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Park Board Minutes 2006 10-12-06 UNITED CITY OF YORKVILLE YORKVILLE PARKS & RECREATION DEPARTMENT BOARD MEETING Parks & Recreation Administrative Office Riverfront Building Thursday, October 12, 2006 MINUTES CALL TO ORDER: Meeting was called to order by Chris Rollins at 7:04 p.m. ROLL CALL: Chris Rollins, Ken Koch, Van Tr unan, Gary Golinslti, and Debbie Horaz GUESTS/CITY OFFICIALS/STAFF: Sue Swithin, Superintendent of Recreation Scott Sleezer, Superintendent of Parks Dean Wolfer, Alderman Art Prochaska,Mayor of Yorkville APPROVAL OF MINUTES: The minutes from the special meeting of August 21St regarding Westbury Village and the minutes from the September 28th, 2006 Parks and Recreation Board Meeting were approved on motion by Gary Golinsk and seconded by Ken Koch. The motion was unanimously approved. BILLS REVIEW: Cash Analysis&Bills List Chris Rollins verified that the amount of$5,600 for Belan Services for remodeling the existing bathroom at the Riverfi-ont Building was within the anticipated budget. Sue Switlun said yes. Chris asked for clarification regarding the Hometown Days page with the charges for services and the carry over balance listed. Sue said that specific numbers will be discussed at the next Board Meeting within the Hometown Days Report. The figures are being double checked for accuracy. There was a cost for the appraisal of Lot 167. This was needed for a 4 acre swap in Prairie Meadows. Chris questioned if trencher and edger equipment should be purchased to avoid rental fees. Scott Sleezer said the rentals work best at this time. Gary Golinslti asked if the Greenbriar Pond treatments are working and is money well spent. Scott Sleezer answered that without high heat and lots of rain, it was a bad year to judge the effectiveness of the treatments. There were no phone calls to complain about the issue and the pond seems pretty clean. Debbie Horaz motioned to approve the cash analysis and bills list. The motion was seconded by Van Tnunan. Roll call vote: Chris Rollins—Yes, Ken Koch—Yes, Van Truman—Yes, Gary Golinslti—Yes, and Debbie Horaz—Yes. The motion was unanimously approved. OLD BUSINESS: Westbury Development Dave Mogle and Scott Sleezer are still negotiating with Westbury Development. More time is needed to work out issues. Further developments will be brought to the Board. Originally, it was thought that the development would attend the next COW meeting but they are not. Westbury East is partially developed along Route 47. The middle,north, and west sections are still under negotiations. Mayor Art Prochaska said that there is still a lot of work to be done with the negotiations. Board Retreat Sue Swithin handed out a packet. The first page includes the meeting and eating agenda tunes. The second page is the map of the lodge. The next pages include maps to Holiday Inn Express and Starved Rock. Sue Swithin, Scott Sleezer, and Dave Mogle met with the facilitator again. An updated topic agenda was narrowed down. Sue will check everyone in at the motel Friday afternoon and will have keys to distribute at Starved Rock on Friday night. The Friday social will be 5:30 -6:30 p.m. in the Utica Room or in the lounge. From 6:30- 9:30 the meeting would take place. The social after this will start at 9:30 at Starved Rock. On Satm-day morning the motel does have a complimentary breakfast The agenda page lists the food and beverages that will be available at 8 a.m., 10 a.m., assorted box lunches at noon, and a break at 2:30_ The lunch will be a working lunch. Departure is at 5 p.m. Sue Swithin will check everyone out of each room early Saturday morning. All in attendance at the meeting tonight said they will be at the retreat. Truck Purchase Staff recommends the purchase of three trucks through the State Purchasing Program— one replacement truck and two new trucks. The trucks would cost$73,200 and be within the$75,000 budget. The state program does the bidding for the trucks. The state purchase contract expires on October 14"', so all vehicles must be ordered by October 13, 2006. The replaced vehicle is leaving the fleet. In the past, trucks that were replaced were parked at Public Works with a For Sale sign. Sealed bids were accepted and the highest bid won. Scott Sleezer would like to try the process of trading in trucks leaving the fleet with the car dealer. With the trade-in amounts on paper, Scott could show City Council and the Park Board for approval. Chris Rollins said there is a website the state is using to liquidate surplus vehicles, and it is open to any government entity. To list vehicles, Chris thinks there is no cost to do this. The dealer for delivery is River Oaks Ford in Oswego. Ihis dealer has currently been servicing the city vehicles. Included in the cost of the vehicles are extras added to the trucks such as Parks and Recreation logos and light bars. i Gary Golinski motioned to accept the expenditure of$73,200.00 to purchase one replacement truck and two additional pick up trucks paid for f-om the parks capital line item number 22-610-7500-7006 under the budgeted amount of$75,000.00. Debbie Horaz seconded the motion, Roll call vote: Chris Rollins–Yes, Ken Koch—Yes,Van Truman–Yes, Gary Golinski—Yes, and Debbie Horaz—Yes, The motion was unanimously approved,. NEW BUSINESS: Grande Reserve Park A and Park B Design Services Laura Haake is handling much of the park designs, but she alone can't handle all of the parks workload. She probably has about a dozen projects going on currently. Parks and Recreation is expected to produce 5-8 parks a year for the next 5 years to keep up with the city's growth. Schoppe Design will be used for the next park sites in Grande Reserve due to the good rapport with the developer and the company has done the work on the completed parks in that development so far. Schoppe Design Services will not do construction. Parks and Recreation will do that. The company will design the parks and send out the bids and get approvals from the Park Board and City Council. Then construction is started. The Grande Reserve Park A design fee is $13,800. This park will cost about$120,000. The Grande Reserve Park B will cost about$130,000 with the design fee at$17,200. Schoppe Design Associates, Inc. is doing the construction contract and administration phase. Ken Koch mentioned Heartland Chicle was brought to his attention by residents. Scott Sleezer said that park is paid for by the permit and that is what is driving that. The design will come up this winter. Sixty percent of the homes should be built so the pool of money is there to physically be able to build the park. Ideally,parks are front-funded by the developer, and the parks are built quicker. Chris verified that the homes served by Parks A and B are villa,multifamily, and town home neighborhoods.. These homes will fill up quickly and have the need for parks immediately. Scott Sleezer said they should be built in the spring. One park is near the Regional Park site and one is north of Mill Road. There are some natural barriers in place. Dave Mogle and Scott Sleezer created a list of some of the Grande Reserve Parks Amenities and the Board was given a copy.. Park A is tree house themed. Park B is castle themed. (This will look different than the castle park in Raintree.) Because of the lay of the land in Park B, 9 hole disc golf will be included. Hopscotch and Four Square aren't expensive and allow kids to use their imagination. To save money, a couple of wooden shelters will be tried. Grande Reserve Parks D and E are complete. The Regional Park is near completion, and that park's playground will be operational by the spring if not before. The Board recommends accepting the two proposals fiom Schoppe Design Associates, Inc. for the designs of Grande Reserve Park A for$13,800 and Grande Reserve Paris B for$1'7, 200. This was motioned by Ken Koch and seconded by Gary Golinski. Roll call vote: Chris Rollins–Yes,Ken Koch—Yes,Van'Truman–Yes, Gary Golinski—Yes, and Debbie Horaz—Yes. The motion was unanimously approved,. REPORTS: Parks Report Scott Sleezer will report at the next meeting. Recreation Report Sue Swithin reported that day and evening recreation programs are filling up in the new Riverfront Building. The facilities are quiet when need to be, the space is open, and clean. Participants are giving positive feedback about this. The preschool program is full and going smooth. Registration was in February for this fall. Tim and Sue discussed with preschool staff adding a Friday afternoon 4 year olds class. Now there is a Monday, Wednesday, Friday 4 year old program instead of just Monday and Wednesday afternoon. Instead of Friday afternoon preparation time,teachers have matching in- service days with the public school days. Registration for the following year will be in February. The current families in the program and siblings can register,the first week of registration. Soccer is up and running. There were a couple of concerns with the competitive soccer program with the transition of old and new staff: The recreation department has an in- house competitive team that plays a few travel games with local areas. The department is also partnered with a travel soccer program and that group handles the travel issues. Sue will have a post meeting with Joe Gatlin and talk about improvements and changes to the program. Softball will be ending soon. Joe Gatlin set up the league effectively and quickly. The league is currently co-ed soft 12 inch, but 14 inch"mush ball" is being considered for next year. Men's leagues may be started as well. the fall session programs end in November. The next catalog will be out with the new programs from November through February. Van Truman asked if there were any issues with soccer at Fox Hill East. Sue Swithin said there were none reported, but said she is not happy with the traffic there. People are parking on John Street, on side streets, and in the back and front of the commercial area near there. Sue hopes to move U8 and U6 games at Grande Reserve or Hoover. She doesn't want youth soccer at Fox Hill next year because of the danger of the traffic. It is believed that even with only one larger soccer field being used at Fox Hill (currently two smaller fields are used at the same time),parking would be an issue. At Grande Reserve, people park along the soccer fields and the road and fill the residential roads, before people park in the designated parking area. Parking would be more plentiful in that area. Sue Switlun will bring bid estimates for the old post office for the next meeting. The asbestos floor will be covered. This issue was known at the time of the building purchase. Gary Golinski checked on the status of the plaques for Tammy and Heather. They were to be presented during Hometown Days. They are in Dave Mogle's office and a time needs to be scheduled with the Park Board or City Council to present them. ADJOURNMENT: The meeting adjourned at 7:56 p.m. following motion by Van Truman and seconded by Gary Golinski. The motion was unanimously approved. Minute Taker—Eileen Lesak I