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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 Fu t u r e P a r k B o a r d A g e n d a I t e m s Me e t i n g D a t e P r e s e n t a t i o n s O l d B u s i n e s s N e w B u s i n e s s S t a f f R e p o r t s Ju l y 8 , 2 0 1 0 1. M a y 2 0 1 0 B u d g e t R e p o r t 1 . D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( w r i t t e n ) 3. P a r k s ( v e r b a l ) Ju l y 2 2 , 2 0 1 0 1. R e v i e w o f F Y 1 0 / 1 1 G o a l s 2. Y o u t h b a s e b a l l a g r e e m e n t s - f e e s f o r 2 0 1 1 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( v e r b a l ) 3. P a r k s ( w r i t t e n ) 4. P a r k s D e s i g n e r (w r i t t e n ) Au g u s t 1 2 , 2 0 1 0 1. J u n e 2 0 1 0 B u d g e t R e p o r t 2. J u l y 2 0 1 0 B u d g e t R e p o r t 3. Y Y B S A I n - H o u s e A g r e e m e n t 4. Y Y B S A T r a v e l A g r e e m e n t 5. R e d s T r a v e l A g r e e m e n t 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( w r i t t e n ) 3. P a r k s ( v e r b a l ) Au g u s t 2 6 , 2 0 1 0 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( v e r b a l ) 3. P a r k s ( w r i t t e n ) 4. P a r k s D e s i g n e r (w r i t t e n ) Se p t e m b e r 9 , 2 0 1 0 1. A u g u s t 2 0 1 0 B u d g e t R e p o r t 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( w r i t t e n ) 3. P a r k s ( v e r b a l ) Se p t e m b e r 2 3 , 2 0 1 0 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( v e r b a l ) 3. P a r k s ( w r i t t e n ) 4. P a r k s D e s i g n e r (w r i t t e n ) Oc t o b e r 1 4 , 2 0 1 0 1. S e p t e m b e r 2 0 1 0 B u d g e t R e p o r t 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( w r i t t e n ) 3. P a r k s ( v e r b a l ) Oc t o b e r 2 8 , 2 0 1 0 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( v e r b a l ) 3. P a r k s ( w r i t t e n ) 4. P a r k s D e s i g n e r (w r i t t e n ) No v e m b e r 4 , 2 0 1 0 (F i r s t T h u r s d a y ) 1. A u d i t p r e s e n t a t i o n ( T E N T A T I V E ) 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( w r i t t e n ) 3. P a r k s ( v e r b a l ) No v e m b e r 1 8 , 2 0 1 0 (T h i r d T h u r s d a y ) 1. O c t o b e r 2 0 1 0 B u d g e t R e p o r t 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( v e r b a l ) 3. P a r k s ( w r i t t e n ) 4. P a r k s D e s i g n e r (w r i t t e n ) De c e m b e r 2 , 2 0 1 0 (F i r s t T h u r s d a y ) 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( w r i t t e n ) 3. P a r k s ( v e r b a l ) De c e m b e r 1 6 , 2 0 1 0 (T h i r d T h u r s d a y ) 1. N o v e m b e r 2 0 1 0 B u d g e t R e p o r t 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( v e r b a l ) 3. P a r k s ( w r i t t e n ) 4. P a r k s D e s i g n e r (w r i t t e n ) 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