Park Board Minutes 2003 01-13-03 Yorkville Parks &Recreation
Park&Recreation Board Meeting
Minutes
January 13, 2003
Call to Order-
Rollins called the meeting to order at 7:24 p.m.
Roll Call-
APMOVED
Present: Chris Rollins,Dave Cathey, Ken Koch ,
Absent:Alderman Paul James
Staff: Sue Swithin, Laura Brown
Guests and/or City Officials-
None in attendance.
Approval of Minutes-
The board unanimously approved minutes of the Burbach Aquatic Planning Workshop of
December 4, 2002, and minutes of the regular Park&Rec Board meeting of December 4, 2002,
following a motion by Koch and second by Cathey.
Developers Presentation-
The board tabled the High Point Road discussion, in the absence of the developer, and postponed
the Deere Crossing review until the January 27"'meeting.
Bills Review-
There was no discussion regarding Cash Analysis.
Brown pointed out that the Land Cash summary in the board packet reflects the 2001/2002 fiscal
year. She noted that she is working with Traci Pleckham to check its correctness. An update of
the report will be presented to the board at a future meeting.
Koch made a motion to approve payment of bills. Cathey seconded. A roll-call vote was taken:
Chris Rollins,yes; Dave Cathey, yes; Ken Koch,yes.
Brown said there were no major changes to the mid-year budget report,but said a line should be
added to the park budget for the community survey and for funding the Master Plan. Brown said
she has applied for$100,000 from Open Lands Trust to be applied to the property financed by
Corlands, and expects approval in the next day or so.
Reports-
Director's Report-Brown reported on the Park Master Plan, saying she met with Mike Schoppe
whose staff is proceeding with the initial development. The entire project is expected to be
completed in four months.
Brown reported that 60 targeted letters were mailed to businesses and developers seeking sponsors
for the program brochure,and responses are beginning to come in.
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Park & Recreation Board Meeting
January 13 , 2003
Page 2 r
Brown called attention to the list of City Council action, pertaining to parks and recreation, that
has taken place since the park board' s last meeting.
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Brown shared a copy of the new Board Member Manual she developed. With the board's
concurrence it will be copied for each board member.
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Recreation Dept. Report - Swithin reported that the third mailing of the community survey went
out to 600 residents . The first mailing went to 1 ,000, the second, to 700 . There have been 430
returns . Northern Illinois University tabulates the responses. Over a 50% return is anticipated.
Swithin reported that she is working on an employment procedures manual, containing all forms
relating to the hiring process organized in a manner that is expected to simplify the entire hiring
process.
Brown called attention to a draft of the spring 2003 program brochure. She highlighted the new
waiver form printed on the back of the registration form. Rollins endorsed the brochure pointing
out the wide variety of programs being offered.
Brown presented the Parks Dept. report noting improvements at Beecher Center and at the river
front building. She pointed out that Sleezer has been working on updating maintenance standards .
Cathey asked that Parks Dept. personnel be asked to attend a park board meeting so the board can
become acquainted with them.
Board Action -
Brown presented changes to the Park and Open Space Developers Standards, from the City
Council' s December 10 meeting, for board discussion and approval. With approval from the park
board, it will go back to City Council for final approval. Motion to approve was made by Cathey
and seconded by Koch. A roll-call vote was taken: Chris Rollins, yes; Dave Cathey, yes; Ken
Koch, yes .
The board then reviewed the Capital Asset Inventory & Replacement Schedule prepared by Brown.
Replacement projections will be beneficial in budget planning. The schedule will be reviewed and
updated on an annual basis .
The board then reviewed the list of goals and objectives for the Park and Recreation Dept. for
2002-03 . The general goals will be included in the Park Master Plan. Department goals are
separated for Administration, Rec, and Parks . The board unanimously approved the goals list, as
presented, following a motion by Koch, and second by Cathey.
The board reviewed a revised punch list for Fox Hill Unit 6 and Unit 1 . Brown pointed out that a
homeowner' s association for that development never formed, so maintenance of the trails has
become the responsibility of the city. Discussion continued over possible future improvement and
use of the property.
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Park & Recreation Board Meeting
January 13 , 2003
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Koch announced that the preliminary YYBSA maintenance agreement has passed City Council,
and said that it will be voted on at the City Council' s January 14 meeting. Rollins noted that the
lines of responsibility are laid out very clearly in the agreement. Discussion focused on the
financial responsibility of outside groups using the department's facilities, and the criteria for
assessing an annual user fee. No further action was taken.
New Business -
Brown discussed the need for additional office space, meeting areas, and storage space at Beecher
Center, and presented three options for the board's consideration: ( 1 ) Reconfigure the current
building/office space, (2) adding on to the present building, or (3) investigate building a recreation
center. Discussion concluded with a motion by Koch, to authorize the Executive Director to use
land-cash funds, not to exceed $ 17,400, out of the current fiscal year' s budget to improve office,
storage, and programming space at Beecher Community Center, as indicated on the bid
information form. Cathey seconded the motion. Approval was unanimous following a roll-call
vote.
The board reviewed the guidelines for requests for scholarships . Guidelines were unanimously
approved following a motion by Koch, and second by Cathey.
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Correspondence -
Brown shared a memo from Marty Munns addressing the double gym concept used in some
neighboring communities .
Brown reported that the golf course market analysis is in its final stages .
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Brown also reported the city is currently reviewing impact fees .
Adjournment -
The meeting adjourned at 9 : 12 p .m. , following a motion by Cathy and second by Koch.
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Respectfully Submitted,
Judy Rice
Recording Secretary
Next meeting 7:00 p.m. January 27, 2003 in the Austin Room of Beecher Community Center
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