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Adhoc Committee for Rec Facility Minutes 2012 06-11-12 APPROVED 7/9/12 UNITED CITY OF YORKVILLE Ad Hoc Committee for Recreation Facility Alternatives Committee Meeting City Hall Conference Room Monday, June 11, 2012 7:00 p.m. Call to Order: Chairman Chris Funkhouser called the meeting to order at 7:00 p.m. Establish a Quorum: Present: Chris Funkhouser, Chairman, Alderman Jackie Milschewski, Alderman Larry Kot, Alderman Rose Spears, Alderman Gary Golinski, Mayor Ken Koch, Park Board Dan Lane, Park Board City Officials Present: Bart Olson, City Administrator Tim Evans, Superintendent of Recreation Shay Rosborough, Recreation Laura Schraw, Director of Parks Other Guests: Tony Scott, Record Newspaper Andrew Bobbitt, YMCA Rebecca Mophey, YMCA Lisa Peterson, Yorkville Resident Judy Burks, Yorkville Resident Don Burks, Yorkville Resident Joe Gilespee, Yorkville Resident Citizens Comments: None. 15 Page of Previous Minutes: The minutes from the May 7, 2012 meeting were approved. Motion made by Jackie Milschewski and seconded by Larry Kot. New Business: None. Old Business: YMCA Partnership Options : Two things to discuss today which are two options of how things can be structured. Alderman Funkhouser said at this point, there is not a drafted agreement in front of the committee. Mr. Bobbitt stated after the first meeting, he went back and presented to the board of directors the options that were openly discussed. The two options the board liked were co-development on a new facility, which he stated he understands is not an option because the city cannot bring anything toward construction, and the second being proposing a management agreement for the YMCA to run the REC Center. Mr. Bobbitt said he understands this is a time sensitive issue. He would like to get the information of what the city expects, so that he can draft an appropriate management agreement. Mr. Bobbitt stated he would like to meet with Bart Olson to discuss the financial end of the agreement, so the YMCA knows what they would be committed to. Mr. Bobbitt asked the committee if they are interested in a management agreement and what things the committee would like included in the agreement. Mr. Koch stated he thought that the YMCA was going to bring an agreement tonight so the committee could discuss and look over it. Alderman Funkhouser stated the YMCA needed more time and they didn't want to bring forth an agreement as of yet. Alderman Funkhouser stated without having anything in front of the committee, there is not a lot we can truly discuss and he understands the YMCA not wanting to release some of the information. Mr. Bobbitt said he could put an agreement together, but half of the pages he stated the committee would object to, so he would like to present a document that includes what the committee is looking for. Mr. Bobbitt stated he needs more information from the committee on what details they want included i.e. utilities, staff, space, finances or lifeguards or other city services. Mr. Bobbitt didn't want to present a document that would waste the committee's time. Mr. Kot asked how much time he will need to come up with an accurate document. Mr. Bobbitt said the city has not given the YMCA any time frame. Alderman Funkhouser stated June of 2013 is when the city has to make a decision. Alderman Funkhouser said in terms of the time line, the committee thought we would have something presented by now, and the committee needs to see a draft and determine how many weeks it will take to see a document so a decision can be made. 25 Page of Mr. Bobbitt said half a dozen options were discussed and two were suggested to move forward and we forwarded those on to Bart Olson. Mr. Bobbitt said the YMCA has not received word that the co- development of a new facility was off the table. Alderman Funkhouser stated at the last meeting we came to the understanding the city could not co-develop a new facility. Mr. Bobbitt said this is why a discussion needs to happen before the document is presented, so the document will be accurate. Mr. Bobbitt asked for a list of concerns and ideas so that he can present an accurate document. Mr. Bobbitt said he is asking for feedback from the committee. Alderman Kot said the new facility option was ruled out because it was cost prohibitive. Alderman Kot stated he would like to see numbers to make a decision. Alderman Kot stated until he knows numbers he cannot say yes or no to it. Mr. Bobbitt stated it is varied as to what would be included in the facility, but anywhere from 3 to 12 million dollars. Alderman Funkhouser said the numbers could sound good, but how would the city fund our portion. Alderman Funkhouser said the current facility pays for itself. Alderman Funkhouser asked if the committee wants to see the numbers on the co-development of a facility and management of a facility. Alderman Funkhouser stated he is concerned on the time line and making these meetings very efficient to move things along. Alderman Kot stated he is interested in seeing both of those options. Alderman Milschewski said she thought the new facility was ruled out because of no funds. Alderman Milschewski stated she feels like she doesn't have enough information to decide on anything at this point. Mr. Bobbitt said there are many questions for a partnership that would be helpful to have discussions on before an official draft. Alderman Milschewski stated she would have liked to see an example of an agreement used in other places to get an idea of how things have been done. Alderman Milschewski said the committee could have used that as a template. Alderman Funkhouser asked if it would be prudent to have staff meet with Mr. Bobbitt to discuss some of these issues and to work these things out. He asked if the committee had any objections to the staff working with Mr. Bobbitt. Alderman Funkhouser stated he doesn't want there to be issues with how the committee is handling things. Alderman Funkhouser recommends Mr. Bobbitt working with staff because they know a lot and it could help expedite the process. Alderman Milschewski stated that is fine, but she would like to see something drafted soon. Mr. Bobbitt stated he thinks within three weeks he could have an agreement drafted working with both entities, which is less work in the long run. Ms. Mophey stated the hardest part has been the YMCA not sure what the city wants from the YMCA. Mayor Golinski asked if there have been any agreements similar done in the Chicagoland area. Mr. Bobbitt stated most of what he has seen were not in Illinois. Mayor Golinski asked the committee what they want to see in this agreement. Ms. Mophey said that is what the YMCA needs to know. Alderman Milschewski stated she wants to base this on keeping the REC Center. Alderman Funkhouser said the committee needs to decide if we want to retain staff, keep programming and just let the YMCA manage. Alderman Milschewski said that is what she wants to see. Mr. Lane stated that nothing has been done since the last meeting and there are no new answers or ideas. Mr. Bobbitt said there are two things co-development of a facility and management of REC Center. Mr. Bobbitt stated that was the first meeting and those questions led to more questions because this is a very 35 Page of complex matter. Mr. Bobbitt would like to present a document the city had opportunity to be a part of. Mr. Lane stated he doesn't see any substance tonight. Ms. Mophey stated the YMCA needs to find out what the city wants, as the Mayor just asked. Mr. Bobbitt stated this entire process began at the request of Brian Weiss to connect the YMCA and the REC Center, so there was a first meeting and then more questions came about. Mayor Golinski asked if the YMCA would be interested in partnering on the REC Center financially. Mayor Golinski said he is having trouble with why the city would buy a recreation center and let someone else manage it when we have competent staff to manage it now. Mr. Bobbitt stated that the YMCA is a non-profit status and our organization is meant to relieve the burden of government and it limits the risk and protects your residents. Mr. Bobbitt stated he could see more savings made and limit a negative impact to taxpayers. Mr. Koch stated he would like to see at least a 20 year commitment. Alderman Funkhouser agreed a long term commitment is what the committee is looking for. Mr. Bobbitt stated that is why it is helpful to have the conversation between the YMCA and the city so the document will be correct. Alderman Milschewski said if the city acquires the REC Center and the YMCA manages it what are the benefits of the merge. Mr. Bobbitt said he has done this for 20 years and he see opportunity for savings. Alderman Milschewski asked if the city will have some income from it. Mr. Bobbitt stated ideally, yes, but there are always risks involved. Alderman Milschewski said there should be some profits made for new equipment etc. Alderman Kot asked about the Mayor's point of co-owning the REC Center as opposed to just managing it. Ms. Mophey stated that is something that we can take back to the board. Alderman Funkhouser stated that would provide a much more secure relationship between the two. Alderman Funkhouser asked if these negotiations break down, how likely is it that a new YMCA facility will be built within five to seven years. Ms. Mophey stated that it will happen somewhere near Yorkville. Don Burks asked if city owned land could be used to provide collateral for a new facility. After discussion with the committee, it was determined that is not a possibility. Lisa Peterson asked if the YMCA and city partner, will the YMCA open another facility in the next 20 years. Mr. Bobbitt said he can't say that there are no guarantees. Alderman Funkhouser said it would add additional resources for the members if we enter into an agreement. Alderman Funkhouser said in the agreement the city needs to put who will be on the hook for shortcomings the YMCA or the city because we have to look out for the best interest of our residents. Alderman Funkhouser asked if the YMCA has had any discussion on the purchase of the REC Center building. Ms. Mophey said years back, not recently. Alderman Funkhouser said he would not oppose someone coming in and purchasing the building and it not being a city run facility. Alderman Spears asked if Mr. Bobbitt was aware of all the programs the REC Center runs. Mr. Bobbitt stated yes. Alderman Spears asked if the YMCA handle taking on those programs if the REC is not there. Mr. Bobbitt stated yes, but it might mean additional construction to accommodate more residents. Alderman Funkhouser said there potentially could be a gap in programming. Mr. Bobbitt stated the owner could extend the lease for the REC. Judy Burks said if the city doesn't purchase the facility, the owner could then go back to a private facility and run it as before. Alderman Funkhouser said the YMCA and the city staff should work together and 45 Page of come up with ideas for an agreement. Alderman Funkhouser said the board is to consider a joint venture and a new facility jointly with the city. Alderman Kot said he is very pleased with the current REC Center staff and he doesn't like the idea of someone else running it if the city purchases it. Alderman Spears said the city could put in the agreement to retain the staff. Don Burks asked what programs could the YMCA absorb and could the YMCA pick up what is offered in the REC Center other than the health club portion. Mr. Bobbitt stated that can be worked out. Mr. Gilespee asked if the city walked away from the REC Center could the YMCA pick up these residents needs. Mr. Bobbitt stated yes. Alderman Funkhouser stated the YMCA now has some direction to come back with an agreement. The committee agreed to meet again on July 9, 2012. Adjournment: Motion to adjourn made by Alderman Kot and seconded by Alderman Milschewski. Meeting was adjourned at 8:06 p.m. Minutes Respectfully Submitted by: Lisa Godwin 55 Page of