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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. l ( 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. i 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 l