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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. i 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. i 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. I 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. i Park & Recreation Board Meeting January 13 , 2003 Page 3 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. i 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 . i I 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. i Respectfully Submitted, Judy Rice Recording Secretary Next meeting 7:00 p.m. January 27, 2003 in the Austin Room of Beecher Community Center L