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Park Board Minutes 2006 04-27-06 APPROVED UNITED CITY OF YORKVILLE YORKVILLE PARKS & RECREATION DEPARTMENT BOARD MEETING Parks & Recreation Administrative Offices Riverfront Building Thursday, April 27, 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, Tammy Smock, Gary Golinski, and Alderman Paul James GUESTS/CITY OFFICIALS/STAFF: David Mogle, Director Scott Sleezer, Superintendent of Parks Sue Swithin, Superintendent of Recreation Dean Wolfer, Alderman Gary Neyer, RMA, Inc. David Branch, Hallmark Tedd Lundquist, Sec. Planning Jim Snyder, The Harlem Irving Co's Rick Filler, The Harlem Irving Co's John Philipchuck, Attorney, Richard Marker Assoc. Donald Kage Todd Skogen Mike Schoppe, Schoppe Design PUBLIC COMMENTS: None PRESENTATION: Heartland Crossing Revisions have been made to the concept plan that was last presented. There are now 35 fewer lots. Park site B has been expanded; park site D has more street frontage and is also larger; and park site A will be a potential middle school, There have been some additional trails added also. The developer requested to get credit for the bike path easement and credit for fees over and above the park land donations. The path along Aux Sable Creek would have to be pulled pretty far away from the creek in order to stay out of the hundred year flood plain, which somewhat loses the purpose of the path following the creek, In order to build the path up to keep it near the creek, for whatever amount of land built up, one and a half times that amount must be grated accordingly. Reengineering the path to keep it high and dry is Parks and Recreation's first choice, but would keep in consideration staying within the ten year flood plain. The 1 drainage profile is changing with all of the construction so we may not be able to rely on what the typical drainage has been. In order to help male a decision, Scott Sleezer requested information on where the ten year flood plain would be and what a standard year would be like so they would have an idea of how many times a year the path would be flooded.. Parks and Recreation could use some of the neighborhood trails to supplement the regional trails. However, they will not credit the developer for the entire trail system shown on the map because they do not have a use for it all. They would like linkage to the school site, linkage to the park sites, and linkage to the commercial area. The developer is looking for 26 acres in credit towards their land cash contribution for all of the open space and trails. All of the trails in that area make up T8 miles so 19 acres is being requested for credit for trails. Van Truman indicated that it is important to identify which corridors that Parks and Recreation wants. These trails will be owned by HOA. It is their policy that if a trail is land locked and does not offer any entrance for the general public to use and does not lead somewhere, it does not get credit. Trails that are in lieu of sidewalk also do not get credit. Parks and Recreation will give 100%credit for a 20 foot wide swap and for designated 10 foot trails if they are built to standards. The corridor for the Aux Sable Regional Path cannot get decided right now, but Parks and Recreation would probably like to own this corridor. It may not be built when the subdivision is built because they may be able to get a grant for it. Van Truman suggested that they take a broader scope of it to see if one side of the creek is better than the other to use, even if it is in the ten year flood plain. Typically, however, Parks and Recreation does not give credit for trails that are not high and dry. The 19 acres for the school site was only presented to Superintendent Dr. Engler, not to the School Board. Alderman Paul James believes that this should be presented to the entire School Board and to make this ajoint school/park site. He believes the school structure could be on four acres and the school board could receive land cash for the remaining acres (which would be about $1..2 million) so that Parks and Recreation can build the park site with input from the school for what they need with a joint use agreement. Parks and Recreation would like to be full and open partners with the School Board. There needs to be an overall agreement with schools. They would like to have a combination City Council, School Board, and Park Board meeting. But in the process, they must keep an eye on land cash. They may want eight acres for Parks and eight acres for School so they would have the money to build what is needed. They will try to set up the meeting for the next Park Board meeting,possibly at a different location, with this being the only item on the agenda. A letter will be drafted to the School Board president and will include the mayor. Hallmark flontes Concept Plan David Branch presented the property consisting of 350 acres. He had met with Travis Miller and a few others from the City to present the plan, but David Mogle and Scott Sleezer were not at that meeting. To utilize the time better, the Board unanimously agreed to table the discussion on this development until David Mogle and Scott Sleezer have an opportunity to meet Mth David Branch. 2 Kendall Marketplace Rick Filler presented the conceptual plan for Kendall Marketplace. The residential area is very conceptual compared to the retail, The intent is to take the entire plan through the process at once, The City requested to dedicate ten acres of land to the police station. There is a five acre park dedication, Parks and Recreation already have in their master plan to add ball fields attaching to Cannonball Park. Parks and Recreation anticipated having more homes in this area and a smaller commercial development. They will still probably extend the park, but not in a perfect rectangle,. They also may consider putting a bike path/walking path around the wet detention area. Another idea mentioned was that this may be a good place for tennis courts or the possibility of a field house. They will meet at a staff level to look into everything. APPROVAL OF MINUTES: The minutes from the April 13, 2006 Board meeting was approved on motion by Van Truman and seconded by Tammy Smock. The motion was unanimously approved. BILLS REVIEW: Cash Analysis & Bills List The check for Ero-Tex is for the replacement of what was burned at Cannonball. The police department has caught the people who had done this and the City will seek restitution, It was about$1,000 worth of damage. Gary Golinski motioned to approve the bills list and was seconded by Ken Koch. Roll call vote: Chris Rollins—Yes, Ken Koch—Yes, Van Truman—Yes, Tammy Smock— Yes, and Gary Golinski—Yes, The motion was unanimously approved. OLD BUSINESS: Greenbriar Pond An e-mail was received by Ron Kalina who is trying to resolve the problem of algae growth at Greenbriar Pond. His request is for Parks and Recreation to purchase an aerator to resolve the problem. This, however, would not resolve the problem. It would only push the algae to the side and mosquitoes could still breed there. Putting up vegetation around the pond could resolve the problem, but this type of vegetation is very expensive. It would cost approximately $50,000 to do this and it would take three to five years maintenance for it to take full effect. This pond was originally supposed to be owned by the homeowners. The homeowners told the City that they did not want it and forced the City to own it. Technically, the people who live there should be taking care of it and should be paying for it. This area did have an SSA but it was not implemented correctly, so it did not stand. If it will cost $50,000 to rectify the situation, this money should come from the City, not from Parks and Recreation since Parks and Recreation did not ask for this and they do not have it in the budget to permit it. If there were an inexpensive way to fix this, Parks and Recreation would do this. David Mogle suggested having an expert come in and inform Parks and Recreation of the cheapest and most efficient way possible to eliminate the problem. Parks and Recreation 3 will do the research and find out the costs. This will be a positive way to respond to Mr. Kalina. Chris Rollins would like to see the homeowners bear some of the costs. Gary Golinski will find out NvIiat his HOA uses for treating the pond in his area. Scott Sleezer pointed out, however, that if just chemicals are put into the pond, the fish will not survive. The homeowners will need to make a decision on what they want. There is a clean lakes grant that Scott Sleezer will also look into. FY06-07 Budget The budget did pass but it was not an easy task. In order to get the vehicle for recreation, adjustments needed to be made within the Parks and Recreation budget. It involved reducing preschool salaries by $5,000, reducing contractual payments by $4,000, taking $2,000 out of Parks wearing apparel, and taking $1,000 out of Parks professional growth. The total $12,000 was moved to the reserve fund which was originally set up for the proceeds from the golf outing. By doing this Parks and Recreation will be able to purchase the vehicle for recreation and still have proceeds in that reserve account to pursue a recreational bus in the future, There was question on the cell phone usage. The overall dollars did not change much. The $1,800 for wearing apparel for staff in the administrative office was originally given to Parks and Recreation for special recreation. But since United Way helped resolve the specific situation, they took that $1,800 away and gave it to the police department instead. There were a lot of questions asked to justify why Parks and Recreation needed a van. It would be in Parks and Recreation's best interest to keep a log of how the vehicle is being used to show justification for the vehicle. Sue Swithin had some concerns on the way the vehicle was purchased, If this was on the asset replacement program for capital expenditures on the recreation side, she should not have had to pull operating money out of recreations budget. NEW BUSINESS: Kylyn Ridge Trail Concerns Todd Skogen and Donald Kage carne to represent fifteen homeowners of Kylyn's Ridge that are against having a trail behind their homes. They would at least like to see the trail thirty feet farther away from their homes, They are proposing purchasing the land behind their homes. It was thought that according to the land cash ordinance, it makes it illegal for Parks to sell their land. The City Attorney is looking into this. The intent of this trail is to get linkage to the north/south Rob Roy Regional Trail. This plan for the trail was in the master plan before homes were even built there. When Parks and Recreation buy land, they do not always build a trail right away. Sometimes they negotiate with the developer to build the trails and sometimes they take the easement against the future opportunity to build a whole section of trail. Or sometimes they wait to apply for a grant to build a trail. In the future they may ask developers to post signs indicating that the easement is the future site of a trail. In most communities, when trails are adjacent to properties, it is looked at as an enhancement to the property. 4 According to Todd and Donald, AMG presented this land as being association property, not City property. The survey of the homeowners indicates that the trail land is a linear park. The homeowners' association land was also called a linear park. This was very misleading to the homeowners, The City will need to tell developers that they need to clearly describe what land is City owned and what land is owned by associations. Parks and Recreation will write up a letter stating their decision. They are hoping that the homeowners will be pleasantly surprised at how nice it is to have a trail. Grand Reseri,e D Playground Design The Grand Reserve Park D will have a school theme. This park will be adjacent to the school. They will have a main play structure; a swing set structure, a shelter, and a log roll and climber. Park Kreations' design was the one most liked because it allowed children to play chase games with a route to follow and was the most favorable wheelchair accessible park. There would be an 18 ft. web climber which can handle a lot of children at one time which is critical for a school playground. The park is developed for 5-12 years olds. Park C, which is kitty-corner to this park, will be for 2-5 years old. Staff'recommends the Little Tykes playground and the new model of Little Tykes swings. The shelter is from the same company that did the shelter in Sunflower Park. It is a rectangular, custom shelter than can have the school name on it.. The park should be open by September 1, 2006. The total price would be $66,931, which is in Parks and Recreation's budget. The breakdown is as follows: Main Play Structure Little Tykes $33,705 Swings Little Tykes 6,100 Shelter Zenon 12,600 Web Climber Little Tykes 13,426 Log Roll Little Tykes Pirouette Zenon 1,100 TOTAL: $66,931 Van Truman motioned to accept the staff recommendation for equipment for Grand Reserve Park D to include the items listed above for the total of$66,931, Gary Golinski seconded the motion. Roll call vote: Chris Rollins—Yes, Ken Koch—Yes, Van Truman—Yes, Tammy Smock—Yes, and Gary Golinski—Yes. The motion was unanimously approved, Prairie Meadows Preliminary Design (Menards Residential) This park will be north of the new post office. It is a seven acre site in which 2.5 acres are for the park and 4 acres are for the maintenance facility. The theme for the park is a firehouse due to its proximity to the firehouse. A flagpole from the old firehouse will be incorporated into this design. This is Parks' 2006 OSLAD grant application park. The volunteer fire department may want to be involved a little bit with the park, In the next 5 week or so they will have a public meeting at the firehouse in the development or in the model home of AMG. The flagpole, the insignia, and possibly a bronze firefighter statue will be incorporated into the park. It will also have an educational component that will teach the children about fire safety. The flagpole that mounts to a building from the old firehouse will be bolted to a ten foot tower that will look like a drying tower used at firehouses that they hang hoses on. A green and red light will be on each side with a plaque on the front of this monument that carne from this particular flagpole which was dedicated to someone at the firehouse. In the future they may have some other feature of this park to honor different firefighters. There will also be a water feature for water play. It will be interactive so that the children can turn the water on and off for a short duration. The shelter will have details on it to mimic a firehouse. The benches may have ladders on the back of them. They would like to separate the 2-5 years old from the 5-12 years old age groups so that the younger children do not get trampled coming and going from the water feature. It will be spread out nicely. There will be belt and tot swings. They have left some room in case HOA wanted to add something. The 5-12 years old area will be a European style playground which will be a little different than they're used to. They are considering having the fire department/paramedics come periodically to the park to work with kids to learn 9-1-1 or to stop/drop/roll, etc. The bronze statute honors the long tradition that Yorkville has with volunteer fire departments. Basketball nets may be put in the park maintenance building parking lot without the pad to get the maximum use. Also, because the parking lot for the maintenance building is tied into the park they can get 50%of the panting lot paid for by the grant. If we do not receive the OSLAD grant, it will change drastically what Parks and Recreation will do with the park. They will not know until late December or early January if they will get it.. East of the post office will all be commercial so this park is much needed in this area. The budget for the park is approximately $400,000 with $300,000 from land cash. The OLLAD grant is a 50% matching grant. Because the theme is well enough developed, the Board unanimously agreed to move forward to have a public meeting regarding the park as presented. It will then be brought back to the Board with whatever changes that there may be and then back to another public meeting. The plans will also probably be brought to the fire department meeting. Scott Sleezer will let the Board know the date of the public meeting, He is hoping to have it before the next Park and Recreation Board meeting. It is important to have this meeting soon because the July 1 deadline is approaching. REPORTS None ADDITIONAL BUSINESS Board Retreat Although almost everyone would be able to make the Board retreat on the designated dates, it was mentioned that it may be difficult to pull together all the information for the agenda items in just three weeks time in order for it to be productive. It may be a better 6 ahemative to wait until the fall which is a slower time for the department and will allow more time for the meeting and to secure an appropriate site and a facilitator. The Board decided to reschedule the retreat for possibly sometime in October. Van Purchase The purchase of a van is going to COW on Tuesday and will go to City Council on May 9, 2006, The van will then be purchased on May 10, 2006, The Board is in unanimous agreement to purchase the van. Rivers Edge Park Dean Wolfer mentioned that a developer has offered to grade this park as he is almost done in that area. The Board would like to hold off on this at this time as it may not be cost effective. Camp 9-1-1 Dean Wolfer wanted to thank Parks and Recreation for bringing in Camp 9-1-1. ADJOURNMENT: The meeting adjourned at 10:45 p.m. following the motion by Ken Koch and seconded by Tammy Smock. The motion was unanimously approved.. Minute Taker—.Jeanne Arbet 7