation builds after this
person since he was on the termis team. The Board all agreed that naming a termis court amenity
after this person being he was a tennis player would be the most fitting for memorializing him
and because they are naming a facility within a park it does not deviate from the policy.
REPORTS
Recreation Reports
Sue Swithin will be interviewing next week for the two positions. They received approximately
one hundred applicants. The first interview will be with Denise, Tim, and Sue. After that they
will interview one or two people to finalize the decision. One will handle the early childhood,
toddler, youth, and active adult classes and the other will handle the athletic classes with the
special events pertaining to that. They hope to have them sometime in May.
Since Sue Swithin is in a position with more staff and is separated from the people she
supervises, she would like for Tun to become more involved in management as a senior
recreation coordniator. Sue Switbiu will provide at the next meeting a job description with the
tasks and duties and the areas he will be responsible for, He will still oversee the preschool and
will slowly take over the concession stand managerial duties. He will also mostly do special
events. Tim is very excited about this. In the year to come she would like to make a range
change and financially adjust hire to be a recreation foreman.
There was a concern in the budget line item regarding the reserve money labeled preschool van.
This vehicle would not exclusively be a preschool van. It would be a fifteen passenger
recreation bus that has seatbelts that anyone could drive. Preschoolers can be put in it,however,
without a child seat. It will be used for preschool daily and for Christmas break, Spring break,
and Summer break camps. Sue Swithin will rename the line item to "recreational passenger
bus." Over the years, Sue Swithin has made thousands of dollars from special events—mainly
the golf outing—in which she does not know where the money goes except for funding her
general budget for day to day operations. She would feel better about soliciting sponsorship to
have a goal in mind and feels that this is the oily way she will receive an itern such as this.. She
will also have the opportunity for donations and will print the names on the bus of those donating
to this cause She will provide information to the Board to get their approval to do this. Chris
Rollins' only concerns are that the City's insurance coverage is adequate for something like this
and that waivers are received by the passengers. With this vehicle, fewer programs may need to
be cancelled because sometimes paying for a large bus for a few people would not be.justified,
but with this vehicle the costs could be controlled. When reviewing the budget, Corned had
questioned this because they thought the funds could be better used for the special recreation
scholarship fund
1
David Mogle was unable to get the fiords from another source to get the other recreation staff
vehicle that Sue requested in her budget, so he made some adjustments in the Parks and
Recreation budget. This included some of the Parks and Recreation's reserve money so that
funds are set aside to purchase a$16,000 minivan. The existing van will be able to be used as an
equipment vehicle, but the seats can go back in if they need an additional vehicle to transport
people.
Sue Swithin will need to make some capital purchases so she would like a capital line item
started for the recreation department. Chris Rollins' concern is on how the revenue side of
recreation is viewed. Some of that revenue will need to get back into the general budget to
purchase equipment to offer programs. He does like the idea of accruing amounts over several
years to make large purchases.
The preparations for the Golf Outing are going well. The number that can attend was cut back
this year so it won't be as crazy as last yem. Sponsors are coming in and five staff members will
be helping out.
Hoover Property Use
Parks and Recreation do need to start meeting with the Forest Preserve to start plarming
recreational amenities for Hoover Park.
Title Change for Executive Director
David Mogle wanted to make sure that the Board was aware that his title has changed from
Executive Director of Parks and Recreation to Director of Parks and Recreation. This was to
keep all of the Director titles consistent throughout the City. The title change is not a matter of
concern for David Mogle, but he was not sine if the Park Board was made aware of the change.
The language of the ordinance,policies,job descriptions, business cards,brochure information,
and voice mail messages will need to be changed so that where it says Executive Director it will
say Director of Parks and Recreation instead.
Payton Foundation Run
The Board is very excited that someone thought of Yorkville to have this event here. Hopefully
this will be something we will continue to sponsor in the years to come. Hopefully Hoover
Center will be the site for it in the future. This year Parks and Recreation is not being asked to
have substantial organizational involvement since it is just ten weeks away. Public Works will
be involved. Scott Sleezer indicated that we will probably utilize the high school and figure out
a way to do an 8K and a 5K run from there. Sue Swithin will have it posted in our catalog.
ADDITIONAL BUSINESS
Mayor Prochaska had mentioned that the joint letter to be sent out to the school superintendent
was drafted and asked Cluis Rollins to co-sign the letter. Both of them agreed that they wanted
the Park Board and the School Board copied on the letter, Basically, it is the same letter that was
drafted earlier on regarding the liaison position.
Alderman Dean Wolfer wrote a complementary letter concerning the matter of United Way's
agreement to partner with us. He words of encoluagement were appreciated.
Last November/Decennber there was a deposit check from the Beecher Center for$450 that was
sent to an individual who received this check out of nowhere which was signed by the Park
Board. This happened during the transition of the Beecher Center and was not the Parks and
Recreation's doing. The check has been received back and has been taken care of.
David Mogle will be getting married on July 23, 2006, and will be taking a week off. I-Ie will,
therefore, not be at the July 27, 2006 meeting. He will have everything for the meeting ready.
The manufacturer has issued a recall to the Parks Department to take its swings out of service,
and it is still unknown when Rice Park will be receiving the new pants. There were some
structural problems with them. The manufacturer hasn't determined how they will solve the
problem. In order to get the swings paid for,they will need to wait it out. As soon as Scott
Sleezer hears something about it, he will notify the Board. The City Attorney has been made
aware of the situation. Notices have been sent out, but signage will be posted also regarding the
manufachuer's defect.
The T-ball baseball field will be striped this year T-ball will be played hr the soccer fields so
that they are all in one location. They will need to find out what dimensions are wanted.
The passive park in Rivers Edge was going to be a joint citizen park. People had mentioned that
they were willing to make contributions but they have never stepped forward or were self-
seeking. Parks and Recreation,therefore, needs to work with the funds they have and will have a
revised plan. If people in the community still want to be involved, Parks and Recreation will
have opportunities available for them.
The park planner has been hired and starts May 1, 2006. This person will report to Travis Miller
but will be used by Parks and Recreation, She is a Yorkville resident who worked for the
Oswego park district for the last 4-5 years. She understands maintenance and design and has
done a lot of municipal work. She is only a few hours away from her Masters degree in natural
restoration which is her passion.
Frisbee golf will be available for the day camp and will be built mostly in house.
ADJOURNW,NT:
The meeting adjourned at 9:24 p.m. following the motion by Ken Koch and seconded by Van
Truman. The motion was unanimously approved.
Minute Taker—Jeanie Arbet