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Park Board Minutes 2003 03-24-03 Yorkville Parks &Recreation Park Planning&Development Meeting Park Board Minutes March 24,2003 Call to Order- Rollins called the meeting to order at 7:07 p.m. Roll Call- Chris Rollins,Ken Koch,Van Truman,Heather Fiala-present APPROVED Dave Cathey,Alderman Paul James-absent Staff: Laura Brown, Sue Swithin Introduction of Guests and City Officials— Richard Korinek—resident,John Van—Schoppe Design Associates(7:1opm) Approval of Minutes: Van motioned to approve the minutes from the March 10,2003 meeting.Heather seconded. Minutes were unanimously approved. Bills Review: Chris reviewed the cash analysis document from the city and the bill list. Van questioned the bill from Burbach Aquatics. Laura stated it was for misc. expenses,not the research. Van motioned to approve the bill list dated March 20,2003. Ken seconded. Approval was unanimous following a roll call vote—Ken- yes, Van-yes,Chris-yes,Heather-yes. Board Action: The Board approved the signing of new signature cards for two accounts-#806575 and#300667. Dave Cathey was absent from the signing and will be contacted. Old Business: City Council Action Status: 3.12.03 Plan Commission—public hearing on Westbury Village.Revised plan indicated a school/park site and showed a reduction in the parkland contribution. Fox Hill Unit 4 (6 error): The Board is being asked to accept Pod 10, (out-lot 10)at Fox Hill Unit 4—this lot is adjacent to the current park lot that has already been accepted. Laura stated that the Park Dept. already is maintaining the current park lot and that this lot will remain open space. This will be accepted as a dedication of land. Ken motioned to accept the out lot 10 as is,Van seconded.The vote was unanimous. Land Cash Reconciliation Procedures: Discussion took place regarding Traci Pleckham's memo explaining the land cash procedures. Laura explained that the current network system at the city hall is being converted to the GASB34 system. This will help link all systems and procedures, allowing special sorting by codes. Chris stated that after reading Traci's memo,he is confident that tracking is sufficient and the new system will improve it even more. No other comments from the Board. New Business: Parks and Open Space Master Plan— John Van(Schoppe Design)presented a draft of the proposed plan including maps. John stated that the draft had sections such as; history,mission statement, goals/objectives, etc. i John has traveled to all of our parks, documenting current use and made recommendations for future needs . The recommendations are to "stimulate discussion" among the Board members. Schoppe Design did an analysis of what we have now, acreage, special needs, radius (mileage), to see if we i are serving the entire area. This area on concentration can be changed at any time. i John stated that the draft gives the Board some guidelines. Laura asked the Board to focus on the maps and sections as planning areas. The maps also show major roads, reminding the Board that people don 't usually cross to get to a park. Therefore, they need to be serviced. Laura asked the Board to schedule a tour of all of the parks, and make recommendations, including future I developments. John handed out a timeline and milestone sheet to be used in evaluation of current and future parks. Section 4 was drafted to be used as a tool in the planning process. Laura also stated that the Board could work in mini — comp. plans within an area, such as the possibility of Hoover, it would have its own plan. After further discussion, Van recommended meeting on April 5, 2003 at 9 : 00 am in the Beecher Parking lot to tour the parks. The Board agreed and it will be scheduled. Laura, Sue and Scott will also attend. John continued explaining the areas, 1 thru 11 . He also mentioned highways, rivers and railroads as barriers . John said that he is still working with the city to get current and future population numbers for each area. Heather asked if the schools should be included in this plan adding their park site or green space? Laura stated that the future sites aren't shown now, but should be in the near future. Chris stated there should be a lot of overlays with the mapping, especially with new development and the trail map. John reminded the Board that each area and park site would have a "zoom in" of the area so that it can be seen easier. The Board agreed to review the draft in detail and meet on April 5`h for the park tour. j Letter from Rep. Pat Reid Lindner: Laura said that the I11. Grant is frozen, and would like recommendation to j pursue a grant from Ill. Clean Energy for the purpose of funding the west Hydraulic property. See attached. The Board agreed and would like Laura to continue. TrucksBalifield Equipment Purchase : Laura is requesting approval for the purchase of two vehicles and ballfield equipment. The vehicles would be capital funds, for the 2003 -2004 budget and the ballfield equipment would be land cash. See attached. I Chris questioned the formality of bids, estimates and purchase orders needed for such purchasing procedures . Chris wanted to make sure that Scott would stay within the individual prices for each item, allowing all of the equipment to be purchased. Laura stated that Scott will be submitting quotes and PO ' s with each purchase, but wanted to being ordering. The ballfield equipment is needed to maintain the fields properly and falls in line with the hiring of the positions to do the work. Some of the equipment will also be shared in other park maintenance situations. i Van asked about capital item costs, what is fixed asset, anything over $ 1 ,000 — are we carrying them on a asset depreciation sheet? �I I i Laura stated yes, she is doing that now, tracking and adjusting the budget to a schedule. She stated that GASB 34, soon to be used by the city, would have that capability. Laura said the she has current records of all of our capital . i, Ken motioned to approve the purchase of a Ford F-350 pick up truck ($24,000) and a F-350 Cab and chassis ($24,000) and extra' s at ($9,500) total purchase $57,500, from capital funds 2003 -2004 budget. Also, he motioned to approve the purchase of ballfield equipment not to exceed $24,893 .00 from land cash 2003 -2004 budget. Heather seconded the motion. Roll call vote — Chris-yes, Ken-yes, Heather-yes, Van-yes. Motion passed. Vendor/ Not for profit in Parks : Laura stated that a not for profit group is asking to use the Town Square for a bake sale. Our current policies does not state a difference for profit or not for profit. Discussion was about the current policies; Vending in Parks, Farmer' s Market and the Vendors Agreement contract. The Board agreed that the policies should remain as is and not distinguish from not for profit or profit. Anyone is welcome to apply for a vending agreement, rent Beecher, sign up to sell at Music Under The Stars, or sign up at Farmer' s Market, Additional Business : Addendum: Burbach Aquatics — Conceptual Site Plan and Site Attachment. See attached. Laura explained the updated drawing for the pool plan and added a memo addressing the possible sites for the pool. i Ken asked if MPI would have water in time? Laura stated a tower would be constructed there right away. Laura state the MPI is giving an extra 40 acres. I Discussion took place by all Board members, sharing pros and cons for all of the proposed sites. After discussing ideas such as; transportation issues, traffic, roads, bridges, lighting, residential areas versus open undeveloped areas, the Board agreed that the Amurol Site would be the first choice, because the area is currently undeveloped, no homes to be bothered by traffic and lighting. Then MPI was chosen because of the land donation, and current undeveloped area. Laura stated that Burbach thought the Amurol site would be a good location. I Updates: Laura and Scott are currently interviewing for the two park maintenance positions, they are interviewing 15 �- candidates. Laura has not received legal opinion from Dan Kramer' s office yet, regarding the letter from the owner of the property. Sue is pursuing other options for the equipment. More information and recommendation will be presented at the next Board meeting. j Adjournment: Ken motioned to adjourn at 9 : 34 pm, Van seconded. All approved. j Respectfull Submitted, Sue Swithin — temp. sec . Next meeting 7 : 00 p.m. April 14, 2003 Austin Room of the Beecher Community Building.