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Park Board Minutes 2003 04-14-03 Yorkville Parks &Recreation Park Board Meeting April 14, 2003 Minutes APPROVED BY THE COMMITTEE/BOARD ON: Call to Order: Chris Rollins called the meeting to order at 7:05 p.m. Roll Call : Present: Chris Rollins, Dave Cathey, Ken Koch, Van Truman,Heather Fiala Guests/City Officials/Staff: Tom Small,MPI Mike Schoppe, City Planner John Vann,Land Planner-Schoppe Design Paul James,Alderman Laura Brown, Park and Recreation Director Sue Swithin,Park and Recreation Superintendent Visitor Communication: Megan and Steve Spemmet, of Fox Hill, asked for a variance to their back property line to allow a backyard play structure to remain partially on undeveloped park land. Other property owners told the board they were assured,by the developer at time of purchase, that the open space was forest preserve property and would remain undeveloped. Chris explained how the open space came to be park land. Paul James briefly explained the process for developing public park space. When questioned about trees planted by a resident on park land,Laura explained that the trees do not comply with the city's Landscape Ordinance. Responding to a question on how the city plans to manage maintenance of the growth in the community, Chris explained the Open Space Standards and Land-Cash Ordinance that are in place. She noted that decisions on what the park space will be used for has not been determined. In response to a question concerning the detention area,Laura explained that the City and the Parks Department do not maintain the detention area. Any landscaping around the detention area would be part of a concept plan. The plan would be developed, shared with the neighbors, and then public input would be invited from the whole subdivision. She said there are no immediate plans for this. Paul restated the three primary concerns of the neighbors: (1)What is going to happen to the park space, (2)Problem of teenagers hanging out around the current park, and (3)Property lines in question. Laura said she will share comments from tonight's meeting with the Building and Zoning Dept., as well as with the city attorney. A recommendation will be developed and presented to the board at the April 28 meeting. The homeowners asked to be kept informed of any actions or decisions with regard to their concerns. Developer Presentation: Mike Schoppe and John Vann presented plans of the types of parks to be installed in the Grand Reserve development,which will also serve as prototypes for future parks. A public hearing will take place on April 29, at Beecher Center at 6:30 p.m., regarding the Annexation Agreement with MPI. i Park Board Meeting Minutes April 14, 2003 Page 2 Schoppe presented an overview of the Grand Reserve project which contains ten parks . The city is doing design of the parks . MPI is providing the land for the ten parks in the project, as well as a significant amount of money to go toward funding and construction of the parks . The park plans presented serve as prototypes for the kind of parks that will go into the development. The ten parks include one regional park, two community parks (one being a combined school/park, and the remaining eight will be neighborhood parks . There will also be a trail system connecting all parks and a link along Blackberry Creek connecting to Blackberry Creek Trail, a regional trail. Laura noted the prototypes will also become a part of the parks Master Plan. Mike mentioned that following the park board review and input, they will meet with MPI to share the board's ideas, and gather MPI' s input. If revisions need to be made, they will be made and ready for the public hearing. John reviewed details of the four prototypes, noting sports fields, playgrounds, parking, trails, washrooms, shelters, skate park space, an ADA ramp, etc. He then reviewed the Parks and Open Space Master Plan, park by park. Laura' said John will bring a final draft of the revised Master Plan to the April 28th board meeting. i Laura recommended that discussion of the Park Naming Policy be tabled until the April 28 meeting. Approval of Minutes : Minutes of the March 24 meeting were unanimously approved following a motion by Heather. Dave seconded. Bills Review: Following discussion Ken moved to approve the bills for payment, as submitted. Dave seconded. A roll- call vote was taken: Chris, yes; Dave, yes; Ken, yes; Van, yes; Heather, yes . Reports : There were no questions or comments on the Recreation Dept. or Parks Dept. reports . Old Business : Laura invited questions or comments on City Council action. Paul reported the City Council approved the purchase of two vehicles, subject to approval of next year' s budget. Laura reported that she was notified by Parfection Park of their desire to increase rent from $ 1 per month to $500 per month. She said that staff investigated two options : ( 1) Relocating the park immediately to New Life Church, to be operated by the church as a public skate park, and (2) remove the equipment and put it in storage. Laura said the board's recommendation will go first to the Committee of the Whole prior to it going to City Council . The board will recommend that they favor following Option 1 set forth in Laura' s April 8 memo concerning the status and relocation of the skate park, with more specific language regarding fees for use, and detailing what is expected of the church, as well as responsibilities of the Parks Department. Park Board Meeting Minutes April 14, 2003 Page 2 Laura explained the proposal to hire Charles H. Schrader & Associates, as Grant Coordinator, to head the grant process for the department as well as the city. Chris asked Paul to pass on the board' s thanks for City Council' s swift action on this issue. Laura reported that the Annexation Agreement with Highlands has been amended, giving them an extra acre from the park location, where there will always be a water tower, for a water treatment plant. The Parks Dept. will have access to the storage areas and washrooms at that water treatment plant. Dave reported that many city employees have approached the Mayor on Laura' s behalf with comments on her expertise. The Mayor signed off on the evaluation in early March. The Mayor also felt that it is time to move ahead on developing a contract for Laura. Laura reported there is excess (unbudgeted) money in parks capital . She said Scott would like to go out to bid for a small pickup utility cart to help transport staff to various locations . She noted the cost would be about $ 12,000, through a state purchase. The purchase would require City Council ' s approval. Dave moved that the Board recommend that Scott be given permission to get bids on a 2003 ,2-wheel drive pickup truck, with specs attached, not to exceed $ 13 , 000 . A roll-call vote was taken: Chris, yes ; Dave, yes; Ken yes; Van es ' Heather, es .Y > Y > Y > Y Approval was unanimous . Adjournment - The meeting adjourned at 10 : 09 p .m. , following a motion by Dave and second by Heather. Approval was unanimous . i Respectfully submitted, i Judy Rice Recording Secretary I Next meeting 7:00 p.m. April 28, 2003, in the Austin Room of Beecher Community Center. i i I I �I