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Park Board Minutes 2006 12-28-06 ( UNITED CITY OF YORKVILLE YORKVILLE PARKS & RECREATION DEPARTMENT BOARD MEETING Parks & Recreation Administrative Office Riverfront Building Thursday,December 28, 2006 MINUTES CALL TO ORDER: Meeting was called to order by Chris Rollins at 7:05 p.m, ROLL CALL: Chris Rollins, Ken Koch, Gary Golinski, Debbie Horaz, and Kelly Sedgwick GUESTS/CITY OFFICIALS/STAFF: Sue Swithin, Superintendent of Recreation Scott Sleezer, Superintendent of Parks Laura Haake, Palk Planner Susan Mika, Finance Director for the City Alderman Dean Wolfer Mayor, Art Prochaska, stopped in briefly before the meeting to wish the board a happy new year OLD BUSINESS: Check Signing Procedure for Payroll Dave Mogle's memo within the board's packet was read regarding check signing, "The Finance Department thought that to establish another account as was suggested, to act as a"holding" account, presented some difficulties in its implementation. We have discussed another option, which would be to create signature stamps for two park board members, Either I (Dave Mogle) or a designated staff member could be at City Hall on the Tuesdays before pay day to "sign"the transfer checks. I recommend we proceed with this alternative which is also acceptable with the Finance Department. No action is necessary,,just a consensus to proceed in this direction and on which park board members would have a signature stamp." Chris Rollins quoted the minutes from the last board meeting to provide background, "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 l possibly Dave Mogle as an alternate in an emergency. Dave Mogle will talk to Susan about the difficulty of work schedules." Susan Mika handed out a memo with her information. The checks will be ready to sign by late afternoon of Monday through Tuesday morning, so checks can be processed by noon on Tuesday. 'The checks can be ready to be signed at the Riverfront Building, City Hall, or the library which is open until 9 p.m. Library checks are signed on Monday night. The auditors do not like the issue with the bank reconciliations of receiving payroll reimbursements a month after the actual pay period. At the end of year, it will be easier to balance the bank statements with the suggested procedure. Chris Rollins summarized Van Truman's suggestion of a holding fimd from the last meeting. The board trusts the city and could pay payroll in advance. Susan Mika responded that the auditors will see that the money going in and out is not equal,. Proper accounting demonstrates "dollar by dollar"transactions, and that is what the Finance Department wants to do. Governmental accounting differs from public accounting. Signature stamps will be ordered for Board Members Debbie Horaz and Kelly Sedgwick. They will be given a calendar schedule identifying which weeks they will sign checks. Ms. Mika will copy the checks with both signatures for payroll to file. If'Debbie or Kelly cannot sign Monday or Tuesday,then Dave Mogle will use the signature stamps. If Dave is not available, the City Treasurer, Bill Powell can sign. Gary Golinski offered to sign as a backup to a board member also. A location for the checks will be established. The library's late horns may be the most convenient. Susan Mika ended with the reminder to please call if"problems or concerns arise. Payroll is listed on the Bill List and a copy will be given to Barb Reisinger. Signature stamps are only to be used for the payroll checks and with the knowledge of Debbie Hwaz and Kelly Sedgwick, Dave Mogle may have to write a procedure with the limitations of the signature stamps. APPROVAL OF MINUTES: The minutes from the Regular Park Board Meeting of December 14, 2006 were approved on motion by Gary Golinslti and seconded by Ken Koch pending the corrected spelling of Dave Dockstader's name. This error was located under the School/Park Agreement Renewal. 'The motion was unanimously approved. SILLS REVIEW: Cash Analysis& Bill List On page 3 item 10785 to reimburse a cell phone for$229.50 was stricken from the list. Kelly Sedgwick motioned to approve the cash analysis and bill list pending the deletion of item 10785. The motion was seconded by Ken Koch. Roll call vote: Cluis Rollins– Yes, Ken Koch—Yes, Gary Golinski—Yes,Debbie Horaz-Yes, and Kelly Sedgwick - Yes. The motion was unanimously approved. OLD BUSINESS: Old Post Office R ehab Qitotes f The motion to accept the recommendation of painting and supplying the materials for all drywall and block walls, interior metal doors and jams, duct work and grids by Pete the Painter for$5,650.00 was given by Gary Golinski and seconded by Debbie Horaz. Roll call vote: Chris Rollins—Yes, Ken Koch—Yes, Gary Golinski—Yes, Debbie Horaz-Yes, and Kelly Sedgwick - Yes. The motion was unanimously approved, Debbie Horaz motioned to accept Henne Constriction & Electric, LLC (the general construction manager for the project) for the installation of new lights within the original drop ceiling. The cost of$9,860.00 includes all labor and re-wiring to accept all fixtures in main room, two offices, and lobby. Gary Golinski seconded the motion. Roll call vote: Chris Rollins—Yes, Ken Koch—Yes, Gary Golinski—Yes, Debbie Horaz-Yes, and Kelly Sedgwick- Yes. The motion was unanimously approved. Ken Koch motioned to approve the bid from Russ Wilkinson of$2,821.74 for materials and installation of a new grid ceiling system in the 9 x 16 room and materials and installation of new tiles in the existing ceiling throughout the building. Gary Golinski seconded the motion. Roll call vote: Chris Rollins—Yes, Ken Koch—Yes, Gary Golinski—Yes, Debbie Horaz-Yes, and Kelly Sedgwick - Yes. The motion was unanimously approved. Kelly Sedgwick motioned to approve the services of Gleason Tile, Inc. for$2,880.00. This price includes materials and installation of new floor the in lobby and break room (currently the room between the main room and the old outside dock area) and the t removal of tile from break room. Debbie Horaz seconded the motion. Roll call vote: Cluis Rollins—Yes, Ken Koch—Yes, Gary Golinski—Yes, Debbie Horaz-Yes, and Kelly Sedgwick - Yes. The motion was unanimously approved,. Gary Golinski motioned to approve the recommendation of the bid from O'Neill Glass & Mirror, Inc. for materials and installation of a glass/aluminum wall frame and door system for the conference room wall, door hardware and lock for$3,265.00. A diagram was attached to show this. Debbie Horaz seconded the motion. Roll call vote: Chris Rollins—Yes, Ken Koch—Yes, Gary Golinski—Yes, Debbie Horaz-Yes, and Kelly Sedgwick - Yes. The motion was unanimously approved. Gary Golinski motioned to accept Ebemoth &Associates, Inc, in the amount of $4,960.00 for labor and materials for repairing the floor in main room,preparing walls for painting, building a wall and small doors by electrical boxes, and demolishing the walls in main room and in the old mail box area. Price includes installing a door and window opening, repairing ceiling, and patching walls. Kelly Sedgwick seconded the motion. Roll call vote: Chris Rollins—Yes, Ken Koch—Yes, Gary Golinski—Yes, Debbie Horaz-Yes, and Kelly Sedgwick - Yes. The motion was unanimously approved. The purchase order for the original roof repair cost$3,980.00 instead of the original estimate of$4,1 80.00. Ken Koch signed the new purchase order numbered 402276. I The construction manager is responsible for getting the bids. The same procedure was done at the Riverfront Recreation Building, Park Tour Scott Sleezer will work with Van Truman to compile pictures or video so the board can tour parks together by a DVD pictorial. Board members are willing to contribute video or still pictures to help when needed. A schedule can be discussed when Van Truman is present. Laura Haake asked for photos of parks that she can link to the parks website. Different seasons should be represented. YMCA Parb:ershipFollmv-Up The following memo from Dave Mogle was read. `'The result of the presentation on the YMCA proposal at the last park board meeting was a consensus of the park board to "keep talking". In a follow-up conversation with Andrew Bobbitt, we agreed that specific direction on whether the park board supports investing the time to pursue a referendum in April 2007 is needed right away. I shared my view with Andrew that to do a thorough job investigating and preparing all the details of a referendum including conceptual plan, budget, basic usage agreements, basic agreements to determine who handles the election costs, etc. and to get this to COW and City Council meeting with a resolution to the County prior to a February 13 deadline to get on the ballet was a concern. Staff is looking for a position statement to come from the park board concerning this. No action is necessary," With too many issues and the discussion at the last meeting, Chris Rollins said it's unlikely to proceed for the April 2007 referendum. The Forest Preserve may be on the ballet at that time. The YMCA was using the former questionnaire data that was compiled before the new water park was planned and the Lion's Pool was closing. Most likely Yorkville residents would now have different priorities. It wasn't resolved if a new pool would be owned by the city or the YMCA, Ken Koch said a bigger referendum may for a community recreation center and Hoover. It is the board's consensus that preparations for the February 13`h deadline for a referendum would not be met. However, the Aurora YMCA is closing which may help the Yorkville YMCA. NEW BUSINESS: Caledonia Park Equipment Purchase Caledonia Park,with the explorer theme, is north of the Burlington Northern tracks, west side of Route 47, and adjacent to F.E. Wheaton Industrial Park. The park is 5 acres next to 15 acres of wetlands. Bids were taken for the park equipment from the companies: Let's Go Play, Inc., Recreation Concepts,Park and Rec. Supply, and Little Tykes. Handouts showed the prices of the equipment. Scott and Lama visited two parks to decide on the tall tower that Little Tikes and Miracle both offered. They agreed that the Miracle Mega Tower fit the explorer theme better with the open deck at 8 feet and the highest deck is enclosed and encourages viewing of the wetlands. There are viewing platforms and a bench seat. Slides come from both decks. Some of the highlighted equipment chosen are an ADA view finder at ground level, "Tigger-iffic"2-5 year play structure, a Safari Jeep that will be placed so it is "chasing" the tiger, 2 tot and 4 belt swings at the south end, island picnic area, and a plastic alligator. Hopefully, boulders from the dam will be moved to this park. The center of the park will be sloped a foot or two to view all play areas No berms are planned to interfere with safety or vandalism issues. Raised beds will be used instead. The entrance of the park will have steppers with animal tracks. Benches will look like a gorilla and an elephant. A garbage can will have an animal theme. The total equipment cost is $75,317.00. There is a price increase in January, The budget is for$158,000.00 and the estimate is $157.537.90 for playground, site furnishings, concrete and landscaping, The board is asked to pass this proposal and then it can move to City Council.. However, this is a front-funded park that hasn't been front-funded yet. The development was started by one developer and sold to another one. Parks and Recreation is waiting for the money to start the park. The complete design may move the developer along. The board gave unanimous consent to select the equipment for Caledonia Park. The design was complimented. l Park Planner Projects The 2007 Tentative Park Development Schedule includes 9 parks. Cluis Rollins said this is a good indication of Laura Haake's time and the volume of work of the Park Planner accomplishes. She has saved a"tremendous amount of money". The board would like Alderman Wolfer to convey to City Council how valued Laura Haake is to Parks and Recreation. Ken Koch was concerned that the master plan was not listed on the park planner projects list. Riverfront Park and Town Square are not on the 2007 list either. Dave Mogle and Scott Sleezer met about Laura Haake's projects and then met with her and Travis Miller. Dave wants to handle master plan in-house with himself, Scott, Laura, and possibly hire someone out part-time. If Laura handled the master plan alone, it may take up to 6 months of her time. Chris Rollins said that when a consultant was hired to update the master plan in the past it cost about $10,000. The tentative plan will be flexible. At the end of the park development plan, Laura states, "Dates are subject to change due to workload and final approvals from Park Board and City Council." Laura will update it quarterly. She requested the board change on their copy the final date of 12-19-07 be changed to 12-19-06. Chris Rollins wants it known that Laura Haake is kept plenty busy and there is always additional park planning waiting for her. She is closer to the process and details like going out to park sites to compare equipment makes quality differences. Her work can be"superior"to contractors work. Contractors are paid just to look at a park site, costing lot of money and are paid 8% -9% of park cost. Chris stressed the importance of her quality of work, the cost efficiency, and how the board appreciates her work. Another Park Planner or general help is needed to assist her workload. Perhaps Travis Miller can come to a board meeting to discuss the plans of future staff and the needs for additional park planning. There is currently an Urban Planner, City Council has projected a Senior Planner. Laura's boss knows that Parks and Recreation would like 100 percent of her time. Gary Golinski asked about Rivers Edge II. It is a new design that is scaled down and half the original area. Mike Schoppe had designed the park based on a developer that didn't carry out the plans. It may have a bocce ball court, TAPD Credentials Chris Rollins summarized the memo regarding the Illinois Association of Park Districts and voting at the IAPD meeting. The Director of Parks and Recreation may be designated as the primary representative to the annual meeting and an alternate park board member should be named to potentially be present at the meeting. Chris read the form of the criteria for a delegate. The Parks and Recreation Board has one vote expressing the majority of the delegates. One can't vote by proxy. 'The board designated Dave Mogle as the delegate. Gary Golinski, the Board Secretary, will be the alternate for this year. The credential certificate was signed by Gary Golinski and Board President, Chris Rollins, and left on Sue Swithin's desk. ADDITIONAL BUSINESS. Regional Ball Diamond—Fences Ken Koch presented information and pictures regarding the lack of fences at the Regional Ball Diamond. 'The Regional Ball Diamonds deviated from the original drawings due to some moved flood plains. He showed a conceptual plan. Picnic areas and a recreation center did not happen because of the lack of funds. Two large detention areas are present that were unexpected. 'These were the intentions when building this complex: 1)Wanted competitive play, 2)Ball Park Amenities: multiple fields,parking, *fences, lights, 3)Cmrent field status, 4)'Tournament play was a community desire, 5)Interested organizations for softball were USSSA, ASA, IVSF, NSA, IHSA and for baseball Little League, Bronco Boys Baseball, and IHSA(middle school and high school), 6)Safety—currently center field borders a wetland area, a ball hit past an outfielder could roll into water resulting in a hazard At Regional the field that faces Galena Road, a light pole in the outfield is 275 feet from home plate, 15 feet from a light pole to left retention area and 20 feet from pole to right retention area. If fences were in place, players wouldn't back into the light poles and it would create a barrier from the wetland areas. Ken would not have encouraged lights if he knew fences were not built. When he was organizing a tournament for his daughter's team, he realized that without fences, Regional fields could not be used for this competitive team. F9 Examples of sport complexes such as Peck Farm in Geneva and Marklund Hyde Center in Batavia were given. All have fences. Ken Koch asked why there are not partial outfield fences. Scott Sleezer explained that the budget went from $2 million to $1.2 million that the board approved. That budget included the fields, the concession stand, the playgrormd,the lights, the parking, and the drainage Stomi water management ate up acreage. The original 26 acres was to be above the 100 year flood plain, but some land became land cash instead. MPI and Grande Reserve were to front-fund the diamonds. Parks and Recreation planned the park and the developers were to build it. MPI at first did not want to continue with the agreement about building the concession stand. MPI has been a great partner and parks are built without all homes built, but the partnership does have its problems. The original bike trail in the conceptual plans was eliminated due to space. Fields were reconfigured to allow panting. The city granted Fox Metro an easement for a sewer interceptor through the Regional Ball Diamonds. The sewer would service 2600 homes of Grande Reserve. Fox Metro's agreement states there cannot be fences on their easement. A large truck needs to get to manholes. Manholes are located between fields (not in the playing field). Pipes go through the outfield of Field 1 closest to Kennedy Road. Trucks can't get through ditch lines so they have to drive thorough fields. They are not to drive on fields during muddy conditions if they can help it. More conversation with Fox Metro is needed to find options that could work with both organizations. Slope of land can't be changed to allow trucks to come in a different way. A removable fence could be an option or fences with gates. Fox Metro has to know the need for fences and be flexible. Ken Koch fears that the developers will say the park is done and be ready for people to sign off on it before fences are added. If the outfield fence was put at 250 feet from the home plate the sewer lines may not be an issue. However, the fence may be farther to allow for more field options, The fence would be less that 275 feet so the light pole would be outside the fence. There was not a riser put in for concession stand. The sewer is in with a drop. The developer took the Regional Park plan and the developer built the park. There was no construction drawing for this park. Fox Metro would not make an inside drop which would have saved the city$25,000. Much money is invested into this park to use for a variety of levels of play, yet there are not fences yet. Fox Metro will be approached about his issue in which they have access to manholes, but the park has outfield fences.. Fences could still be built by spring. Dave Mogle has been in correspondence with a woman who owns horses adjacent to the Regional Ball Park. She was concerned that kids would feed her horses and wanted a barrier. Natural screening such as a hedge of lilacs that grow 6 feet may be planted along her fence. These are safe if horses nibble on them. The area would be landscaped for a 20-30 foot area for players to warm up. Gary Golinski asked if the Grande Reserve Elementary Park is open because of the orange fence around it. It has been open for months. The fence helps keep children off the newly planted grass around it. ADJOURNMENT: The meeting adjourned at 9:13 p.m. following the motion by Ken Koch and seconded by Debbie Horaz. The motion was unanimously approved. Minute Taker—Eileen Lesak I