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Park Board Minutes 2003 03-10-03 Yorkville Parks &Recreation Department Park& Recreation Board Meeting Minutes March 10, 2003 APPROVED Call to Order— -d--t, Rollins called the meeting to order at 7:00 p.m. Roll Call— Present: Chris Rollins, Dave Cathey,Ken Koch, Heather Fiala Staff in Attendance: Laura Brown, Sue Swithin,Alderman Paul James Guests and/or City Officials— Richard Young,Kimball Hill Homes Mike Schoppe and John Vann, Schoppe Design Associates Schoppe informed the board that Vann will be bringing updates on the Master Plan to upcoming meetings. Brown reported that Sections 1 and 2, dealing with standards for park design and a summary of existing parks will be presented first, followed by discussion of next steps in the design and future developments. Approval of Minutes - Minutes of the February 10 and February 24, 2003,park board meetings were unanimously approved following a motion by Koch, and a second by Fiala. Developer's Presentation - Richard Young, director of land acquisition for Kimball Homes,presented a concept plan for the Fischer property development for the park board's review. This future development is located on the north side of Faxon Rd., south of the railroad tracks,between Cannonball Trail and Rt. 47. It will cover 306 acres with 445 single family homes, a 10-15 acre elementary school site, a trail, and 10-12 acres of park space. Discussion focused on placement of the trail system and its access points from the north and west, and of the school and park sites. Young will revise the plan, for presentation at a later date, taking into account. suggestions from the board. Bills Review- The board reviewed the cash analysis and current bills. Fiala made a motion to approve the bills as submitted. Koch seconded. Approval was unanimous following a roll-call vote: Rollins,yes; Cathey, yes; Koch,yes; Fiala,yes. Reports- Director's Report-Brown reported an initial draft of the proposed 2003-2004 budget has been presented to the Mayor and to the Administration Committee. The actual budget was presented to the Committee of the Whole on March 4th, and will now go to City Council for Public Hearing. Brown also reported that staff has been discussing park and open space issues with MPI; staff is working on the summer program brochure, and sponsors are being identified; Swithin is working on the May 9`h golf outing. i I Brown reported that Schoppe and Vann will present the first draft of the Park and Open Space Master Plan at the March 20' park board meeting. Recreation Department Report — Swithin passed out copies of the schedule for this summer' s Music Under the Stars program . She also discussed the golf outing and this year ' s rent-a-caddie feature . Parks Department Report — Brown reviewed the Parks Department Report with the board, noting projects completed, and current and upcoming projects . She said she and Scott Sleezer have developed a focus for parks employees regarding specific responsibilities, which will be tied to their goals and objectives, and will be considered in their evaluation. Brown reported that Sleezer is also working on a capital expenditure report to be ready May 1 . Applications for ball field maintenance are also being reviewed. j Old Business - Brown reported on a joint meeting held with the school district to discuss field use and restoration of turf. She noted that Field #5 will be closed at the end of July for rehab of the turf. Rollins expressed concern over a public misconception that Parks and Rec is not going to allow Youth Softball/Baseball use of some fields . He explained that Youth Baseball had to close their registration to get plans in place for the season, and because they were not confident they would be able to accommodate an increased number of participants . The Park & Rec Dept. did not limit their field use . New Business - Brown reviewed the action plan resulting from the community survey, noting a 53 + % return. She said the survey results are a management planning tool, from which an action plan will be developed providing needed information for addressing residents ' concerns . The plan, with the board ' s approval, will be presented to City Council and to the public . Swithin explained how she and Hebreard will track and monitor programs . Brown said survey results will be reported to the public in the summer and fall program brochures, as well as in the city newsletter. Brown presented the land-cash budget for 2003 -2004, explaining the new format, and reviewed past, current and projected revenues and expenses . The board discussed the improved method of collecting land-cash fees over that of past years . The board reviewed a timeline for the aquatic park development plan . Final drawings will be presented to the board in March, a site location will be identified in April, presentation to City Council in April, with discussion on funding possibilities to follow. Construction could begin in spring 2005 , with completion in the fall of 2006 . The board expressed their delight and appreciation for the letter written by Francine Patton, a 6"' grade resident, in support of a community pool . Brown will respond to her letter. Brown provided each board member with a manual containing city policies, procedures, ordinances, park standards, goals and objectives, etc , for their use as a reference tool . She noted that the employee manual (once it is passed), a current list of City Council board and contact list, and personnel, as well as the City Comprehensive Plan will follow when completed . There is also a Park section in the manual which is missing the Park and Open Space Master Plan. The Park and Rec section contains park standards, policies and procedures . As new policies or procedures are developed they will be added. Mayor Prochaska arrived at 8 :48 p .m. Brown discussed a request from Joe Wywrott that the city accept a triangular-shaped parcel in Unit 4 of the Fox Hill development which connects to current park space. Discussion was tabled to give board members a chance to visit the site. Cathey asked the status of the Fox Hill punch list. The Mayor noted that it is not yet complete, but that what has been completed has been signed off on. Brown will bring more information on it to the March 24 meeting. Additional Business - Brown reported on a skate park fee issue, presented in a letter from the attorney for Parfection Park, Inc . , owner of the property, and discussed a proposal to sell the equipment and to enter into a partnership with New Life Assembly Church for skate park operation. Swithin reported that she met with the pastor of the New Life Assembly Church, who is interested in purchasing the skate park equipment and establishing the skate park on their property. The church would open it for public use and staff it on weekdays . Swithin suggested the Rec Dept. might consider staffing in on weekends . She recommended the wooden building at the skate park be moved to Beecher Field for use as a temporary concessions stand. The board took no action on the proposal pending a review and recommendation by the city attorney. Prochaska reported that applications for park board are being reviewed, and interviews will begin soon. i Correspondence — j Brown called the board ' s attention to her February 26 letter to City Attorney, Dan Kramer, regarding double taxation. At 9 : 11 p .m. Koch moved that the board adjourn to Executive Session to review Executive Session minutes, 2c21 . Cathey seconded the motion. At 9 : 16 the board returned to open session, following a motion by Koch, seconded by Fiala. Fiala made a motion that Executive Session minutes of the June 3 , 2002 , July 8 , 2002 , October 28 , 2002, and December 4 2002 remain sealed. Cathey seconded . Approval was unanimous . i At 9 : 21 p .m. Fiala moved to adjourn the meeting. Koch seconded. Respectfully Submitted, Judy Rice Recording Secretary Next meeting 7 : 00 p.m. March 24 2003 , in the Austin Room of Beecher Center. I I i illy i