Park Board Packet 2010 01-28-10 Yorkville Parks & Recreation Department
Administration Office-201 W. Hydraulic St Yorkville, IL 60560 630-553-4357
Park Board Meeting Agenda
Parks and Recreation Administration Office
7:00 p.m.
January 28, 2010
Call to Order:
Roll Call: Chris Rollins, Ken Koch, Debbie Horaz, Kelly Sedgwick, Vickie Coveny, Tom Nelson
Introduction of Guests, City Officials and Staff:.
Interim Director of Parks and Recreation — Bart Olson, Superintendent of Recreation —Sue Swithin,
Superintendent of Parks—Scott Sleezer, Park Designer—Laura Schraw, City Council Liaison to
Park Board-- Diane Teeling, Ward 4 Alderman
Public Comment:
Presentations:
Approval of Minutes:
Park Board—January 14, 2010
Bills Review:
Cash Analysis*
Bill List*
Old Business;
Director's Vacancy
New Business:
Grants in 2010—development
Hoover trail extension
Reports:
Director's Report
Recreation Report
Parks Report
Parks Designer Report
Additional Business:
Executive Session:
1. For the purchase or lease of real property for the use of the public body.
Adjournment:
Next meeting: Thursday, February 11, 2010
*items needing Board approval or recommendation
Yorkville Parks & Recreation Department
Administration Office 201
W. Hydraulic St Yorkville, IL 60560 6305534357
Park Board Meeting Agenda
Parks and Recreation Administration Office
7:00 p.m. January 14, 2010
Call to Order: Chris Rollins called the meeting to order at 7:15 pm.
Roll Call: Chris Rollins -Yes, Ken Koch - Yes, Kelly Sedgwick—Yes and Vickie Coveny- Yes
Introduction of Guests, City Officials and Staff:
Interim Director of Parks and Recreation — Bart Olson
Superintendent of Parks—Scott Sleezer
Park Designer— Laura Schraw
Alderman Gary Golinski, Ward 2
Public Comment:
None
Presentations:
None
Approval of Minutes:
Special Park Board Meeting— December 9, 2009*
Chris Rollins asked for a motion to approve the December 9t` meeting minutes. Ken Koch made
the motion and Kelly Sedgwick seconded the motion. The motion was unanimously approved by
voice vote.
Special Park Board Meeting—December 22, 2009*
Chris Rollins asked for a motion to approve the December 22nd meeting minutes. Ken Koch
made the motion and Vickie Coveny seconded the motion. The motion was unanimously
approved by voice vote.
Bills Review:
Cash Analysis & Bill List*
Chris Rollins said the check to Earth Movers Credit Union visa payment for$1,069 came in after
the bill list had been printed for the meeting. He noted that he and Ken Koch had signed the
check.
Vickie Coveny asked about the baby station cream on page six for$180; she wanted to know
what it was for exactly. Bart Olson said it is under code 80 so it was for the REC Center
however he was not sure if it were for the daycare or not. He said he would get clarification on
what the cream was for exactly.
Chris Rollins asked for a motion to approve the cash analysis and bills list as submitted with the
exception of pending details of invoice number 195837 for baby station cream under the
maintenance supplies account. Ken Koch made the motion and Kelly Sedgwick seconded the
motion. The motion was approved by roll call: Chris Rollins - Yes, Ken Koch - Yes, Kelly
Sedgwick—Yes and Vickie Coveny- Yes
Old Business:
1
Revised FY 09110 Budget
Bart Olson said the revised budget had not changed since the second scheduled meeting in
December. He reported the operating side was still in balance and the REC Center was about
the same area it was. He said the budget was still under review and would go in front of City
Council either late February or early March for approval.
Chris Rollins asked for questions from the Board and there were none.
New Business:
Bristol Bay Park A Equipment RFP Results*
Laura Schraw went over her memo on the Bristol Bay Park A Equipment Recommendation. She
pointed out the elements of the playground that made it the circus theme they were going after.
She noted that the residents did not want the park to look too circus themed.
Schraw noted the final equipment price of$73,183.69. She wanted the Board to look at the
number and to let them know the equipment was in the budget. She noted that the shade
structure came in under budget.
Scott Sleezer noted that they gave themselves a cushion for expenses in case they went over
their budget. Schraw said they would not be ordering the equipment now because they wanted
to make sure they get billed after May.
Sleezer told Vickie Coveny he would check on the warranty for the shade structure because she
inquired about it. Coveny also inquired about the safety of the equipment specifically the
material the climbing rings were made out of and how safe a child would be if they fell off the
equipment. Sleezer said that the wood surfacing under the equipment would be their standard
12" of compacted material that met ASTM standards and CTS guidelines. He said that if a child
fell off of the equipment they would be protected from a lethal accident.
Chris Rollins asked for a recommendation to approve the 5-12 playground design, including an
age appropriate sign and swings, from NuToys Landscapes in the amount of$54,119.00; the
age 2-5 play structure from Parkreation, Inc., in the amount of$10,755.69, and the shade
structure from Team REIL in the amount of$8,309.00 for a total of$73,189.69, with the
understanding that here could be potential cost increase in January. Rollins added that there
was a 5% contingency and the total amount would remain under$100,000. Rollins asked for roll
call vote: Chris Rollins -Yes, Ken Koch -Yes, Kelly Sedgwick—Yes and Vickie Coveny- No
Director's Vacancy
Bart Olson said there was no protocol to how the position of the directors vacancy should be
filled other than they would be appointed by the Mayor.
Olson said that they could not mandate what had to be done however he said the
recommendation was to do what they had done in the past for their search to fill the position
with the understanding that the Mayor had the final say.
Chris Rollins said they took the ways from the state statures in the past and it worked for them
previously. Rollins talked briefly how they filled the director's position before and explained that
the Board got to make the gross cut and they then explained to the Mayor on how and why they
chose who they did before the Mayor made the final decision.
Grande Reserve Park A Design*
Scott Sleezer explained where the park was located above Mill Road.
2
Chris Rollins noted the relative reasons they wanted to scale back the park was because
Oswego built a park and the requirement to start development of Grande Reserve A was within
3 years of completion of Raintree B. Bart Olson Noted that they were going to still use it as a
match.
Rollins noted that Schoppe's drawings could not be 'revised' but the City could 'omit' or'change'
items by indication on the plans such as attaching new drawings.
Ken Koch asked about getting the deeds and Olson said they did not have them yet. Rollins
noted that if Raintree B was completed by 2011, the City was not obligated to start construction
on Grande Reserve A until 2013. So that gave them three solid years for the City to get the
deeds.
Chris asked for a motion to allow staff to send a letter to the DNR with a revised plan. The
motion was unanimously approved by voice vote.
Bristol Station Park— Change Order#3*
Scott Sleezer noted this it was the final change order for Whispering Meadows. He said that
when he was going through doing some final accounting some things came up that were not
paid.
Chris Rollins asked what change order numbers one and two were for and Sleezer explained.
He explained those had been approved too and why they were needed.
Sleezer went over the itemized list on the final change order. He said that there had to be a
change order because they were over and above the original contract. He wanted the Board to
keep in mind that their original budget from the IDNR was much greater than they had and they
were technically still within the budget even with the final change order.
Rollins asked for an approval of the final change order for Whispering Meadows in the amount
of$20,968.38. Kelly Sedgwick made the motion and Ken Koch seconded the motion. Roll Call
Vote: Chris Rollins -Yes, Ken Koch -Yes, Kelly Sedgwick—Yes and Vickie Coveny- No
Reports:
Director's Report
Bart Olson reported he was puffing in more than 20 hours a week for the Parks and Recreation.
He said he had been doing a lot of work with the Grant Administration, and he and Scott, Sue
and Laura were still meeting twice weekly.
Recreation Report
Rollins asked the Board to read the recreation report at their leisure.
Additional Business:
1. Ken Koch wanted to go over ball field issues: He noted that the posting on their
tournaments, only five showed up at Bridge. He wanted to make sure the Board was
aware how the deposits were working. He felt that if teams did not pay now they would
just walk away from it.
Bart Olson explained that the $900 fee was paid upfront and that was the cost of the full
tournament. He said it was due upon reservation. He said that if they canceled eight
3
weeks prior they would get their money back. Chris Rollins said that eight weeks would
give them ample time to book those open dates.
Olson said that the Board should think about a fee increase for the following year. He
said there were other considerations to be made. He explained how teams were coming
in from other towns to use their fields.
Rollins said that they might want to increase the rental fees if they were going to be
bringing in people from all over the place and said that was not necessarily a bad thing
because it was bringing in revenue. He felt that they could even do some kind of
promotion to bring in teams from other communities.
2. Alderman Gary Golinski passed out meeting minutes from March 22, 2007. He noted
they were in regards to a proposal set forth by the Reds to build a field in Yorkville on
City property. He noted that everyone was in favor at the time it came to the Board
however it had fallen by the way side. He said that the Reds were still interested in their
proposal.
Chris Rollins said they should look at a park where they could accommodate them. He
felt that if there were a place they were considering building a ball field they should
strongly be considering the Red's proposal again. He asked Scott and Laura to look into
what might be an appropriate park.
Rollins and Board discuss what it would take to run the program internally and they
would have to ask for volunteers and staff up the program. He noted that have a working
agreement with the Reds and YYBSA, and making sure there was a baseball program in
town was important. He felt that they currently should not try to run baseball themselves
however they should keep it in the back of their mind.
Rollins said that they should go over the proposal with the Reds and discuss with them
that there would be no benefit to them for overreaching. Rollins said if they were trying to
reserve more field time and space than they actually needed, they would be limiting the
amount of other income they could take in and then their fees to them would have to
increase.
Executive Session:
None
Adjournment:
Rollins asked for a motion to adjourn the meeting at 9:11 pm. Kelly Sedgwick made the motion
and Ken Koch seconded the motion. The motion was unanimously approved by voice vote.
Next meeting: Thursday, January 26, 2010
Minutes Respectfully Submitted by:
Jamie Cheatham
4
DATE: 01/20/10 UNITED CITY OF YORKVILLE PAGE: 1
TIME: 09:10:37 DETAIL 130ARD REPORT
ID: AP441000.WOW
INVOICES DUE ON/BEFORE 01/28/2010
INVOICE # INVOICE ITEM
VENDOR # DATE # DESCRIPTION ACCOUNT ## P.O. If DUE DATE ITEM AMT
ARAMARK ARAMARK UNIFORM SERVICES
610-6698577 12/01/09 01 UNIFORMS 79-610-62-00-5421 01/28/10 40.80
WEARING APPAREL
INVOICE TOTAL: 40.80
610-6703394 12/08/09 01 UNIFORMS 79-610-62-00-5421 01128/10 40.80
WEARING APPAREL
INVOICE TOTAL: 40.80
610-6708369 12/15/09 01 UNIFORMS 79-610-62-00-5421 01/28/10 60.04
WEARING APPAREL
INVOICE TOTAL: 60.04
610 6713468 12/22/09 01 UNIFORMS 79-610-62-00 5421 01/28/10 40.80
WEARING APPAREL
INVOICE TOTAL: 40.60
610-6718753 12/29/09 01 UNIFORMS 79-610-62-00-5421 01/26/10 40.60
WEARING APPAREL
INVOICE TOTAL: 40.80
610-6723573 01/05/10 01 UNIFORMS 79-610-62-00 5421 01/28/10 40.80
WEARING APPAREL
INVOICE TOTAL: 40.80
VENDOR TOTAL: 264.04
AURTRI AURORA TRI STATE FIRE
183491 12/22/09 01 FIRE EXTINGUISHER MAINTENANCE 79-650-62-00-5408 01/28/10 59.00
MAINTENANCE SUPPLIES
INVOICE TOTAL: 59.00
VENDOR TOTAL: 59.00
BANCAMER BANC OF AMERICA LEASING
011318424 PR 12/23/09 01 COPIER LEASE 79-650 62 00-5410 01/28/10 178.00
MAINTENANCE-OFFICE EQUIPME
DATE: 01/20/10 UNITED CITY OF YORKVILLE PAGE: 2
TIME: 09:10:37 DETAIL BOARD REPORT
ID: AP441000.WOW
INVOICES DUE ON/BEFORE 01/28/2010
INVOICE # INVOICE ITEM
VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT
------------------------------------------------------------------------------------------------------------------------------------
BANCAMER BANC OF AMERICA LEASING
011318424-PR 12/23/09 02 COPIER LEASE 80-000-62-00-5410 01/28/10 198.00
MAINTENANCE OFFICE EQUIP.
INVOICE TOTAL: 376.00
VENDOR TOTAL: 376.00
BARRETTS BARRETT'S ECOWATER
122209 12/22/09 01 SOLAR SALT 80-000-62-00-5408 01/28/10 34.45
MAINTENANCE- SUPPLIES
INVOICE TOTAL: 34.45
VENDOR TOTAL: 34.45
BPAMOCO BP AMOCO OIL COMPANY
22626719 12/24/09 01 GASOLINE 79-650-65-00-5812 01/28/10 134.23
GASOLINE
INVOICE TOTAL: 134.23
VENDOR TOTAL: 134.23
CENSOR CENTRAL SOD
INV27234 11/24/09 01 SOD 79-610-62-00-5417 01/28/10 186.00
MAINTENANCE-PARKS
INVOICE TOTAL: 186.00
INV27493 12/02/09 01 SOD 79-610-62-00-5417 01/28/10 62.00
MAINTENANCE-PARKS
INVOICE TOTAL: 62.00
VENDOR TOTAL: 24800
COMCAST COMCAST CABLE
122609 PR 12/26/09 01 MONTHLY CHARGES 80-000-62-00-5437 01/28/10 116.54
TELEPHONE/INTERNET/CABLE
INVOICE TOTAL: 116.54
VENDOR TOTAL: 116.54
DATE: 01/20/10 UNITED CITY OF YORKVILL+E PAGE: 3
TIME: 09:10:37 DETAIL BOARD REPORT
ID: AP441000.WOW
INVOICES DUE ON/BEFORE 01/28/2010
INVOICE # INVOICE ITEM
VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT
------------------------------------------------------------------------------------------------------------------------------------
COMED COMMONWEALTH EDISON
68190-27011-0110 01/07/10 01 PR BUILDINGS 79-650-62-00-5435 01/28/10 268.21
ELECTRICITY
INVOICE TOTAL: 268.21
7982205057-0110 01/05/10 01 202 COUNTRYSIDE UNIT D 80-000-62= 005435 01/28/10 110.82
ELECTRICITY
INVOICE TOTAL: 110.82
7982206018-0110 01/06/10 01 202 E COUNTRYSIDE UNIT E 80-000-62-00-5435 01/28/10 2,299.83
ELECTRICITY
INVOICE TOTAL: 2,299.83
VENDOR TOTAL: 2,678.86
FARREN FARREN HEATING & COOLING
6653 12/15/09 01 REPAIRED NORTH & SOUTH GYM 80 000-62-00-5416 01/28/10 691.64
MAINTENANCE- GENERAL
02 HEAT UNITS ** COMMENT **
INVOICE TOTAL: 691.64
6669 01/12/10 01 REPARE TO HEATER UNITS 6 & 9 80-000 62 00-5416 01/28/10 294.00
MAINTENANCE- GENERAL
INVOICE TOTAL: 294.00
VENDOR TOTAL: 985.64
FASTENAL FASTENAL COMPANY
ILOSW2596 12/18/09 01 HAMMERS 79-610-65-00-5804 01/28/10 75.10
OPERATING SUPPLIES
INVOICE TOTAL: 75.10
VENDOR TOTAL: 75.10
FIRSILLI FIRST ILLINOIS SYSTEMS, INC.
4255 01/01/10 01 MONTHLY PEST CONTROL 80-000-62-00-5416 01/28/10 38.00
MAINTENANCE- GENERAL
INVOICE TOTAL: 38.00
VENDOR TOTAL: 38.00
DATE: 01/20/10 UNITED CITY OF YORKVILLE PAGE: 4
TIME: 09:10:37 DETAIL BOARD REPORT
ID: AP441000.WOW
INVOICES DUE ON/BEFORE 01/28/2010
INVOICE # INVOICE ITEM
VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT
FOXVALLE FOX VALLEY TROPHY & AWARDS
25602 12/28/09 01 NAME BADGE 80 000-65-00-5804 01/28/10 6.50
OPERATING SUPPLIES
INVOICE TOTAL: 6.50
VENDOR TOTAL: 6.50
FVTRADIN FOX VALLEY TRADING COMPANY
G 11226 09/21109 01 5,000 PET PARADE T-SHIRTS 79 650-65-00-5833 09/21/09 434.40
HOMETOWN DAYS EXPENSES
INVOICE TOTAL: 434.40
VENDOR TOTAL: 434.40
ILPD4811 ILLINOIS STATE POLICE
011110-PR 01/11/10 01 BACKGROUND CHECK 79 650-65-00-5803 01/28/10 513.75
PROGRAM EXPENSES
INVOICE TOTAL: 513.75
VENDOR TOTAL: 513.75
IMAGEPLU IMAGE PLUS
23363 12/09/09 01 162 MESH REVERSIBLE JERSEYS, 79-650-65-00-5803 00403857 01/28/10 2,917.80
PROGRAM EXPENSES
02 78 T-SHIRTS ** COMMENT '*
INVOICE TOTAL: 2,917.80
VENDOR TOTAL: 2,917.80
JSHOES J'S SHOE REPAIR
48778-4 12/07109 01 BOOTS 79-610-62-00-5421 01/28/10 283.00
WEARING APPAREL
INVOICE TOTAL: 283.00
VENDOR TOTAL: 283.00
JTHOMAS J THOMAS
DATE: 01/20/10 UNITED CITY OF YORKVILLE PAGE: 5
TIME: 09:30:37 DETAIL BOARD REPORT
ID: AP441000.WOW
INVOICES DUE ON/BEFORE 01/28/2010
INVOICE. ## INVOICE ITEM
VENDOR # DATE # DESCRIPTION ACCOUNT # F.O. # DUE DATE ITEM AMT
----------- ------- ------------------------------------------------------------------------------------------------------------------
JTHOMAS J THOMAS
0600793-IN 09/10/09 01 TURFMASTER 79-610-62-00-5408 01/28/10 166.44
MAINTENANCE EQUIPMENT
INVOICE TOTAL: 166.44
VENDOR TOTAL: 166.44
KCRECORD KENDALL COUNTY RECORD
422 12/31/09 01 DISPLAY AD 80-000-62-00-5603 01/28/10 136.50
PUBLISHING/ADVERTISING
INVOICE TOTAL: 136.50
VENDOR TOTAL: 136.50
KONICAMI KONICA MINOLTA BUSINESS
213625480 12/29/09 01 COPIER CHARGES 79-650-62-00-5410 01/28/10 24.32
MAINTENANCE-OFFICE EQUIPME
INVOICE TOTAL: 24.32
213631192 12/30/09 01 COPIER CHARGES 80 000-62-00-5410 01/28/10 34.66
MAINTENANCE- OFFICE EQUIP.
INVOICE TOTAL: 34.66
VENDOR TOTAL: 56.96
MENLAND MENARDS - YORKVILLE
57417 11/23/09 01 PLASTIC, SPLICES, DISCS 79-610 62-00 5417 01/28/10 11.78
MAINTENANCE-PARKS
INVOICE TOTAL: 11.78
59657 12/01/09 01 BLEACH, SCRUBBING BUBBLES, 79-610-65-00-5804 01/28/10 29.56
OPERATING SUPPLIES
02 LYSOL, CLOROX, CAR WAX ** COMMENT **
INVOICE TOTAL: 29.56
59659 12/01/09 01 BULBS 79-610-65-00-5624 01/28/10 17.64
CHRISTMAS DECORATIONS
INVOICE TOTAL: 17.64
DATE: 01/20/10 UNITED CITY OF YORKVILLE PAGE: 6
TIME: 09:10:37 DETAIL BOARD REPORT
ID: AP441000.WOW
INVOICES DUE ON/BEFORE 01/28/2010
INVOICE # INVOICE ITEM
VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT
------------------------------------------------------------------------------------------------------------------------------------
MENLAND MENARDS - YORKVILLE
60242 12/03/09 01 SCREWS, BOARD, CDX 79-610-65-00-5804 01/28/10 33.48
OPERATING SUPPLIES
INVOICE TOTAL: 33.48
61602 12/08/09 01 BUTT SPLICE 79-610-62 00 5417 01/28/10 6.98
MAINTENANCE PARKS
INVOICE TOTAL: 6.98
62959 12/14/09 01 7 WAY PLASTIC TRAILER END 79-610-62-00 5408 01/28/10 8.98
MAINTENANCE-EQUIPMENT
INVOICE TOTAL: 8.98
62962 12/14/09 01 SHOVEL 79-610-65-00-5815 01/28/10 23.96
HAND TOOLS
INVOICE TOTAL: 23.96
63470 12/16/09 01 NAILS 79-610-65-00-5804 01/28/10 6.18
OPERATING SUPPLIES
INVOICE TOTAL: 6.18
63712 12/17/09 01 SCREWS 79-610-65-00-5804 01/28/10 12.98
OPERATING SUPPLIES
INVOICE TOTAL: 12.98
64526 12/21/09 01 KEYS 79-610-62-00-5417 01/28/10 2.74
MAINTENANCE-PARKS
INVOICE TOTAL: 2.74
65105 12/24/09 01 CABLE TIES 80 000-62-00-5416 01/28110 5.76
MAINTENANCE- GENERAL
INVOICE TOTAL: 5.76
65561 12/28/09 01 BLEACH, SHOWERHEAD, TEFLON, BO 000-62-00-5408 01/28/10 21.58
MAINTENANCE- SUPPLIES
'DATE: 01/20/10 UNITED CITY OF YORKVILLE PAGE: 7
TIME: 09:10:37 DETAIL BOARD REPORT
ID: AP441000.WOW
INVOICES DUE ON/BEFORE 01/28/2010
INVOICE # INVOICE ITEM
VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. 4 DUE DATE ITEM AMT
------------------------------------------------------------------------------------------------------------------------------------
MENLAND MENARDS YORKVILLE
65561 12/28/09 02 MR. CLEAN ** COMMENT ** 01/28/10
INVOICE TOTAL: 21.58
66029 12/30/09 01 PAINT 79-610-65-00-5804 01/28/10 6.88
OPERATING SUPPLIES
INVOICE TOTAL: 6.88
67268 01/05/10 01 BULBS 80. 000-62-00-5408 01/28/10 18.68
MAINTENANCE- SUPPLIES
INVOICE TOTAL: 16.68
VENDOR TOTAL: 207.18
MJELECT MJ ELECTRICAL SUPPLY, INC.
1112587-00 11/18/09 01 PLASTIC TAPS 79-610-62-00-5417 01/28/10 35.80
MAINTENANCE-PARKS
INVOICE TOTAL: 35.80
1112587 01 12/16/09 01 PLASTIC TAPS 79 610-62-00-5417 01/28/10 17.90
MAINTENANCE-PARKS
INVOICE TOTAL: 17.90
VENDOR TOTAL: 53.70
NEXTEL NEXTEL COMMUNICATIONS
837900513 094PR 01/08/10 01 PARKS MONTHLY CHARGES 79-610-62-00-5438 01/28/10 258.49
CELLULAR TELEPHONE
02 REC CENTER MONTHLY CHARGES 80-000-62-00-5438 43.08
CELLULAR PHONE
03 RECREATION MONTHLY CHARGES 79-650-62-00-5438 258.50
CELLULAR TELEPHONE
INVOICE TOTAL: 560.07
VENDOR TOTAL: 560.07
NICOR NXCOR GAS
DATE: 01/20/10 UNITED CITY OF YORKVILLE PAGE: 8
TIME: 09:10:37 DETAIL BOARD REPORT
ID: AP441000.WOW
INVOICES DUE ON/BEFORE 01/28/2010
INVOICE # INVOICE ITEM
VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT
NICOR NICOR GAS
64-99-70-7276 0-0110 01/07/10 01 202 E COUNTRYSIDE PKWY UNIT E 80-000-78-00-9002 01/28/10 2,527.00
NICOR
INVOICE TOTAL: 2,527.00
65-69-00-0377 0-0110 01/07/10 01 202 E COUNTRYSIDE PKWY. UNIT D 80-000-78-00-9002 01/28/10 84.24
NICOR
INVOICE TOTAL: 84.24
VENDOR TOTAL: 2,611.24
OFFWORK OFFICE WORKS
167584 01/06/10 01 FILE CABINET KEYS & LOCK 80-000-62-00 5410 01/2B/10 21.99
MAINTENANCE- OFFICE EQUIP.
INVOICE TOTAL: 21.99
167729 01/08/10 01 BOXES, PENS, STAPLES 79-650-65-00 5802 01/28/10 23.17
OFFICE SUPPLIES
02 BOXES, PENS, STAPLES BO-000.65^00-5802 23.16
OFFICE SUPPLIES
03 PAPER 80-000-65-00-5803 31.98
PROGRAM EXPENSES
INVOICE TOTAL: 78.31
167806 01/11/10 01 FILE CABINET KEYS & LOCK 79-650-65-00-5804 01/28/10 21.99
OPERATING SUPPLIES
INVOICE TOTAL: 21.99
VENDOR TOTAL: 122.29
OLEARYC CYNTHIA O'LEARY
1-10 01107/10 01 JAN MARCH REFEREE SCHEDULING 79 650-62-00 5401 01/28/10 910.00
CONTRACTUAL SERVICES
INVOICE TOTAL: 910.00
VENDOR TOTAL: 910.00
DATE: 01/20/10 UNITED CITY OF YORKVILLE PAGE: 9
TIME: 09:10:38 DETAIL BOARD REPORT
ID: AP441000.WOW
INVOICES DUE ON/BEFORE 01/28/2010
INVOICE # INVOICE ITEM
VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT
------------------------------------------------------------------------------------------------------------------------------------
PITNEY PITNEY BOWES, INC.
011410 01/14/10 01 REFILL POSTAGE MACHINE 79-650-65-00-5808 01/28/10 800.00
POSTAGE & SHIPPING
INVOICE TOTAL: 800.00
VENDOR TOTAL: 800.00
PIZZO PIZZO AND ASSOCIATES, LTD
7490 09/21/09 01 PLANTS 79 610 65-00 5804 01/28/10 268.50
OPERATING SUPPLIES
INVOICE TOTAL: 268.50
VENDOR TOTAL: 268.50
RJONEIL R.J. O'NEIL, INC.
123009 12/30/09 01 REPLACED IGINITION MODULE FOR 80-000-62-00-5408 01/28/10 223.00
MAINTENANCE- SUPPLIES
02 HOT WATER HEATER ** COMMENT **
INVOICE TOTAL: 223.00
VENDOR TOTAL: 223.00
SCOTTB BILL SCOTT
120509 12/05/09 01 REIMBURSEMENT FOR BOOTS 79-610-62-00-5417 01/28/10 111.50
MAINTENANCE-PARKS
INVOICE TOTAL: 111.50
VENDOR TOTAL: 111.50
UNIQUEPR UNIQUE PRODUCTS & SERVICE
197040 12/23/09 01 TOILET TISSUE, PAPER TOWEL, 80-000-62-00-5408 01/28/10 290.27
MAINTENANCE- SUPPLIES
02 GARBAGE BAGS, BODY SHAMPOO ** COMMENT **
INVOICE TOTAL: 290.27
197195 01/04/10 01 TRIGGER SPRAYER, LAUNDRY SOAP, 80-000-62 00-5408 01/28/10 286.84
MAINTENANCE- SUPPLIES
DATE: 01/20/10 UNITED CITY OF YORKVILLE PAGE: 10
TIME: 09:10:38 DETAIL BOARD REPORT
ID: AP441000.WOW
INVOICES DUE ON/BEFORE 01/28/2010
INVOICE # INVOICE ITEM
VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT
UNIQUEPR UNIQUE PRODUCTS & SERVICE
197195 01/04/10 02 PAPER TOWEL, TOILET TISSUE ** COMMENT ** 01/28/10
INVOICE TOTAL: 286.84
VENDOR TOTAL: 577.11
UPS UNITED PARCEL SERVICE
00004296X2519-PR 12/19/09 01 1 PKG. TO PELCO WORLD 79-610-65-00-5804 01/28/10 22.36
OPERATING SUPPLIES
02 HEADQUARTERS ** COMMENT **
INVOICE TOTAL: 22.36
VENDOR TOTAL: 22.36
VISA VISA
122409-PR 12/24/09 01 COPIES, LAMINATING, ICE, MILK, 79-650-65-00-5803 01/28/10 308.67
PROGRAM EXPENSES
02 HOLIDAY ORNAMENTS ** COMMENT **
03 GROUP POWER MONTHLY LICENSE 80-000-65-00-5803 321.11
PROGRAM EXPENSES
04 FEE, GIFT WRAP. NAPKINS, ** COMMENT **
05 PLATES, HOLIDAY ORNAMENTS ** COMMENT **
06 GLOVES, SANTA COSTUME 80 000-62-00-5426 149.95
GRANTS
07 FITNESS DRINKS 80 000-65-00-5828 289.37
CONCESSIONS EXPENSES
INVOICE TOTAL: 1,069.10
VENDOR TOTAL: 1,069.10
WALKCUST WALKER CUSTOM HOMES, INC.
YPD 02/10 01/09/10 01 FEB. LEASE PAYMENT 60-000-62-00-5432 01/28/10 17,500.00
LEASE PAYMENT
INVOICE TOTAL: 17,500.00
VENDOR TOTAL: 17,500.00
DATE: 01/20/10 UNITED CITY OF YORKVILLE PAGE: 11
TIME: 09:10:38 DETAIL BOARD REPORT
ID: AP441000.WOW
INVOICES DUE ON/BEFORE 01/26/2010
INVOICE # INVOICE ITEM
VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT
------------------------------------------------------------------------------------------------------------------------------------
YORKACE YORKVILLE ACE & RADIO SHACK
130013 01/04/10 01 BOLTS 80-000-62-00-5416 01/28/10 1.80
MAINTENANCE- GENERAL
INVOICE TOTAL: 1.80
VENDOR TOTAL: 1.80
YORKNAPA YORKVILLE NAPA AUTO PARTS
904572 12/30/09 01 FUSE 79-610-62-00-5408 01/28/10 2.84
MAINTENANCE-EQUIPMENT
INVOICE TOTAL: 2.84
VENDOR TOTAL: 2.84
TOTAL ALL INVOICES: 34,567.92
YORKVILLE PARK AND RECREATION
CASH ANALYSIS
AS OF DECEMBER 3, 2009
FISCAL YEAR 09/10
Ending Bank Balances
May June July August September October November December January February March April
2009 2009 2009 2009 2009 2009 2009 2009 2010 2010 2010 2010
Money
Market $125,849.50 $149,108.03 $169,607.23 $131,2I0.55 $213,547.62 $176,463.47 $190,355.09 $187,770.51
Account
PARKS PAYROLL
1ST PAY $17,832.94 $18,537.10 $18,862.14 $18,959.79 $17,825.46 $17,505.75 $17,506.75 $17505.75 $I3,060.62
2ND PAY $19,607.74 $18,913.03 $19,060.23 $18,440.14 $17,76734 $17,505.76 $17505.72 $17,532.98
3RD PAY $18,537.I0 1 1 1 $17,531.70
Month Total $55,977.78 1 $37,450.13 1 $37,922.37 $37,399.93 $35,592.80 $52,543.21 $35,012.47 $35,038.73 $13,060.62 $0.00 $0,00 $0.00
RECREATION PAYROLL
1ST PAY $20,983.94 $19,681.90 $19,023.98 $20,581.93 $17765 $955.6 $18,962.94 $16,517.62
$7,848.35
2ND PAY $19,890.57 $19,245.85 $16,955.42 $17,986.58 $18,624.26 $9,03.97 $18,118.94 $I6,570.38
3RD PAY $19,681.90 $18,500.80
Month Total $60556.41 1 $38,927.75 $37,979.40 $38,568.5I $36,381.91 $57,050.45 $37,081.88 $33,088.00 $7,848.35 $0.00 $0.00 $0.00
RECREATION CENTER PAYROLL
1ST PAY $10,274.01 $7,491.07 $8,846.90 $8,721.65 $8,939.22 $9,268.64 $9,465.10 $7,508.05 $6,338.90
21ND PAY $10,145.30 $9,820.05 $8,138.85 $9,938.22 $8,676.87 $9,932.50 $8,659.71 $8,917.21
3RD PAY I 1 $8,814.05
Month Total $20,419.31 $17,31112 1 $16,985.75 $18,659.87 $17,616.09 $28,015.19 $18,124.81 $16,42526 $6,33890 $0.00 $0.00 $0.00
Grand Total $136,953.50 1 $93,689.00 1 $92,887.52 $94,628.31 $89,590.80 $137,608.85 $90,219.16 $84,551.99 $27,247.87 $0.00 $0.00 $0.00
Reviewed By: Agenda Item Number
i � vu�E Parks ❑
Recreation ❑
PAR?G a RECPSAT1oN Director ■
City Administrator ❑ Tracking Number
4-0. Legal ❑-J Human Resources ❑�uaffuww�a��ur
Police ❑
Park Board Agenda Item Tracking Document
Title: Director's Vacancy
Agenda Date: January 28, 2014
Synopsis: See attached memo.
Action Previously Taken:
Date of Action: N/A Action Taken:
Item Number:
Type of Vote Required: Majority
Action Requested: Discussion and direction
Submitted by: Bart Olson Parks and Recreation
Name Department
Agenda Item Notes:
Memorandum
To: Park Board
From: Bart Olson, Interim Director of Parks and Recreation
PARKS d R8rWTION CC:
Date: January 22, 2010
Subject: Director's Vacancy
mr,�mae axecffernrm��watrgt
This agenda item was discussed at the last Park Board meeting. At that meeting, the Park
Board expressed interest in using a job search format in a similar manner as was used for the last
Director's search. I spoke with Mayor Burd about this, and she confirmed that she would like to
use this format as well. So, the agreed upon format is:
1) Park Board and Interim Director will review applications and select individuals for
interview.
2) First interviews will be conducted under closed session by the Park Board and Interim
Director.
3) If necessary, second interviews will be conducted under closed session by the Park
Board and Interim Director.
4) Recommendation(s) will be made by the Park Board to the Mayor.
5) Mayor will conduct interviews.
6) Appointment will be made, subject to consent by the City Council.
It should be noted that since this is a mayoral appointment, she may express interest in reviewing
the initial applicants, select individuals for interview by the Park Board, and may sit in on the
Park Board interviews. Also, it may be beneficial to conduct a round of interviews with Parks
and Recreation staff present—either by inviting them into executive session, or conducting a
separate round of interviews. This is, of course, up to the Board to decide.
Finally,the most important question is how soon to post the opening. We can reasonably
expect a 90-day turnaround from first day of posting to first day on the job for the appointee.
While we haven't begun to look at next fiscal year's budget,it is safe to say that the budget
situation is not likely to get much better,but it probably will not be worse than it was this year.
The salary range for the position is $71,200 to $92,700, and I expect that salary range to draw a
large amount of excellent applicants. The current hit on the Parks and Recreation budget for my
salary is scheduled for$49,000 per fiscal year. So, the department would be looking at a
minimum increase in salary of$22,000--unless the Park Board feels the salary range should be
decreased. I seek your input on when the job posting should be publicized, and what the salary
range in the posting should be.
Reviewed By: Agenda Item Number
Yowc,lag Parks ❑
I
Recreation ❑
pARK� REcWTia4 Director ❑
City Administrator F1 Tracking Number
Legal ❑
-� Human Resources ❑
Police ❑
Park Board Agenda Item Tracking Document
Title: 2010 OSLAD Grant Discussion
Agenda Date: January 28, 2010
Synopsis: Staff will be bringing potential OSLAD development grants to discuss at the Park
Board meeting.
Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required: None
Action Requested: Staff would like Park Board to make a recommendation on 2010 OSLAD
Grant applications.
Submitted by: Laura Schraw Community Development
Name Department
Agenda Item Notes:
See attached memo. Large drawings will be brought to meeting showing park designs for
discussion.
Memorandum
O
1836 To: Yorkville Park Board
From: Laura Schraw, City Park Designer
Ol� � ` CC: Bart Olson, Scott Sleezer
t..4 `y0 Date: January 21, 2010
LLE v� Subject: Yorkville 2010 OSLAD Grant Applications
Staff would like to discuss potential OSLAD development grants for the 2010 cycle. Please see
the project name and description below.
1) Riverfront Park-development
Canoe chute is to be completed summer 2010
BAAD grant will extend road, include parking and ramp
Construction will be phased(multi-phase grant)
Add fishing pier to east end of design
Replace 14 year old playground
Add gathering space/performance area
Shelter
Portable toilet shelter or permanent toilets
Trail extension
Fountain/ Interactive water feature
2) Grande Reserve B - development
Disc Golf Course
Community gardens
Trail connection
Playground
Mark Yergler thought that both of these projects would be competitive for the development
grants.
Bristol Bay has been left off the list but will be re-visited next year.
Potential acquisition projects will be discussed in executive session.
Reviewed By: Agenda Item Number
�•� -MWVULE Parks ❑
k-U. t Recreation ❑
PAA?cC a REe:wA'riuJ Director ❑
City Administrator ❑ Tracking Number
Legal ❑
Human Resources ❑
Police ❑
Park Board Agenda Item Tracking Document
Title: Hoover Trail Connection
Agenda Date: January 28, 2010
Synopsis• Potential trail connection from Crawford Park to Hoover Forest Preserve.
Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required: None
Action Requested: Informational update only.
Submitted by: Laura Schraw Community Development
Name Department
Agenda Item Notes:
See attached memo and drawing of approximate trail location.
Memorandum
� � o
EST. 1836 To: Yorkville Park Board
From: Laura Schraw, City Park Designer
CC: Bart Olson, Scott Sleezer
�O Date: January 21, 2010
�tE �V� Subject: Hoover Trail Connection
The Kendall County Forest Preserve District, as part of their Hoover development,will be
constructing a bituminous concrete (asphalt)trail. A branch of this trail will continue to the
easternmost edge of their property adjacent to Crawford Park.This does include constructing a
bridge across the ravine on their property.
Originally the Forest Preserve's Fox River Trail was going to be located parallel to the river and
connect directly into our existing trail stub at Crawford Park. In the environmental assessment, it
was determined that a wetland existed at this location and will be protected. This requires that
our City trail connection be extended to the south to meet their trail terminus.
Staff has requested that the Forest Preserve District receive an `add alt' bid for the additional
paving work for the trail on the City property when bidding the Hoover project. Once the final
estimates have been received, the City can decide at that time if it is financially feasible to make
the connection to the Forest Preserve property immediately, or if it will have to be budgeted in a
future fiscal year.
Our estimate for the trail work including excavation, stonework, and trail is roughly$10,000. If
the City does the earthwork and stonework in house this could potentially be cut in half.
Staff will bring an update to park board when the Forest Preserve provides us with cost estimates
from their bid.
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Reviewed By: Agenda Item Number
x ''DWVUJE Parks ❑
Dc Recreation ❑
paR6s a REC{i6A'nM4 Director ■
City Administrator F-1 Tracking Number
Legal
El
Human Resources ❑
Y41D �A6{fECL11f71[EF7►91Lttf
Police ❑
Park Board Agenda Item Tracking Document
Title: Staff reports
Agenda Date: January 28, 2010
Synopsis: Written reports from the Interim Director, Superintendent of Parks,
City Parks Designer and a verbal report from the Superintendent of Recreation.
Action Previously Taken:
Date of Action: Dec 2009 Action Taken: Discussion
Item Number:
Type of Vote Required: N/A
Action Requested: Discussion
Submitted by: Bart Olson Parks and Recreation
Name Department
Agenda Item Notes:
Memorandum
YDj To: Park Board
1
From: Bart Olson, Interim Director of Parks and Recreation
pARK9 d pECRrATIa4 CC:
Date: January 22, 2010
Subject: Weekly Director's Report
,4.Dw,U.W;WAt0P_HV=/
1) Attendance at this week's Park Board meeting--Unfortunately, due to my City
Administrator duties, I will be unable to attend this week's Park Board meeting. I have
tasked Laura, Scott, and Sue with presenting the different agenda items. The second
meeting of each month will pose a potential problem, as the City's Public Safety
Committee and the MetroWest Council of Governments (regional organization) both hold
meetings on the fourth Thursday of each month). My attendance at Park Board will be
dictated from month-to-month as different topics are discussed at those meetings, and
depending on what is on the agenda at Park Board.
2) Executive session,Iand acquisition—Superintendent Sleezer and City Parks Designer
Haake will present various acquisition options for the 2010 OSLAD grant cycle.
3) Park Board Items at City Council
a. The following items were approved at the January 12a' City Council meeting:
i. EDC 2009-42 - Ordinance Amending the Code of Ordinances Providing
for the Regulation of Signs. This was the sign code amendment that will
allow us to place advertisements on baseball fields. It was approved under
the consent agenda.
ii. Appointment to Park Board--Torn Nelson was approved for the vacant
Park Board position.
b. The following items are on the January 26`h City Council agenda:
i. Bristol Station Park Change Order#3 —As approved by Park Board at the
January 14th meeting.
ii. Bristol Bay Park A RFP —As approved by the Park Board at the January
14`h meeting.
4) Future agenda items at Park Board—A spreadsheet with future agenda items is
attached, and a highlight of each new agenda item is below.
a. FY 10111 Budget—I expect to have a first draft of the FY 10/11 budget available
for your review at the February 25`h Park Board meeting.
b. Facility Management @ REC Center--Vickie Coveny suggested we discuss
the operations of the REC Center, and the potential to utilize outsourcing for some
of the functions.
Board AIqLn
Mwting - rE?feci tatio r5s Old Business Now Busfriess;
February 11,2010 1. Wheaton Woods nature Ir�iii boards 1.Director's(wrltion)
2. Facility Management @ REC Center 2.Recreation(written)
3. November 2009,December 2009 and January 2009 3.Parks(verbal)
1. Revised FY 09110 Budget Budget reports_discussion
February 25,2010 1. FY 10111 Budget 1.Director's(written)
2.Recreation(verbal)
3.Parks(written)
4.Parks Designer
written
March 11,2010 1.Director's(written)
2.Recreation(written)
3.Parks verbal
March 25,2010 1.Director's(written)
2.Recreation(verbal)
3.Parks(written)
4.Parks Designer
written
April B,2010 1.Directors(written)
2.Recreation(wriften)
3,Parks verbal
April 22,2010 1.Director's(written)
2.Recreation(verbal)
3.Parks(written)
4.Parks Designer
written
May 13,2010 1.Director's(written)
2.Recreation(written)
3.Parks verbal
May 27,2010 1.Director's(written)
2.Recreation(verbal)
3.Parks(written)
4.Parks Designer
written
June 10,2010 1.Director's(written)
2.Recreation(written)
3.Parks verbal
June 24,2010 1.Director's(written)
2.Recreation(verbal)
3,Parks(written)
4.Parks Designer
written
Memorandum
,,, ^i ' ""U To: Park Board
1 From: Scott Sleezer Superintendent of Parks
pnR� &awCR"nC0 CC: Bart OIson, Interim Director of Parks and Recreation
4Date: January 22, 2010
Subject: December 2009 Parks Report
1TFR6Vi'.LE Id4RLRrY1CJ11fE'0@DF��.If`f
Athletic Field Division
Staff insulated the serving windows and winterized both concession buildings. Staff also boarded
over the doors at the Beecher location to further the security for winter.
Beautification Division
Tree Trimming
Staff started trimming all of the trees at each park location..
Playground Division
Safety Inspection
Staff inspected all playgrounds weekly visually checking equipment using a systematic approach
looking for missing or loose hardware. Accessing the equipment pulling and pushing on each
apparatus to check if it is secure and filled out inspection form for each site.
Surfacing Maintenance
Weekly raked surfacing back under slide exits, swings, climbers, and transfer platforms to meet
ADA, CPSC, and ASTM guidelines in every playground. Raked area so it is uniform and smooth
in appearance and level with transition areas.
Turf Division
Winterizing
Staff finished cleaning up and winterizing seasonal equipment for winter storage.
Projects
Wheaton Woods
Staff installed the shelter at Wheaton Woods and continued to remove invasive plant species
from the forest.
Trees
Staff planted over ninety trees at Bristol Bay 65 and other park locations. These were the trees
that were donated to us last fall from a local nursery.
Staff finished transporting donated trees for this year from a local nursery and healed them in for
the winter at the Public Works Building on the south side. In all we received over one hundred
and forty trees this fall.
Snow Removal
Park staff work side by side with the Street Department in snow removal, two of our staff operate
salt trucks, five operate pickups and one operates the tractor. During a snow event Park staff
commits all personal to snow removal.
•A.�° c'''' Memorandum
Q
EST. pass To: Yorkville Park Board
From: Laura Haake, City Park Designer
4 ` CC: Bart Olson, Interim Director of Parks and Recreation
0 F.01
g5vu �O Date: January 22, 2010
Subject: Park Designer Report
■ Raintree Park B—drawings and specs
■ SRTS Meeting with IDOT
■ Fox Hill Unit 7 bid drawings
■ Grande Reserve Park A material prep
• Parkway Tree Program documents
• Landscape review
• Playground presentation for IPRA