Loading...
Park Board Minutes 2006 12-14-06 UNITED CITY OF YORKVILLE YORKVILLE PARKS & RECREATION DEPARTMENT BOARD ME ETING Parks & Recreation Administrative Office Riverfrout Building Thursday, December 14, 2006 MINUTES CALL TO ORDER: Meeting was called to order by Chris Rollins at 7:05 p.m. ROLL CALL: Chris Rollins, Ken Koch, Van Truman, Gary Golinski, and Kelly Sedgwick GUESTS/CITY OFFICIALS/STAFF: Dave Mogle, Director of Parks and Recreation Sue Swithin, Superintendent of Recreation Scott Sleezer, Superintendent of Parks Alderman Dean Wolfer Andrew Bobbitt, Director of YMCA APPROVAL OF MINUTES: ( The minutes from the Regular Park Board Meeting of November 9, 2006 were approved _ on motion by Van Truman and seconded by Gary Golinski. The motion was unanimously approved. BILLS REVIEW: Cash Analysis& Bills List Ken Koch questioned the Special Needs Research on page 5, Dave Mogle explained that City Council asked for facts regarding special needs in the community so a contracted individual is establishing if there is a need for a special recreation program by gathering this information,. Additional information will be shared at a Park Board meeting in January. Ken Koch wanted clarification on page 12 regarding the reimbursement of an overpayment for parks from Pulte Homes of$18,762,20 for Autumn Creek. Dave Mogle will look into this further and he will clarify with the Board. Gary Golinski motioned to approve the cash analysis and bills list pending the explanation of page 12 invoice 120506 Pulte Homes Reimburse Overpayment for Parks Land Cash, The motion was seconded by Kelly Sedgwick, Roll call vote: Chris Rollins –Yes, Ken Koch—Yes, Van Truman–Yes, Gary Golinski—Yes, and Kelly Sedgwick- Yes. The motion was unanimously approved. OLD BUSINESS: ( YMCA/City Ad Hoc Committee Report on.Pm7nelship Andrew Bobbitt, Executive Director of the Fox Valley Family YMCA,presented the partnership proposal for Yorkville. The YMCA Central Branch in Plano opened in 1992 and has 6,000 members and 14,000 participants within a year. In 1999, a lap pool was added. In September, extra space will be ready for additional preschool programs (capacity of 180 children) and day care spots for 103 children from 6:30 AM—6:00 PM. The West Branch in Sandwich opened December 2005 and has 1200 members. The East Branch YMCA is targeted for the eastern edge of Yorkville. The YMCA would like to be strategic in pooling its resources and gaining partnerships with other organizations. The 4.4 acres of donated land from MPI, LLC is at the comer of Kennedy and Mill within Grande Reserve. The developers were promised a 15,000 square feet facility built in phases. Phase 1 includes multi-purpose rooms, an aerobic room, flee weight and cardio area, and preschool rooms. Phase 2 option consists of an indoor warm water pool with zero-depth for recreation and instruction. Phase 3 is slated for a 1.5 full court indoor gym. A curtain could divide off one court for more options to play. Jason Leslie,Debbie Horaz, and Dave Mogle met with Becky Morphey, Stan Free, and Andrew Bobbitt fiom the YMCA to form a Special Committee to possible partnership. The 2003 Park and Recreation Master Plan stated the top desired amenities for residents of Yorkville were an outdoor aquatics center, an indoor pool, and multi-purpose rooms. The future Raging Waters water park will meet the first need. The YMCA wants to provide the fitness center and multi-purpose rooms. An indoor pool could be provided by the YMCA and Yorkville. Specific examples of other cities that have partnered with YMCAs were provided. Later in the meeting an example agreement between the City of Gig Harbor and the YMCA of Tacoma-Pierce County was copied and distributed to Board Members. Within a partnership, Yorkville residents may have a discounted aquatic center usage fee and residents pay the YMCA member price for aquatic programs. The current Plano YMCA pool is open to the public at$10 for an individual and$25 for a family. One funding option is an annual lease arrangement with the YMCA from the city's operating budget. The second funding option is through a referendum if the city was to lease or own the land. Initial numbers for a $4 million bond issue for a$200,000 house would cost$36 a year in taxes. Andrew Bobbitt compared this to $30 he spends with his family every time they swim at Aurora's Vaughan Athletic Center. The YMCA is fiend raising for the phases, but the 9 million dollar cost is unrealistic without other's help. If the City were able to fund and own the pool,then the YMCA would lease the pool and fund the operations. The timeline for construction of phase 1 is plans ready by September 2007, break ground December 2008, and open December 2009. Dave Mogle complimented Andrew Bobbitt for his initiative in starting the partnership talks last spring. Dave encourages the exploration of the partnership. The future YMCA area would be near the new Regional Ball Diamonds and two future churches:New Life Church and Cross Lutheran Church. This will be a growing, exciting area that may provide much recreation, There are complexities with pursuing a partnership also, Dave opened discussion with the Park Board on whether to pursue this issue and how. Chris Rollins thanked Mi. Bobbitt and the YMCA for their willingness to cooperate. He mentioned that the new churches mentioned may also expand day care facilities and possibly offer gyms. The balance of recreational offering within this area should be researched. Mr. Rollins said that Illinois municipalities can make special funds available for a municipal pool if this situation would apply. When drafting an agreement, there is the risk of organizations asking why one organization was chosen over the other. Sensitivity to other organizations creates a balance. Chris wants to continue to investigate the partnership. Scott Sleezer asked if the YMCA talked to the new churches in the area about sharing parks or retention areas. Andrew Bobbit stated that Cross Lutheran (Loving Arms) has 25 acres on Mill that incorporates the recreational aspect, but two years ago were not ready to partner, New Life Church has 50 acres adjacent to Mill and Kennedy. Half of the acres probably will be sold for commercial property, On their site would be a church, possibly a school, and a skate park. Parking and storm water management may be areas that cooperation with the YMCA is feasible at this time. Another agreement option is for Parks and Recreation to maintain soccer fields for the churches or the YMCA if Parks and Recreation could use them. With the demands of rapid growth,the school district is not interested building a pool for the schools at this time, Coach.Jim Still is using the Plano pool for 3 P.E. classes for a reduced rate. Van Truman expressed the interest in water competition expanding and would have liked the school district to get involved as well. He encourages opportunities and partnerships. Sue Swithin stated that there are other priorities with the city's growth even though a pool could be utilized. If the agreement progresses, she would concentrate on programming and not duplicating programs. She asked Mr. Bobbit why build another pool when the Central Branch YMCA's pool causes a deficit. He answered that the 60,000 square foot facility generates surplus due to the success of memberships, and this corresponds with having a pool available, Memberships sell to families 2 out of 3 times when the pool is shown as an asset, The Eastern Branch's pool would differ being a recreational pool, contrasting to the Central Branch's competitive pool. Both pools would be tied together to service people. Additional research is needed such as the cost of money and time for a referendum.. Dave Phillips from Speer Financial believes that municipal capital cannot be used to build facilities that are not owned by the City. Possibly, the YMCA could donate an acre of land and the city builds the pool, The pool could connect to the YMCA facility by a corridor, Dean Wolfer encourages this agreement and believes it has potential to fulfill the city's need. He questioned if builders could contribute to a pool. Mr. Bobbit said the YMCA is conversing with Centex Homes in Bristol Bay about supporting a pool. Are grants available fora project like this? In Kankakee,the city received a$6.5 million grant for an ice arena in cooperation with Kankakee Community College. The ice arena needed to be next to the college, so the college swapped 4 or 5 acres at that location in return for city land elsewhere used for a soccer complex. The Park District built an ice arena with a fitness center attached on the new land and owned and operated it. The fitness center was leased by the college. It was a front-end loaded lease of$1.5 million for 3 or 4 years. The lease agreement diminished within 20 years to $1 a year. 'This example differs from the YMCA and Yorkville's Parks and Recreation because construction money is needed and in the Kankakee example operation money was needed. Land cash for a pool is not an option with potentially 60 parks on the agenda. Phase 2 could be prolonged beyond 2009. There could be a 4°'and 5"'Phase addition increasing the facility from 40,000 to 60,000 square feet. Scott Sleezer stated that if'a referendum is pursued it would have to be well thought out and cover the needs for 10— 15 years which may be a$10 million referendum. New Life Church is selling 25 acres in the Kennedy/ Mill area that Parks and Recreation could buy for a maintenance facility and a future recreation center. Secondly, voters support would be encouraged. City Council needs to be involved. The Parks and Recreation survey would summarize the public's general needs. The referendum could be on the ballet at the earliest in April. Andrew Bobbitt said a downfall of waiting is too much time to read negative letters in the paper. A positive to waiting is the time to be better thought out. Rush Copley Hospital, Edward Hospital, Provena Hospital, and Kishwaukee Hospital are in or will be in the area providing competitive facilities. The YMCA is conversing with the latter three. The Caterpillar location in Montgomery is a growing area and seeking recreation. Chris Rollins wishes there could be an intergovernmental agreement for that area. However, Montgomery does fall within the Fox Valley Park District even if Yorkville parks are closer. Mr. Bobbitt said that people moving into Yorkville are expecting park districts comparable to ones in the bigger suburbs and may be disappointed with fewer choices. He thanked the Board fbr their time. Gary Golinski asked if taxes could be an option to provide more funds like what the library does. A special assessment for recreation funds has not been pursued by City Council and Mayor in the past. Swimming pools can be assessed separately apart from recreation. Sue Swithin prioritizes the maintenance facility and a recreation facility for Parks and Recreation. She fears continuously sharing money and partnering with other groups,may lead to having to outsource programs. She would like a future recreation facility to ( contain a preschool room, a gym with no other organization conflicts, a small fitness room, and a multiple purpose room. When this is in place, then she would be more open to an indoor pool. The tuning is not good at this point for a pool or she agrees with Scott Sleezer to take time to put large items together for a large referendum. The Central Branch current pool does cost more than it makes. The study on the Lion's Club Pool concluded that it would constantly lose money. An indoor pool was not in the intentions of the Park Board. Some people were bitter when the YMCA no longer wanted to support the city pool, once the Central Branch was able to fund a pool. The YMCA then wanted the city to owe them for the time they did subsidize it. A survey, question could include interest in a partnership with the YMCA. Gary Golinski said Raging Waters may build an indoor water park in the future, so the agreement with the YMCA pool may not be a wise investment, New Life Church may sell their building to Parks and Recreation and the Board feels loyalty with them. Cross Lutheran Church has a large gym and will have a daycare program across the street firom the competing YMCA. More information has to be gathered. Board Retreat Srunmmy and Progress Report The retreat summary was compiled. Lome Gibson(retreat facilitator), Dave Mogle, Sue Switrin, Scott Sleezer, Laura Haake, and Tim Evans met to identify critical issues and workable objectives. Ms. Gibson will do her second part of the report. Action plans will then be put in place. At the January 1 l°i Park Board Meeting the complete summary will be shared. The Board members will carefully read the Yorkville Parks and Recreation Department Planning Retreat Summary in their packet. The critical issues agreed on are 1)need for better school-paik agreement, 2)need for new maintenance facility, .3)plan for Hoover property, 4)update roaster plan. The objectives will be based on these issues. Old Post Office Rehab Quotes First recommendation is for rear doors for the rear dock area including 6 inch by 24 inch panel pieces of glass for security reasons. The bids were for Ebenroth&Associates, Inc (with glass) at 6,580.00 and Belan Services without glass for $6,599.00. The recommendation for materials and labor of 2 sets of steel doors with glass (2 doors each) for the rear-exit of the Old Post Office Building using Ebonroth&Associates, Inc for $6,350.00 plus an additional $230.00 for clear glass lights to be added to each door was approved on motion by Gary Golinski and seconded by Ken Koch. Roll call vote: Chris Rollins–Yes,Ken Koch—Yes, Van Truman–Yes, Gary Golinski—Yes, and Kelly Sedgwick- Yes. The motion was unanimously approved. Second recommendation is for demolition including old ceiling tile and light fixtures to be removed. This also includes the removal of the tile floor in fiont entrance area. Eventually,the building will have all new tile and carpet and the original grid will be spray painted with new tile in the ceiling. The estimate for Belan Services of West Brooklyn, Illinois, of$3,660.00 for the above demolition was approved on motion by Gary Golinski and seconded by Ken Koch. Roll call vote: Chris Rollins–Yes, Ken Koch—Yes, Van Truman–Yes, Gary Golinski—Yes, and Kelly Sedgwick- Yes. The motion was unanimously approved. Thud recommendation is for roof repairs to the Old Post Office due to leaks around the perimeter and I-IVA systems. The two bids were from Olsson Roofing Company for $4,180.00 and Maleor Roofing Company for$8,849.00. Olsson provided digital pictures of'roofproblems. This work would include removing gravel areas,remove flashing, resealing the edges, adding new gravel and flashing, and fix roof leaks. A work ticket will be called into tomorrow since snow is melted. The estimate of Olsson Roofing Company out of Aurora, Illinois,for roof repairs for the Old Post Office Building at the cost of$4,180.00 was approved on motion by Gary Golinski and seconded by Kelly Sedgwick. Roll call vote: Chris Rollins–Yes, Ken Koch—Yes,Van Truman–Yes, Gary Golinski—Yes, and Kelly Sedgwick- Yes. 'The motion was unanimously approved. Ken Koch requested to Dean Wolfer that when these items come before City Council,to educate City Council on the importance of money spent on the facility and why it is spent. The mayor is aware of this. Alderman, Dean Wolfer asked if the building was checked for asbestos and it has. NEW BUSINESS: Establish Ad Hoc Conunittee for SchooUPark Agreement Renewal The School District will have three representatives for this committee: Tom Engler, Seth Schoonover, and Dave Dossetter, The Park Board will be represented by Dave Mogle, Sue Swithin, and Van Truman. Chris Rollins offered to help if Van needed him. Check Signing Procedure for•Payroll When money is moved from the General Fund it takes a month for Parks and Recreation to reimburse the General Fund by signing a Transfer Check at the next Park Board meeting. The Finance Department requested a new procedure to move money to cover Parks and Recreation payroll fund by January. To eliminate the delay, two park board members would sign the Transfer Check at City Hall on Tuesdays of payroll week before noon. Van Truman stated that since payroll is relatively stable, a holding fund to anticipate the expense could be set up and the payment is posted in advance to an account that is accessible. Any remaining money for small variances with the payroll can be put back into Parks and Recreation's account. This would be more convenient for the Board. The only individuals local to sign checks are Debbie Horaz and Seth Schoonover and possibly Dave Mogle as an alternate in case of an emergency. Dave Mogle will talk with Susan about the difficulty with work schedules to adhere to the suggested procedure. Caboose for Whispering Meadows Park Dave contacted the Caboose owner, Angie Baker, regarding purchasing the caboose parked downtown for use at Whispering Meadows Park to enhance the train theme and serving as a park meeting room and a"classroom"for the future neighboring elementary school. She is willing to sell one for$10,500. Quotes will be taken for the moving process and refurbishing costs. Kelly Sedgwick suggested notifying Burlington Northern i Line with tracks near Whispering Meadows to see if they would donate money toward ( purchasing or reftubishing the caboose or whether they have a caboose available . This will be followed up. Scott Sleezer and Dave met with a rigging company from Yorkville that coordinates the crane and the truck and setting it at the new site. A quote is not back yet. Kelly Sedgwick said he is a certified crane lifter if he is needed. Two historical groups that refurbish have been contacted for information too. The budget is tight for Whispering Meadows and an indoor facility does not qualify for a grant. The alternative plan is to the caboose at Riverfiront Park if the moving cost is too high. The owner would need to be notified of this change in plans. It could still service the kids and could be turned into a little museum. The caboose is 44 feet long, 9 foot 6 inches wide, and about 300 square feet inside. The Board unanimously consented on moving forward with this project. Camera for Riverfront Park IDNR is willing to grant the city up to $5,000 for the purchase of a Pan/Tilt/Zoom outdoor camera used for monitoring construction and use of the Dana and Bypass and become a web based remote camera for public access and viewing. Free DSL would be provided by PDQ Link antennas on the water tower. The camera would be installed toward the West Building on the river wall crave on an old-fashioned light pole. The city would maintain the camera. the IDNR legal department is questioning if the liability is too great if there is an incident and an argument made that the camera should have ( prevented it. Park Naming Proposal Kendall Bristol Fire District request the firefighter-themed New Prairie Meadows Park be named for the Riemensclmeider Family. This family contains many volunteer firefighters from 60 years ago to the present. A special committee discussed a bronze fire helmet may be purchased for the front entrance and tradesmen volunteered to do some hardscape in certain areas. This park naming application is very deserving and should move onto City Council. The park would be named Riemenschneider Park. Parks and Recreation would like to have a bronze plaque at each park with a paragraph describing the history of the park's name. This would fit into the interactive media suggestion. IPR State Conference Some Staff are attending the 2007 Park and Recreation Conference in Chicago. Dave Mogle asked if a board member would like to go for a day to the conference. Gary Golinski is interested for January 26u and will email to confirm his availability. RE,PORTS: Recreation Reportfor November Preschool is preparing for a Christmas program. Some toddler and elementary classes ( were added. SOAR, an after school program of 12 kids, is activity based and has a self (- esteem approach. The Polar Express train ride went well. The 100 participants might increase to 150 next year. Joe Gatlin has done a nice job scheduling the 7 and 8°i grade girls travel basketball teams which are doing well. The boys will start in January and the 15`–5a' grade recreational in-house basketball program will start soon. For professional development, Sue Swithin and'Tim Evans attended Professional Development School. 'Tim believed this was very beneficial. Sue finished her graduate level and Tim finished his first year at the school. Sue Swithin and Barb Reisinger attended a training session for upgrades to the RecTrac registration system and will train staff: The concession stand is closed. It had a profit of$4,173.21 for 500 hours. It is projected that the Grande Reserve Concession Stand will open in April and close in October. A local college student that helped at Beecher Concession Stand will manage both stands next spring and order and inventory stock. A certain percentage of the total budget goes toward preschool scholarship, general programming, and special education. Projections for next year are in the works. The preschool scholarship of$141.70 for this month is typical. ADDITIONAL BUSINESS: December 28, 2006 Park Board Meeting There will be a quorum for the Board Meeting on December 28th, Dave Mogle will be out of town, but Sue Swithin and Scott Sleezer will be available. The agenda will include Caledonia Park plans, Laura Haake's projects, and more Old Post Office quotes. ADJOURNMENT: The meeting adjourned to Executive Session at 9:45 p.m. following the motion by Van Truman and seconded by Ken Koch. The motion was unanimously approved. The meeting reconvened from Executive Session and adjoruned at 9:57 p.m. following motion by Gary Golinski and seconded by Ken Koch. The motion was unanimously approved. Minute 'Taker—Eileen Lesak