Park Board Minutes 2006 10-26-06 UNITED CITY OF YORKVILLE
YORKVILLE PARKS & RECREATION DEPARTMENT BOARD MEETING
Parks & Recreation Administrative Office Riverfront Building
Thursday, October 26,2006
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, Guy Golinski, Debbie Horaz, and Kelly
Sedgwick
GUESTS/CITY OFFICIALS/STAFF:
Dave Mogle,Director of Parks and Recreation
Sue Switbin, Superintendent of Recreation
Scott Sleezer, Superintendent of Parks
Laura Haake, Park Planner
Other guests that attended the meeting were the following: Pete Athens, ,John Paku, Mike
Romano, Chris Moment, Ben Assell, Joan O'Malleg, Kelly Kramer, Jeff Myland, Wally
Kilburg, Paul Burlington,Bill Cosentino, and Robin Owen.
PRESENTATIONS:
Edivmd Health
Kelly Kramer; an attorney with the Law Office of Daniel J. Kramer, is representing
Edward Healthcare who applied for a P.U.D.plan with the United City of Yorkville.
This given parcel is about 100 acres and located at the intersections of Route 127 and
Route 71. On the west side are about 30 residential lots which buffer Wildwood
Subdivision and Crooked Creek Subdivision. Country Hills is across from Route 71. At
the northwestern section, a commercial outlet is plumed. A possible hospital may be
built within the bulk of the premise. The construction would begin with a medical office
building with possibly admission offices, a radiology treatment center, and perhaps an
urgent care site.
With the few residential lots of R2 zoning, Ms. Kramer wants comments regarding land
cash contribution of 1 acre and the possibility of a wooded trail system throughout the
commercial and hospital sites, Within the residential areas, a tree study is underway to
preserve trees.
Staff believes Parks and Recreation should take an acre of land since there is no park in
Crooked Creek or Wildwood. Earlier this morning at Planning Council,the Staff
suggested a partnership with Edward Health to promote health and recreation together. If'
the developer gave more land,the exchange would give Parks and Recreation more
options. Maybe a park could be adjacent to the fitness center. A market analysis will be
i done to establish the need for a fitness center with Club 47 and theYMCA already in
Yorkville and a couple big fitness centers going in East. Also at the planning meeting, a
trail-in-lieu of sidewalk inside Route 126 down to Route 71 and leading into the
Regional Bike Path was mentioned. Van Truman has noticed that the walking areas
around Edward Hospital in Naperville are highly used. He suggested integrating
stretching areas along a trail. Kelly Kramer said "station equipment" for this is a
possibility.
This group will have a hearing with the Plan Commission on November 01 at 7 p.m..
PUBLIC COM IFNT:
Wally Kilbwg complained about his Parks and Recreation Pilates classes cut short at
multiple locations for unknown events throughout the summer. Letters were written
about this problem and Parks and Recreation said at this new location that would not
happen. This evening at the Recreation Riverfront Building,he and his classmates had to
leave 15 minutes early from an hour long Pilates class. This was the result of the Parks
and Recreation Board Staff setting up chairs in case the Board meeting had to be moved
there allowing more space for the public. The Board apologized for this inconvenience.
Mr. Kilburg invited people to observe next week's class to see what that 15 minutes
means to the class.
OLD BUSINESS:
( Youth Baseball Field Usage
The direction of the Board has been to try to accommodate both YYBSA and the Reds.
At the forefront is a policy and agreement aheady established with YYBSA. This league
is required to give their master schedules to Parks and Recreation and then fields are
distributed to this organization. The policy of Parks and Recreation is to give priority to
the following groups in this order 1)Parks and Recreation and their programs, 2) the
School District, 3) Organizations with agreements in writing such as YYBSA, 4)Private
groups such as the Reds.
Staff recommends following the established policy of giving YYBSA fast priority on
fields after thew sign ups, Staff is asking YYBSA to not pursue Harris so it can reserve it
for the Reds. When YYBSA requests are in and the fields are assigned,then the Reds
can re request fields instead of, or in addition to, Harris. This way the park board's
directive of trying to accommodate both groups is being addressed because it assures
that the Reds get a field.
Chris Rollins provided some background on how the agreement with YYBSA began. He
was on the Board since the time the Recreation Department was made up of only I staff
person, and at that time YYBSA had a substantial program. Yorkville was dependent on
this baseball program, so an agreement was put in writing. The City has maintained the
fields, and YYBSA organizes the teams, coaches, and sponsors. As for Hoover, there is a
cooperative agreement between Parks and Recreation and the County. The City has been
making half the payments to hold a portion of this land through Corlands until funding
�. can be found for the County to purchase the final property. The City will take over
operation of the active areas, and the County will control the passive areas. The lease
agreement with the County Forest Preserve District is being drafted to clarify the details
of how the City operated property will be used. Parks and Recreation wants to look at the
total space of Hoover in regards to what the Yorkville community needs.. Most likely the
current baseball field may move to a more appropriate location within Hoover with
additional fields and parking. The Reds have a different time table than YYBSA. Doing
their try-outs in the Fall puts undue pressure on YYBSA who has not completed its sign-
ups by this time and are not equipped to make decisions yet. A difference this coming
year is the Regional Park will be operational, with lights to extend field usage. Another
complication, but positive, is the numbers are growing. YYBSA may have more than
1,000 participants in 2007.
Dave Mogle read the Recommendation and Rationale included in the memo to the Park
Board about youth baseball field usage. "Grant first priority for the Hoover Field to
YYBSA on condition they not pursue Harris. Have the Reds work with the Forest
Preserve District to make Hands their home field for 2007. Then, after the YYBSA sign-
ups and all field needs are determined, let the Reds re-request for more desired facilities."
The earliest decision of'how many time slots are needed for YYBSA will be February
150i. According to the agreement,practices would start March 1St. A representative of
YYBSA asked to have a March l't date in writing in the agreement renewed in January as
the date by which a decision is made for time slots, not February 15. Though not written
in the current agreement, that has been the practice. Another question was how an
understanding with the Forest Preserve will be documented concerning the part of the
recommendation that said that YYBSA must not pursue the Harris field. The Parks and
Recreation agreement with YYBSA can not state guidelines or obligations related to non-
city fields like Harris. YYBSA used Harris field in the past and it did not involve Parks
and Recreation. Therefore, the Board did not accept that part of the recommendation.
Instead, the Board hopes that YYBSA out of good will not seek Harris so it can be open
for the Reds.
Pete Athens from YYBSA stated that YYBSA,just wants the resources to run the
program properly. In the previous list of fields used last year, submitted to the Board,
Cross Lutheran and Harris were omitted as well. Practices were held at Cross Lutheran
last yeas. Games were played at Harris. Within the transition league, a side-by-side
comparison of two pitching machines—an electric, and battery powered - was done. It
was clear that the electric pitching machine was more effective for games. Because of
these results, YYBSA was only looking to practice at Harris (electric machines can't be
used there), but not play games there. But, much of the success of the transitional
program relates to the practice time to reinforce skills. That is why though Harris was
not a requested field on their list, it still could be needed. Also,there is a 20%population
growth of students since the beginning of the school year. Looking at kindergarten
through 6°' grade, there is a 25%increase in student growth. There may be 1200 or 1300
participants in YYBSA this spring.
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( YYBSA does not turn anyone away. The baseball program includes in-house
recreational, in-house plus tournament, and travel baseball. Softball has different levels
too. YYBSA sees itself as an extension of the employees of Parks and Recreation. The
Board members are invited to the new Castle Bank in Yorkville on the first Sunday of
each month for YYBSA meetings.
Some YYBSA representatives were surprised that Parks and Recreation would want to
limit Harris, because that has always been under a separate agreement with the Forest
Preserve, like any other group wanting to use the field. Dave Mogle explained that the
recommendation followed the Board's intent to try to accommodate both organizations.
The compromise was to reserve one sure field (Harris) for the Reds until the availability
of other fields was known,
Kelly Sedgwick thinks the Reds travel program is a needed opportunity for some players.
Chris Rollins said that in this community private elite travel sport programs are embraced
and well supported. However, the public should not need to support private groups with
public facilities. Private teams should not expect public resources,but should instead
financially support their own programs. Travel teams are very competitive and hand-
selected,se not at the recreational play level. Currently,Parks and Recreation sport
programs offer varying levels of play. Pete Athens cited the example of a Geneva team
that broke off from the existing organization and formed their own team. This team
leased land and bought their own field, and it is not a public domain issue.
YYBSA asked to amend the recommendation to reflect the current policy in place. The
YYBSA contract is renewed yearly in January. In the new agreement, the use of the
Regional ball fields,the issues of mounds or no mounds, and dimensions of the fields
should be clear. Flexibility of multiple teams using the same field with varying
dimensions is a goal. It is recommended for Parks and Recreation to build big fields with
Multiple base plugs. The Board will work with the confines of the current agreement.
Lighted fields are coming. There was a complaint about the co-ed softball team 2 weeks
ago only being able to play for 35 minutes before it was dark, Co-ed softball will be
moved to the lighted fields next year. The details of the lights still need to be worked out.
YYBSA thanked the Board for their support.
The consensus of the Board is that Parks and Recreation will function within the
confines of the current agreement and policy with regards to only city-controlled fields.
Suggestions can be made to the Forest Preserve District on how it uses the Harris field,
but all agreements, policies and recommendations are for city fields only.
The Hoover Field backstop and benches were there prior to the Reds using it. The Reds
added some clay and turf and did put money into it. Before the Reds the City dug 6-8
inches down and put in the needed clay and built the field.
Ms. Owens thanked the Paris Depaitment for getting the softball fields ready for 3
Sturdays for the fall softball league and doing a great job.
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The boy's 7U' and 8°i grade winter basketball travel team options were changed in the
current Packs and Recreation Catalog, The gentleman speaking spoke to Joe Gatlin
already about this and left his phone number. Other parents have expressed interest in
having the option of the kids playing in the Suburban League or playing in the Somonauk
Basketball Program. There is a big difference between the two. Sue Swithin and.Joe
Gatlin are discussing programming through this transition time. If the need is there, the
dropped program can possibly be reinstated with previous rosters and phone calls,.
APPROVAL OF.MINUTES:
The minutes from the Regular Park Board Meeting of October 12, 2006 were approved
on motion by Van Truman and seconded by Debbie Horaz, The motion was
unanimously approved. The special meeting on September 25, 2006 with the piupose of
discussing youth baseball field usage was amended, Gary Golinski stated the correction
on page 2. The first sentence should be corrected to state Hoover, not Harris. As
amended,these minutes from the special meeting September 25°i were approved on a
motion by Debbie Horaz and seconded by Gary Golinski. The motion was unanimously
approved,
BILLS REVIEW:
Cash Analysis & Bills List
Chris Rollins read a memo from Barb Reisinger regarding a corrected check, "Attached
you will find the replacement reimbursement check for .Jeanie Nauman in the amount of
( $127.00. The original check to reimburse Jeanie was for $38.3.00 which was incorrect. It
has been voided and replaced with the correct amount to reflect her portion of tuition to
Fox Valley Special Recreation Association.
Van Truman motioned to approve the cash analysis and bills list. The motion was
seconded by Ken Koch. The motion was unanimously approved.
OLD BUSINESS:
Hometown Days Report
Added to the Budget Report for Hometown Days will be another$3,000 that was
omitted. Sue Swithin will give the Board an updated report with that change. The
printed out budget showed the total revenue of$96,584.35 and the total expense at
$105,331.08. Carnival sales revenue was $34,813.00, expense was $25,813,50, and the
net was$8,999,50. Parks and Recreation made 25% of the first$30,000 of the carnival
sales and 27% after$30,000. The beer/alcohol sales revenue was $26,391.00,the
expense was $26,391.00 with the net of 0. The golf contest revenue was $1,417.00,the
expense was $500.000 with a net of$917.00, Reds Baseball ran this contest to make
money and the city needed the coverage. The car show's revenue was $2,525.00,the
expense was $1,338.84 with a net of$1,186.16, The miscellaneous revenue breakdown
was read: Car show- $1,000 (participants), Hot au balloon- $405.00, T-shirts - $310.00,
Vendors (43) - $7,075.00, Sponsors- $21,.325..00, Start up money - $1,550.00. The
entertainment/activity expenses were$54,573.50 including lighting, stage, and sound.
Other miscellaneous expenses (including start up) were$24,:366.58. This cost will go
down. The orange fencing and stakes were saved for next year along with other items.
Next year bigger bands are wanted, up to $15,000 for a band. The layout of the
celebration will change. More sponsors are needed. One hundred feet of tent will be
added to the family activities section. Instead of the hot air balloon,there may be a fly
over"Night Glow". Beer sales will be handled differently. Originally, the city was to
have 20% of beer sales. Then it was decided that beer vendors would instead give a
donation This change to the original plan has not produced money for the City yet.
Twenty percent of beer sales would have produced another$5,200. The mayor is aware
of this. Dave Mogle said the City could sell the beer. Chris Rollins said beer vendors
should at least pay for vending space. This was a transition year from an independent
event to city event. Dave Mogle stated that there improvements needed, but the public
has had positive comments about Hometown Days. Parks and Recreation Staff will meet
next week regarding the event.
Old Post Office Restroont Rehab
The following are the recommended estimates: Gleason Tile, Inc, at $1,815.00 to repair
floor and install floor file in 2 bathrooms and I mop sink area; Pete The Painter at
$1,500.00 to supply paint and labor for the painting of 2 bathrooms and I mop closet;
Verne Henne Construction&Electric at$9,630.00 to remove partitions in 2 bathrooms,
replace light fixtures in ceiling, demolish door frames and install 3 doors and frames
(including hardware) and install new handicap bars.
Kelly Sedgwick encouraged purchasing the same manufactured faucets for every new
building project. For example, Moen's faucets contain the same cartridge to fix all their
faucets and showerheads. This lowers the cost of repair and labor. Sue Swithin will
encourage this.
More than $90,000 is still needed for the post office rehab. There is $123,000 budgeted.
The estimate for the project is$165,000.
Gary Golinski motioned to accept the estimates from Gleason Tile,Inc, Pete the Painter,
and Verne Henne Constriction& Electric. Debbie Horaz seconded the motion. Roll call
vote: Chris Rollins–Yes,Ken Koch—Yes, Van Truman–Yes, Gary Golinski—Yes,
Debbie Hoiaz—Yes and Kelly Sedgwick-Yes. The motion was unanimously approved.
Board Retreat
Dave Mogle distributed a pre-retreat exercise on mission statements for the Board A
background information packet will be given out middle of next week for the retreat.
Everyone in attendance tonight said they will be at the retreat.
NEW BUSINESS:
Caledonia Park Conceptual Plan
Laura Haake presented this plan for an explorer themed park. This park includes 15 acres
of wetlands which lends itselfto bird and nature watching. At the park's entry there will
be natural grasses and an entry arch. The simple arch could be made in-house with steel
and covered with vines that grow fast and are pretty. Debbie Horaz suggested lace vine.
1 There is a direct entry path for ADA. The park includes an "explorer path" with concrete
animal track steppers with an animal track key sign..
In the main area a 12 foot or higher observation tower fully enclosed and with a slide is
planned. It has 3 levels with play elements at the bottom, a staircase, and panels on top.
The 2 -5 year play structure is that of a tiger. A rock climber, 2 tot swings, and 4 belt
swings are included. The ADA accessible centered picnic island world be raised (1-2
feet) so parents can see the whole park and kids. It is covered with trees. Another
highlight is an ADA viewfinder with a 3 year warranty. A stop can be put on it to focus
on the wetlands and not on neighboring houses. This would be located on a 10 foot by
10 foot wood deck with a ramp. The cost of the view finder is $2000. Other elements
are gorilla and giraffe benches and elephant trash cans.
Grasses from other locations can be transplanted in this park to save money. The total for
the park is budgeted at$158,000 (including landscaping), so the estimate is at
$156,395.00. Manholes were labeled so restrictions were known for open space. An
athletic field can fit in the space.
The 15 acres of wetlands will be owned. It will stay in its natural state and the
viewfinder will make it interactive. It could be a bud sanctuary. The Cub Scouts or
Parks and Recreation programs in the future can have classes to build bird houses and bat
houses and vegetation to attract butterflies, Sue Swithin suggested partnering with Angie
Alwood for nature classes, The RFP will be ready within 2 weeks. The Board likes the
explorer idea. Van Truman suggested a working telescope on the play tower. Laura
Haake will look into this or binoculars.
Ad Hoc Committee Report on YMCA/City
This was the first committee meeting to discuss potential partnerships between the
YMCA and Parks and Recreation. Individuals who attended from the city were Dave
Mogle, Debbie Horaz, and Alderman, Jason Leslie. The YMCA was represented by
Andrew Bobbitt, Becky Mmphey, and Stan Free. A new satellite Y will be at the
intersection of Mill and Kennedy. The land has been donated by Grande Reserve and
Mossier Pasquinelli Development. The value of the land is $385,000. The building is
planned for 15,000 square feet. The fast phase is scheduled to open in 2009. They will
break ground in the summer of 2008. Phase 2 includes a 0 depth warm water pool to
accommodate children, senior citizens, swim classes, and recreation. Phase 3 includes a
3 court gym and meeting rooms. YMCA is seeking partnerships not only with Parks and
Recreation, but with the school district, hospitals,maybe the new churches planned for
the property to the east.
A Late partnership should benefit both parties and their clientele. Dave and Andrew are
searching the internet for YMCA/Parks and Recreation partnerships and agreements and
will meet again on October 31St. If going to partner with the YMCA, Parks and
Recreation would like the fullest possible opportunities for residents. Each party needs to
know the programs offered by the other so they can build off each other's strengths and
not be in competition. Parks and Recreation and the YMCA each have own grant
programs. If partnered together,the grant opportunities would double.
Chris Rollins was concerned that the YMCA's intentions need to be known before we
can move forward. Dave Mogle stated the positive of having a park, the YMCA, and the
2 churches inclose proximity. Parks and Recreation have not been successful with gym
space at the Plano YMCA. If a partnership consisted of contributing funds for
construction or waiving of City fees, Parks and Recreation needs an understanding early
in the process that Yorkville would get something in kind by way of opportunities to
program in its facilities. For several years in February there has been a 2 Ball Event with
the Plano YMCA and Parks and Recreation that has been successful.
Westbury
November 21"is the COW Meeting that Westbury may attend. To seek a vote from City
Council, Westbury would come to that meeting. Dave Mogle will communicate with
Board Members individually to get input before this.
REPORTS:
Parks Report
The parks report was included in the Board packet. Three large trees were saved and
moved to Grande Reserve from the library. Park D is going well. However, a child fell
and broke his arm during recess. It was reported he was misusing the equipment.
Dave Mogle stated that a parent of two children in wheelchairs is persistent that he wants
a wheelchair swing for Park D. The playground is ADA accessible with ramps and at
least 7 interactive panels, The parent made contact with the school principal. Dave has
contacted Kendall County Special Education. Most likely a hanging swing with a back
on it will be added. The complaining parent's children can be removed from their
wheelchairs. This would cost much less than a swing for wheelchairs. If the PTO could
come up with about$15,000, a specialized piece could be added. The piece alone is
about $8,500 and then the cost for a curb and to expand the playground would be another
$6,000.
Chris Rollins cautions that this parent is providing such a narrow request for ADA
requirements and he may set a precedent for other requests. The state has daily requests
for additions to their facilities. Frequently,the response to people is accommodations to
a certain degree were already made. Restraints within the budget, site conditions, and
other factors contribute to the decision that further,changes are not possible with the
given facility. Mr. Rollins trusts Dave Mogle's line of action. Legal council could
interpret the situation. Ken Koch stated that in the past a person requested a handicapped
tot swing and it was denied. Parks and Recreation decided that the swing would be
unsafe for non-handicapped children.
One of the old cabooses near the Riverfront Building may be available for sale.
i Whispering Meadows being a train themed park could utilize a caboose. This park is
near a fume school so school groups could meet in the train. It is not known the cost of
this or the possibility of it being donated. Cabooses are a negotiating commodity on the
market now and moving them can be an inconvenience. Scott Sleezer said a crane would
be needed. Oswego Park District turned down one recently that was asking $30,000
which Chris Rollins thought was a bit high. Sue Swithin's dad is a railroad buff. It is
often cheaper to build around a flat truck and remake a caboose. At a state facility, a
caboose is used,but a long ramp was built since it was so tall.
The Prahie Meadows grant was awarded by DNR for of$400,000. Since land was used
to match, this park should cost the Parks and Recreation only $42,000. An email will be
sent out of the list of communities in the area and the grants issued. It gives the range of
programs and what is getting approval. The grant range for projects goes up to $800,000.
The maximum match is $400,000.
On November 10°i, the water park is breaking ground and so is Kendall Market Place,
The water park is estimated to open the summer of 2007.
Chris Rollins asked what the intentions of the Forest Preserve were for the camping areas
at Hoover. Dave Mogle said the Forest Preserve District wants those, but would be open
to giving permission to use them. Also, Parks and Recreation is seeking the use of one or
more of the buildings. Chris said the state prison industry is now manufacturing camping
cabins. Many campgrounds are getting away from the classic tent experience and instead
renting cabins. The County doesn't run any camping programs. A big shelter by the
cabins has plumbing. There is a holding tank for a well behind this building. Within the
Hoover agreement, the County wants the City to help with operating the water and sewer.
Within a month, a draft of the Hoover Agreement should be ready to discuss.
Chris Rollins thanked the Board Members for then-patience in the youth baseball issues.
A lesson learned from this experience is that the Board should always abide by their own
agreements.
ADJOURNMENT:
The meeting adjourned at 9:555-p.m. following the motion by Van Truman and seconded
by Gary Golinski. The motion was unanimously approved.
Minute Taker—Eileen Lesak
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