Park Board Packet 2010 06-24-10
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.
June 24, 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 meeting – June 10, 2010
Bills Review:
Bill list*
Old Business:
Athletic Field Policy*
New Business:
IMRF Authorization for part-time employees*
Selection of strategic planning date for FY 11/12
Reports:
Director’s Report
Recreation Report
Parks Report
Parks Designer Report
Additional Business:
Executive Session:
Adjournment:
Next meeting: Thursday, July 8, 2010
*Items needing Board approval or recommendation
1
Yorkville Parks & Recreation Department
Administration Office – 201 W. Hydraulic Street
Yorkville, IL 60560
Park Board Meeting Agenda
Park & Recreation Administration Office
7:00 PM June 10, 2010
Call to Order: Ken Koch called the meeting to order at 8:35 pm
Roll Call: Ken Koch - Yes, Deb Horaz - Yes, Kelly Sedgwick – Yes and Vickie Coveny - Yes
Introduction of Guests:
Interim Director of Parks & Recreation – Bart Olson
Superintendent of Recreation – Sue Swithin
Superintendent of Parks – Scott Sleezer
Park Designer – Laura Schraw
Guests:
Tim Evans
Public Comment:
None
Presentations:
None
Approval of Minutes:
Park Board minutes of May 27, 2010
Ken Koch asked for a motion to approve the Park Board minutes from May 27th, 2010. Deb
Horaz made the motion and Kelly Sedgwick seconded the motion. The motion was approved by
voice vote. Ken Koch - Yes, Deb Horaz - Yes, Kelly Sedgwick – Yes and Vickie Coveny - Yes
Bills Review:
Bill List & Cash Analysis from January 26th Park Board Meeting (1/20/10)*
Ken Koch asked for a motion to approve the bill list and cash analysis. Kelly Sedgwick made the
motion and Vickie Coveny seconded the motion. The motion was approved by voice vote: Ken
Koch - Yes, Deb Horaz - Yes, Kelly Sedgwick – Yes and Vickie Coveny – Yes
Old Business:
Athletic Field Policy
Bart Olson asked the Board if everyone was alright with the red lined part of the policy. He
noted those were changes and additions.
Ken Koch asked if anyone from the Reds had seen the revisions and changes noted in the
policy and Olson said no. Olson wanted to make sure the Board was okay with the language
and structure of it before he took it to the Reds. He said they had a couple months and noted
that this was the policy and not the agreement. He noted the agreement would have different
provisions in it.
2
Koch wanted to know if it would go to City Council first. The Board felt they should do it the way
they did it the past years.
Olson felt that they would give the Reds a heads up before it went to City Council. Koch felt they
should take it to them before it went to Cit Council so they could be there to plead their case if
they wanted to.
Koch felt they were not going to be okay with the travel part of it. He felt that they could not
subsidize one part of travel and not the other. Olson explained all travel teams should have
some kind of subsidization.
Olson said the idea is he would solicit the Reds and YYBSA to have an agreement in front of
them by next month. He noted they would go by fields and time slots rather than by the number
of kids on a team. The fixed variable is the field space and Olson said that they may have to cut
off registration or play less games.
Sue Swithin noted that she would like to add some things regarding the concessions. She said
this is something that her staff in house had been working on. And it was put together partly
due to what they did last week at the tournament with Sue Golinski selling Rosati’s pizza.
Olson noted, during last weekend’s tournament, they made .50 per slice of pizza that was about
16% profit and they made $70.00. Swithin said it did not impact their concession sales that
much.
Swithin said this is what she and her staff had come up with and would like to add it to the
Special Request Deadline section on page three. She read the changes and suggestions they
should add to the paragraph second sentence after fund raising activities she would like to add
ie: shirts, hats, photos. Then at the bottom of that paragraph she wanted to recommend there
would be a $50 fee per booth or tent for all non-food items to be sold.
She said that they would like to add a paragraph about Concession Stand Operation. The
Yorkville Parks and Recreation will have wash rooms and concession stands available to
players and spectators for the duration of the tournament. Organizations will be able to sell food
products “NO BEVERAGES” for fundraising purposes that do not co inside with the concession
stand menu. There will be a fee of $100 to sell items for the entire weekend and the menu and
must be submitted to the Yorkville Parks and Recreation Department for approval no later than
two weeks before the tournament and once approved the organization must be responsible in
contacting the Kendall County Health Department and obtaining all necessary permits. Note the
Kendall County health Department has restrictions of sales of meat products. They can be
contacted at the following number for more information . . . . Booths or tent locations would be
decided by staff.
Swithin said that they found out through the health department that they could not sell any meat
products unless it came from a meat wholesaler. It cannot come from retail like Smokies.
Deb Horaz asked about whole fruit and asked if they could cut fruit. Swithin said that the
concession stand was not approved to cut apples etc. She said they could look into that but
have to make sure there was not much waste in doing so.
3
Swithin said there was talk about leasing out the concession stand to a group to run all it all by
themselves. Sleezer said that they would still have to run out there when breakers pop or what
else could come up with electric problems if they leased it out to one organization for the year.
Evans said they should stick to the ice cream, popcorn, candy and soda type items and letting
groups come in with their one day permits to sell pizza and those types of things. He felt that
they should have a presence out there and it gave kids jobs and experience. He felt that if
organizations wanted to get a one day permit to come in and grill they could work with those
types of things.
Olson suggested they bring this policy back next meeting for further discussion.
New Business:
Crawford Park Trail
Scott Sleezer said that the Kendall County Forest Preserve opened their bid up to us. This was
the bridge and trail connection through Crawford Park. He felt that $7,227.25 was very
reasonable.
Sleezer said now is the time to do it and he outlined in his memo where he felt they could come
up with the funds to pay for the trail extension. He noted that there was money left over from
the Development of Rain Tree Park C. He noted the funds were paid by the developer in lieu of
taking care a punch list of items in the park. He noted with the work they completed to what they
still need to do they would have a surplus of $15,234 and if they paid for the trail extension out
of the surplus they would still have a surplus of $8,000.
Sleezer said that this was a significant regional connection. Olson agreed this would be the time
to do the extension because they probably would not get a better number any other time.
Ken Koch stated that there should be language that the Forest Preserve could not come back
and ask them for more money. Laura Schraw reassured that they would get a letter explaining
what would get approved and laying everything that was to be done out. Olson said they should
not think of this as a partnership but to think of it as they were using their contractor.
Ken Koch asked for a motion to approve the amount of $7,227.25 to work in conjunction to work
with the Forest Preserve Trail construction out at Hoover to connect with our park at rivers edge.
Kelly Sedgwick made the motion and Vickie Covney seconded the motion. The motion was
approved by voice vote: Ken Koch - Yes, Deb Horaz - Yes, Kelly Sedgwick – Yes and Vickie
Coveny – Yes
Reports:
Directors Report
1. Bart Olson said they did hold the walk through at 6pm at the REC Center with Sue and
toured the mechanical rooms in about 20 minutes.
2. Olson said he would not be at the next two Park Board meetings but would make sure they
were well prepared for. He said one of the things the Board needed to start thinking about
was another goal setting meeting.
3. Park Board items in front of City Council:
a. As part of the Playful City designation they hold an annual play day and this year it
would be at the Riverfront Park prior to the September bratfest event. Then after
hours Kendall Pub will be holding their own special event in their building.
4
b. Chris Rollins was up for reappointment and he was reappointed.
c. Bristol Bay Park A equipment did get approved and the park build would be on July
31st.
d. Riverfront Park, OSLAD grant was approved by the City Council.
4. Olson noted an email from Alderwoman Rose Spears and he said that a year ago they
talked about getting signage on Hayden Street noting that there would be parking allowed
on one side of the street if the residents were okay with that and they could pass an
ordinance easily. The Board felt they should add Whispering Meadows to the drafting of the
ordinance. Olson said they could possibly put hour restrictions on street parking. The Board
liked the idea of hourly restrictions. Olson said he would have to look into the legalities of
that and get back to Alderwoman Spears.
Olson said that he would like everyone to think about was the park design features. He said
that parking lots cost money and they take up land. He said that they purposely put parks
on street frontage so that they can do on street parking to minimize their costs because they
only get a certain amount of land in each subdivision. He said they need maximize the
amount of recreation space they have and not the amount of transportation space they
have.
REC Report
Sue Swithin said that soccer was coming to an end and they had almost 400 kids. She said the
evaluations went well.
Preschool came to an end and they would be looking for a new preschool teacher for next year.
She said that they were on their 3rd Kayak class due to the popularity and now there was a
waiting list.
Swim lessons went well and they added more instructors due to the high enrollment. Word is
out they have a good swim program. Swithin said that swim lessons were held in the morning
and after school hours.
This Friday would be the first music under the stars in Town Square and it is wine night. Fox
Valley will be providing the wine and they would provide the glasses. Fox Valley would fill the
glasses and they would get part of the drink refill tickets. She noted it was not really like a wine
tasting but they would serve actual glasses of wine and be selling bottles.
She noted next week would start their first farmers market.
Parks Report
None
Parks Designer Report
None
5
Additional Business:
Ken Koch wanted to go on for the record to compliment Jon Hageman for the work during the
tournament this last weekend. He was real impressed with how he was around, visible and
accessible. He said that you can tell he cares about his work.
Sue Swithin noted he started as a concessions stand employee and worked his way up.
Executive Session:
None
Adjournment:
Ken Koch asked for a motion to adjourn the meeting 10:00 pm. Deb Horaz made the motion and
Kelly Sedgwick seconded the motion. The motion was unanimously approved by voice vote.
Next Meeting:
Thursday, June 24th, 2010
Minutes Respectfully Submitted By:
Jamie Cheatham
Park Board Agenda Item Tracking Document
Title:
Agenda Date:
Synopsis:
Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Action Requested:
Submitted by:
Agenda Item Notes:
The draft policy was not complete at time of packet creation. It will be emailed to
Park Board members at time of its completion and distributed as a supplemental packet, or will
be presented at the meeting.
Reviewed By:
Parks
Recreation
Director
City Administrator
Legal
Human Resources
Police
Agenda Item Number
Tracking Number
June 24, 2010
Majority
Approval
Bart Olson Parks and Recreation
Name Department
Athletic Field Policy
Amendments to the current policy to address field use agreements, concessions
from outside organizations, new field rental and tournament fees, and other items.
Park Board Agenda Item Tracking Document
Title:
Agenda Date:
Synopsis:
Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Parks
Recreation
Director
City Administrator
Legal
Human Resources
Police
Agenda Item Number
Tracking Number
June 24, 2010
Majority
Approval
Bart Olson Parks and Recreation
Name Department
IMRF authorization for part-time employees
See attached memos.
In the past few months, we have had two part-time shift managers at the REC Center
leave; one back in Spring 2010 and the other just this week. Both of these shift managers had
IMRF authorization. We had covered the first vacancy for the night shift with two employees on
a week-to-week basis, which often resulted in shift vacancies that had to be filled by full-time
staff, and other inefficiencies. This week, we had the morning shift manager leave to take
employment elsewhere and rather than hire a new employee to take his place, we are proposing
to expand the hours of two current employees. Both of these employees are the two employees
referenced above that were covering the night shift, which necessitates the expansion of both of
their hours, which necessitates IMRF authorization by City Council.
I know the Park Board and the City Council have had difficulty accepting IMRF
authorizations in the past. Certainly, the last round of IMRF authorizations was controversial
because the IMRF authorizations were discovered mid-year, well after they should have
occurred, and without any money in the budget to cover the additional expense. This time
around, we are seeking authorization prior to any personnel decision and with knowledge that the
expense is budgeted, both for IMRF benefits and the expansion of part-time hours to both
employees. It should be noted that we are not expanding the overall hours for staffing at the
REC Center, just shifting hours between employees now that there are less employees.
Finally, the discussion of whether or not to just hire an additional employee instead of
IMRF authorizations to current employees was debated amongst staff. As we felt last time, the
efficiencies achieved by having a stable weekly staffing schedule outweighs the additional
expense for IMRF benefits.
Memorandum
To: Park Board
From: Bart Olson, Interim Director of Parks and Recreation
CC:
Date: June 18, 2010
Subject: IMRF Authorization for part-time employees
202 East Countryside Pkwy. Yorkville, IL 60560
(630) 553-2582 (630) 553-2644 fax
Email:recreation@yorkvillle.il.us www.yorkville.il.us
MEMO
To: Bart Olson
From: Sue Swithin
CC: file
Date: 6.16.2010
Subject: IMRF - REC Center Budget
_____________________________________________________________________
The 80 budget shows $10,000 budgeted for IMRF. 2009-2010 ended at approx. $8,600.
Current IMRF Staff: (calculated at 9.13% of gross pay)
Amanda Hopkins approx. $3,104 contribution
Kim Golden approx. $1,314 “
Rob Biertz (resigned) approx. $1,908 “
Kirsten Walker approx. $1,600 “
Ryan Negre current empl. not approved
Matt Odom current empl. not approved
Proposed:
Amanda Hopkins, Facility/Class Coordinator: Full Budget Year
(52 wks. – 40 hrs.) (approved IMRF) $3,104
Kim Golden, Pre School Teacher
(36 wks. – 40 hrs) (approved IMRF) $1,314
Kirsten Walker, PM Front Desk
(50 wks. – 38 hrs.) (approved IMRF) $1,735
Ryan Negre, AM Front Desk
(50 wks. – 38 hrs.) (needs approval) $1,735 ($1,388 40 wks. remain.)
Matt Odom, PM Front Desk
(50 wks. – 38 hrs) (needs approval) $1,735 ($1,388 40 wks remain.)
Total $9,623 ($8,929)
*NOTE: 40 wks.remaining in budget for payroll
I am requesting permission to increase Ryan Negre and Matt Odom’s hours, and be approved for
IMRF. The 2010- 2011 - 80 REC Center budget, IMRF account is $10,000.
“The achievements of an organization are the results of the combined effort of each individual.”
Park Board Agenda Item Tracking Document
Title:
Agenda Date:
Synopsis:
Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Action Requested:
Submitted by:
Agenda Item Notes:
In keeping with last year’s date, the first or second Saturday in November are open.
Those dates are November 6th and November 13th. Given that the last meeting only lasted three
hours, it may be possible to instead discuss strategic planning over several regularly scheduled
meetings in October and November, rather than setting aside an additional Saturday. Staff is
seeking direction a date for FY 11/12.
Reviewed By:
Parks
Recreation
Director
City Administrator
Legal
Human Resources
Police
Agenda Item Number
Tracking Number
June 24, 2010
Majority
Discussion
Bart Olson Parks and Recreation
Name Department
Selection of a strategic planning date for FY 11/12
Selection of a date for the strategic planning session for FY 11/12
Park Board Agenda Item Tracking Document
Title:
Agenda Date:
Synopsis:
Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Parks
Recreation
Director
City Administrator
Legal
Human Resources
Police
Agenda Item Number
Tracking Number
June 24, 2010
N / A
Discussion
Bart Olson Parks and Recreation
Name Department
Staff reports
Written reports from the Interim Director, Superintendent of Parks, and
City Parks Designer, and verbal reports from the Superintendent of Recreation.
1) My attendance at future Park Board meetings – I have conflicts for the June 24th and
July 8th meetings and will not be in attendance for either meeting.
2) Future Park Board agenda items – See attached.
Memorandum
To: Park Board
From: Bart Olson, Interim Director of Parks and Recreation
CC:
Date: June 18, 2010
Subject: Director’s Report
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Additional BusinessExecutive Sessions
Athletic Division
Staff checked and reset all of the base anchors on all of the ball fields.
Baseball
Preparing fields for play daily by adding clay to fill holes, fine dragging the infields and lining
the fields for games.
Soccer
Preparing the fields for play by painting the fields and fixing and repairing goal nets weekly.
Tournaments
Staff prepared the Bridge ball field complex for three tournaments in the month of May.
Trash Control
Picked up all loose trash and debris by systematically walking a grid at each site, replacing liners
in all trash cans.
Beautification Division
Flower Planting
Staff worked with the Cub Scouts to plant the flowers at City Hall, Town Square Park and the
Beecher Center. This is an annual event that we have been doing for around ten years.
Flower Beds at Heartland Circle
Staff worked with the Junior Women’s Club on there annual park enhancement project. This
year they edged and mulched all of the flowers beds.
Flower Baskets
Staff installed the hanging baskets at Town Square Park and the down town area.
Playground Division
Bristol Station Park
Staff mortared the stone wall to keep kids from taking the rocks out and damaging the
playground structure.
Safety Inspection
Memorandum
To: Park Board
From: Scott Sleezer Superintendent of Parks
CC: Bart Olson, Interim Director of Parks and Recreation
Date: June 17, 2010
Subject: May Parks Report
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
Mowing
Staff maintained the turf at over fifty City owned sites this includes mowing the turf areas, string
trimming around posts, signs and other such obstacles and blow clippings from all paved
surfaces.
Trash Control
Picked up all loose trash and debris by systematically walking a grid at each site, replacing liners
in all trash cans.
Projects
Staff set up sprinklers to water the seeded area at park C in the Raintree Development.
Staff removed the stone fountain at Riverfront Park.
Staff performed miscellaneous functions for other City Departments such as; providing chairs for
the pre school graduation bring the lift from the library to the Rec Center.
Weeded REC rain garden
Ordered Bristol Bay A equipment
Bristol Bay A plans, construction, t-shirt design
Playful City USA application completed and turned in
OSLAD grant application
FREP EPA 319 meeting for application review, revise application
US 34 review
Full Circle tree intern
Memorandum
To: Yorkville Park Board
From: Laura Haake, City Park Designer
CC: Bart Olson, Interim Director of Parks and Recreation
Date: June 17, 2010
Subject: Park Designer Report