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Park Board Minutes 2003 08-11-03 Yorkville Parks &Recreation Department Board Meeting August 11,2003 MINUTES Call to Order- Vice President Cathey called the meeting to order at 7:02 p.m. Roll Call- Ken Koch,Van Truman,Heather Fiala,Dave Cathey Absent: Chris Rollins Richard Korinek APPROVED BY THE Bob Pilmer, School District Liaison COMMITTEE/BOARD Alderman Paul James ON: '&/25/0 3 Introduction of Guests and/or City Officials, Staff- Park and Recreation Director,Laura Brown Park and Recreation Superintendent, Sue Swithin Public Comment-None Approval of Minutes- Minutes of the July 28,2003 meeting were unanimously approved following a motion by Ken, seconded by Heather. Presentations-None Cash Analysis/Bills Review- Laura pointed out a ledger correction in the detailed revenue and expenditure report as well as outstanding donations totaling$3,400 for brochure ads not yet received. The report also does not include audit transfers for outstanding program revenue carryovers from May for programs paid before May 1,which ran after May 1, i.e. golf outing. She also noted part time wages will exceed budget due to seasonal demands. The Board reviewed current bills. Heather moved to accept the financial report and approve payment of bills. Van seconded. A roll-call vote was taken: Ken,yes;Heather,yes;Van,yes;Dave,yes. Mayor Art Prochaska arrived at 7:08 p.m. Board Action- Board members reported on their stewardship of parks. Laura reported that Mike Schoppe is preparing a concept plan for the grading of the Country Hills park area,and will present it to the board on September 22. Mike Schoppe is also going to provide detail on the Rivers Edge playground. Notification on the matching grant is expected in November. RFP's will be prepared for both parks at the same time. Installation is expected in spring, 2004. Laura reported that she received notification to submit a final proposal for the Illinois Clean Energy grant, in the amount of$34,000,to replace inside lighting for the Dailey and Perkins rooms. Yorkville Parks & Recreation Dept. Board Meeting " August 11 , 2003 Page 2 j i Laura reported that vandalism has increased in city parks, and that Scott will provide a vandalism report on all parks at the next board meeting. I Laura presented a clarification of roles of the Park Board, highlighting areas previously in question. Dave suggested a joint meeting of the Park Board and City Council to discuss areas of concern. Art asked that the Board provide a list of specific issues to help prepare Council for the meeting. Laura will work with the city to schedule a date and time for the meeting. j Reports Director's Report - Laura reported that the OSLAD grants had been submitted for the West Hydraulic property and Rivers Edge Park. A site visit took place on July 30. The city is working with the developer to obtain a deed for the river front property, and should be completed by August 15 , I The Intergovernmental Agreement between the School District and the City has been signed. Sue has provided a master calendar to Dr. Engler to approve dates for the department's use of school facilities . Laura is working on formalizing a city-wide internship manual for the recruitment of college students to work in Parks and Recreation, Public Administration, and Public Relations and Communications . i Laura announced that she will apply for an Illinois Tomorrow Grant for $80,000 . She explained that it is a planning grant with a focus on future planning for additional bike and walking paths through developments, and to increase access to the downtown area. Laura called attention to the fall program guide, which was prepared by Sue and Dan. The department has purchased a new digital camera to improve the quality of pictures taken for the guide. L Laura reported that an RFP is being completed for a large shelter for the river front plaza. She shared pictures of the type of construction being considered for the shelter, and recommended board approval to ask City Council for approval to submit the RFP . Ken made the motion to continue with the RFP . Heather seconded the motion. A roll-call vote was taken: Ken, yes; Heather, yes; Van, yes; Dave, yes. Mike Schoppe is completing a concept design for Country Hills Park. Following the Board's review of the plan, a public hearing will be held. Construction is targeted for spring 2004. Cost and design ideas for Fox Hill Park West will be presented to the Board in the near future. Scott and Laura have discussed the possibility of including transitional baseball fields on the site, and they have priced the cost of fencing and backstops . i Laura announced that Yorkville Parks and Rec will host a booth at the IML conference in September, in the innovative showcase section, highlighting projects the department has done with CORLANDS . i Recreation Report - Sue discussed possible program plans for elementary and teenage youth for summer2004. This discussion was in response to a question posed to Heather by a local resident. it Yorkville Parks & Recreation Dept. Board Meeting - August 11 , 2003 Page 3 Sue reported that she will survey residents around Town Square Park for their reaction to the Music Under the Stars, as she considers expanding the advertising for this event. i Sue also reported that Dailey will be carpeted soon, as well as some wiring and office changes to provide for added office space. Sue said she is looking for volunteers to help with the River Front Festival on Labor Day weekend, and asked Board members to consider volunteering some of their time. Parks Report - Laura reported that work on Greenbrier pond has been tabled until spring, 2004, and will be completed in phases due to cost. The plan calls for spraying the grassy area on each side of the pond, with an opening on the south near the edge of the pond for access . The sprayed area would be planted with prairie plants, wildflowers, and some trees. New Business - The Board discussed the idea of a department mascot. Discussion included naming, and promotional activities using the mascot. Laura discussed staffing and development needs over the next two years, and shared a revised organizational chart which includes staffing projections for the department. Sue shared the fall program guide and pointed out the additional use of color. She also noted that there has been close to $4,000 in additional sponsorship for the brochure. I Art suggested a citizen coffee with the Mayor be held at the river front building in the fall. The Board gave the idea their endorsement. i Adjournment - The meeting adjourned at 8 :40 p .m., following a motion by Heather, and a second by Ken. Respectfully Submitted, Judy Rice Recording Secretary The next meeting will be held at 7:00 p.m. August 25 at the river front building.