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Park Board Minutes 2012 09-27-12 APPROVED 10/15/12 Yorkville Park and Recreation Department City Hall 800 Game Farm Road September 27, 2012 at 6:00 p.m. Call to Order: Deb Horaz called the meeting to order at 6:00 p.m. Roll Call: Deb Horaz – yes; Kelly Sedgwick – yes; Seaver Tarulis – yes; Mark Dilday – yes; Amy Cesich – no; Dan Lane – yes. Introduction of City Officials and Staff: Laura Schraw – Director of Parks and Recreation Tim Evans – Superintendent of Recreation (by phone) Scott Sleezer – Superintendent of Parks Jeff Weckbach – Intern for City of Yorkville Other Guests: None. Public Comment: None. Approval of Minutes: The minutes from the August 9, 2012 meeting were approved. Motion made by Seaver Tarulis and seconded by Dane Lane. The minutes from the August 28, 2012 meeting were approved. Motion made by Kelly Sedgwick and seconded by Dan Lane. The minutes from the September 18, 2012 meeting were approved. Motion made by Seaver Tarulis and seconded by Mark Dilday. Bill Review: Dan Lane had several questions about different charges on the bills list one being the bronze plaque expense. Scott Sleezer told him it was for tree plaques. Dan asked about staff shirt expenses. Scott said they were for different city events, staff shirts so city staff can be identified. Tim pointed out that the shirts were paid for by Boombah this year. Dan had a question about Jacobs Well. Tim said they provided services at Hometown Days. Tim said the city gives them a donation for helping and it saves the city money because paying city staff to be there would cost more. Deb asked about the legal fees. Laura said the fees were for a telephone call regarding the REC Center and reviewing the baseball field agreements. Deb asked about Sports Illustrated subscription. Tim said it is a magazine subscription for the REC Center for those who are work out. Dan asked about a security deposit refund. Tim said it was for a park rental. Dan asked about Race Event Timing. Scott said it was timing for the 5K event. Dan asked about a newspaper ad. Tim said the city put an ad in the Beacon News for Hometown Days. Agenda Items are out of order due to Tim Evans calling into the meeting from out of town. New Business: Softball Money Refund – Tim stated Amanda Werve contacted him at the last minute to state she did not get enough people for a team so she needed to cancel the day of the first game. Tim said he gave her half of her money back because the schedules had been made. Tim said she was not satisfied with that response and she wants a full refund. Tim said the city needs to look at our policy. Tim said we spend a lot of time putting a schedule together and we had to redo that last minute and pay staff to stay late. Scott said this is run similar to the tournaments and there is a policy if you back out 2 weeks before, you do not receive a refund. Tim asked the board their thoughts. Dan asked if this has happened before. Tim said no, not the day of the first game. Dan pointed out that this team has been with the city since 2007, so Dan thinks that the city should show loyalty to them. Dan said the equipment purchased will be used eventually. Mark said the city needs to cover what we put into it. Tim said the city has a program policy, which is what he went with because the city doesn't have a specific policy for softball. The board agreed to give Ms. Werve a full refund because the city policy is unclear. The board agreed to put a clear policy into place for future so the city doesn't lose revenues. Movie Screen Sale – The city of Pontiac is interested in purchasing the city's movie screen. Tim said he would like to sell it and purchase a projector and a smaller screen something easier to set up and use outside to show movies. The board asked how much the city would make on the sale. Tim said around $3,000 to make it work. Tim said a new screen and projector would be around $2,700. The board agreed it would be a good idea. Old Business: Athletic Field Policy – Laura said in the packet are copies of the revisions on the athletic policy. Laura said several changes were made and language clarified. Weather changes, tournament date precedence, outside maintenance, playing at least 50 games for contact, refunds for weather, portable toilet fees, fees for weekend tournament fees a 2 day rental for $800 and 3 day for $1200, are some of the items that were revised. The board agreed to the changes in Athletic Field Policy . Motion was made by Seaver Tarulis and seconded by Dan Lane. Roll call: Horaz – yes; Sedgwick - yes; Tarulis – yes; Dilday – yes; Lane – yes. 2013 Baseball Agreements – Laura said based on the last year schedules the two groups with more than 50 games were YYBSA and Yorkville Reds. The agreements are the same as last year other than the portable toilet fee. Deb Horaz asked for a motion to approve the 2013 Baseball Agreements. Motion made by Kelly Sedgwick and seconded by Mark Dilday. Meeting Schedule – Laura stated there is a schedule included in the packet with more changes since the memo was sent out. The board discussed dates and times for future meetings the rest of 2012. Laura th said on October 25 will be a bills list approval meeting at 6:00 p.m. and then a public REC Center meeting to follow at 6:30 p.m. Deb Horaz asked the board if they approved the meeting changes and times. The board approved. REC Center Referendum – Laura said on the last water bill information was put on there regarding the website about the REC Center Referendum to answer questions. Laura showed the board some fliers that were made with the same information on them and said they are welcome to take them and distribute them. Laura said the TV's at the REC Center and at City Hall have information on the REC Center referendum thth also. There will be a list of the meeting times on there as well, which are October 9, October 16, and th one October 25. It will be the same presentation for each meeting, just question and answers, just facts. Dan asked if the board should be at the meetings. Laura said it is not required. Deb said she thinks the board should be there and Dan agreed. Dan pointed out there are probably a lot of people that do not go onto websites. Laura said the city is discussing putting the brochure into the next water bill mailing. The board agreed that would be a great idea. Deb suggested taking some to businesses and making a bigger copy to hang up in windows. New Business: Sheds at Ball fields - Scott Sleezer said that YYBSA would like to extend the shed at Beecher #1 on the first base side. They want the city to pour the concrete and extend it 12 feet to store their gear and supplies. Scott stated YYBSA has asked the city to pour concrete at a couple other locations and he said there is really not a benefit to the city to do this. Scott asked for the board's opinion on doing the work for them and paying for it, or doing the work themselves. Scott said he realizes that these people are volunteers and would like to have somewhere to store the equipment and not have to have it in their own garages. Scott asked if this is something the board would want to let YYBSA do. Deb Horaz said this should not be a city expense. Dan said he doesn't like the idea because he worries that it will open up other things that people will want to do or add and it would cause problems in the future. Scott said he doesn't have an issue with it, but the city subsidizes baseball enough, if they want to do it, they must pay for it. Scott pointed out if they do this, then it is city property once it is complete. The city maintains the sheds and repairs them if needed. The board discussed the shed blocking the spectator viewing or causing a problem with space. Scott said it is fine. Dan asked about additional pads at other ball fields. Dan said the city should not pay anything toward these. Scott said there will be a shed built by Beecher Center and the city could suggest building a shed alongside with that shed because it might be a better location. The board was in agreement to let Scott decide what to do as long as the city doesn't pay for any of it. Reports: Directors Report – Creative Kernels asked to be let go of their lease agreement. Laura said that Robyn will assume that $200 per month and she will put tables in there for a party room. Laura said there is a room that Eric is putting guitars up to display and the city gets 5% of anything that sells, which could be good for the city. Eric has a display of Kim's popcorn in his store. Park Report - Scott said the finishing touches were put on the parking lot at Raintree B and it is a nice addition and looks really nice. Raintree B park should be done by the end of October. Additional Business: Deb said it might be good to think about having ultimate frisbee tournaments in the city on our soccer fields. Deb said it is becoming a popular thing. Scott said he will look into it. Adjournment: There being no further business, motion was made by Mark Dilday and seconded by Seaver Tarulis. The meeting was adjourned at 7:23 p.m. Minutes Respectfully Submitted by: Lisa Godwin Minute Taker