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Park Board Minutes 2013 02-21-13 APPROVED W/ CORRECTIONS 3/14/13 Yorkville Parks and Recreation Department River City Roasters Hydraulic Ave. February 21, 2013 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—yes; Dan Lane—yes; Matt Konecki—no. Introduction of City Officials and Staff: Tim Evans— Superintendent of Recreation Scott Sleezer— Superintendent of Parks Other Guests: None. Public Comment: None. Presentations: None. Approvals of Minutes: The minutes from the January 10, 2013 meeting were approved. Motion made by Mark Dilday and seconded by Seaver Tarulis. The minutes from the January 24, 2013 meeting were approved. Motion made by Seaver Tarulis and seconded by Kelly Sedgwick. Bills Review: The bills list from February 14, 2013 was approved. Motion made by Seaver Tarulis and seconded by Kelly Sedgwick. Park Board Budget Reports from December 2011 and December 2012 were reviewed as a comparison for informational purposes. There was a discussion about vehicles/trucks and holding out for the next two to three years due to budget reasons. Scott stated that his department is planning on purchasing a new mower. Old Business: Riverfront Business Lease Extension for Geneva Kayak- Deb said that they are changing their sign to Yorkville Outdoor Center and she thinks it will be to their benefit and best for everyone. The lease was approved unanimously. Motion made by Dan Lane and seconded by Mark Dilday. Park District Information—This is an informational item for the park board about creating a park district. Baseball Field Discussion - This item was tabled until the next full Park Board Meeting. New Business: FY2014 Budget—Tim said in the Recreation budget there will be a carry over from the Rec Center- 1 the taxes from this year and some of this will be negotiated. Tim said in the Recreation budget they lowered the number of part-time employees and lowered several line items by using Ryan and John more. Tim said their roles will change dramatically. The Recreation Department will not have to pay kids to do the concessions etc. Scott said in the parks there was not a great deal of changes. Scott said that he and Laura went through land cash to see what the city is obligated to do in the next few years. Certain parks need to begin development within a certain time frame. Scott said the city is working with Grande Reserve on park sites. Deb Horaz asked when the city will hear on Riverfront. Scott said the city is still in the hunt and it could be up until April. Tim said the 79 budget will be able to focus more on things we have not in the last two years. Tim said we can dedicate more time and improve that budget for next year and work on things we have ignored. The budget was unanimously approved. Motion made by Kelly Sedgwick and seconded by Amy Cesich. Reports: Directors Report- Tim said in the budget there is money put in to upgrade our old administration building. Tim said the process has begun on several different items. The pre school classes are being moved to the other building. There are some things in the new office being moved to accommodate everyone. We are eliminating part time staff in the evenings by being able to register for classes on line with a password. Tim said the online access might be linked with City Hall. Tim said by July 1 st, or sooner we will be ready to go with most the staff transitioned. Scott said we can operate out of the building now, if needed. Recreation Report—Basketball is going well with a great turnout this year. Tim said there have been a few issues with coaches getting too heated, which have been addressed. Soccer registration has started for spring and we are ahead of last year already. Deb asked if we have a code of conduct that the coaches sign. Tim said yes, they all signed it. Tim said the problem is not that bad here in Yorkville. Tim said he addresses it right away and he has no problem doing it. Deb said this should be a fun thing for the kids. Kelly said the Recreation Department should think about just making our programs a fundamental program and not a competitive team because it is a parks and recreation program. Tim said we now have John there checking on things and we will stay on top of it. Tim said he will look into making it a fundamentals program and discuss what direction we want things to go. Tim said this is not a travel league it is recreation. Tim said it is good to see that we are growing. Tim said that Shay is a great employee and she works with the coaches. Tim said the Ready Set Go program is exploding. Tim said we are going to have to look at expanding that program in the future because we are having to turn people away. Tim said it is for 2 year olds for them to get a taste for what preschool is like and work with the preschool teachers. 2 Tim said he has concern with the preschool registration because we are moving and some people have complained. Tim said our preschool programs are different and we are not competing with other programs and our costs are less. Tim said he would like to keep the preschool program going. Deb said it has always been a successful program. Tim said the REC Center is just holding on. The budget is around a $60,000 deficit because membership has fallen off a cliff. People still don't realize that the city is leaving and don't understand what happened. Tim said we are watching every expense. The events coming up are the Easter trip for a train ride to Naperville. Tim said that a lot of people really love this event. Tim said that next year we can discuss doing something here in town or combine with another organization to do something different. Tax Dodge Run is coming up April 14th. The athletic schedules went smoothly this year organizing all the fields. Tim said that he will be assisting with the 4th of July this year and it will be a city event because of the need for insurance. Tim said there have been some donations from some in the community. The people that did the Halloween event at the old jail have some money and we are talking with them to see if they can give us the money from that. If that happens, that will solve some financial problems with the event. It is a$3,000 bill for insurance because of shooting off fireworks. Tim said the hope is that there will be a committee formed to make this a non-for profit event in the future. Tim said he stepped up so that the event would happen this year. Tim said everything in the event will stay the same, with maybe some minor changes in the park events. Music Under the Stars is scheduled, the BBQ event will be held this year. We are not doing a national act this year for Hometown Days, it is too big of a commitment. Hometown Days is already a nice event and the city makes a good amount of money on it. We are holding two different youth tournaments and we are planning on doing things a bit different than people have seen before they should be really good. Parks Report— Scott said he included a maintenance summary in the packet and encouraged the board to read through it to see where out man hours are spent. Scott said he wanted to point out how much volunteer help we receive from churches,boy scouts, companies etc. The city has more land now, so we have more to take care of, with less man power. Scott said we have a computer program that enters our employee hours, so we know where our guys are out and what they are doing. We are the only department that does this. Scott said it helps us know how to manage our time. Scott said the city had 700 hours of volunteer time this year, which helps so much and saves the city money. Deb asked Scott how the conference went and what he learned. Tim said there were things he learned about how other communities do things and it was interesting on how close we are running with them and we are a much smaller community. Tim asked them how they do sponsorships,bands etc. Tim said with park district staff it is different than how we run it. Tim said he attended a special events class and picked up some good ideas,but he thinks that Yorkville does some things better. He said it is always good to go to those things, you always learn something. 3 Scott said he went to a using technology in parks with a playground guardian program. Scott said it is a program that uses an ipad and you pay for it every year, but everything is done right in the field by putting pictures and everything in on site. Scott said another class was interesting about how the summer really affected all the ball fields and what they are doing about it. Yorkville is doing some of the right things. Scott said air raiding is highly recommended. Scott said the core aeration is a great thing for the fields. There is a great expo with all the parks and rec vendors to see all the new playgrounds. Scott said there are some new things available for playground equipment. For example, metal framing with blown colored concrete on it and then painted. Deb said there is a ship made that way,which would be great at Riverfront. Scott said it would be great if we added swings etc. at Riverfront. Deb said the pirate ship wasn't too bad of a cost. Scott said there is a new trend for a crossfit parks, which give a great workout. Additional Business: Amy said she needs someone to go to Canoecopia for her because she cannot attend this year. She said it is a great event and a lot of fun. Adiournment: There being no further business, the meeting was adjourned at 7:20 p.m. Motion made by Kelly Sedgwick and seconded by Amy Cesich. Minutes Respectfully Submitted by: Lisa Godwin Minute Taker 4