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Park Board Minutes 2004 09-13-04 ` V I Yorkville Parks & Recreation Department Board Meeting September 13, 2004 MINUTES I Call to Order - President Rollins called the meeting to order at 7 : 00 p .m. Roll Call - Chris Rollins, Ken Koch, Tammy Smock, Van Truman, Alderman Paul James Absent: Heather Fiala, Richard Korinek, Bob Pilmer, Sue Swithin Guests/City Officials/Staff - Laura Brown, Executive Director Public Comment None Approval of Minutes - Minutes of the August 23 , 2004 meeting were unanimously approved following a motion by Koch, seconded by Smock. Bills Review - Current bills were reviewed. Van Truman made a motion to approve payment of bills as submitted. Smock seconded the motion. Approval was unanimous following a roll-call vote: Rollins, yes; Smock, yes; Koch, yes; Van Truman, yes . i Reports - Brown presented her Director' s Report - • Ninety nine percent of park construction at Country Hills has been completed. • The Riverfront shelter has been ordered. • The grading plan at Rice Park (Rivers Edge) needed some adjustments. Work is expected to resume this week. • Cost analysis for Park E is in line with projected budget. • Requested scope of services from Schoppe Design for Park D, Town Square, and the Parks Master Plan. • Working on punch list completion for Sunflower. • Waiting on documents for final grant application for Cannonball Ridge Park. • RFP opening Friday for the park maintenance facility. I Brown also presented highlights of the Recreation Report - • Preschool started and went smoothly. • Riverfront Festival went well. The Hometown Committee will meet in October for follow-up discussion. i i I i Old Business - Brown discussed costs for the Parks Master Plan, saying she recommends an annual review of the plan over the next 5 -7 years. She explained that $ 10,000 was budgeted, and the final quote is $9,972 . 50 . She said she is looking for board consensus to move forward with the Master Plan update from Schoppe Design. Rollins called for the Board' s vote. Approval was unanimous. Brown discussed an earlier recommendation to hire a full-time Park Planner. She reported that the attorney did confirm that land-cash dollars can be used to pay salary. The Board discussed the recommendation at length. Brown explained that the hiring process could take 3-4 months. The Board authorized Brown to proceed with the recommendation to hire. James said he will take it to the Administration Committee on September 14 . Brown informed the Board that she did a cost comparison for construction of Park E, which confirmed that the J.E.M. Morris quote of $466,000 is in line with the estimate provided by Schoppe. She pointed out that MPI is going to absorb all excavation costs, and targets completion of the Park in October. She said the concept design has already been approved by the city and the park board, and she recommended that MPI proceed with construction of the park. The Board then authorized Brown to contact MPI and tell them to proceed with construction. Brown discussed the legal response from Attorney Kramer advising the Board to enter into a written agreement, prohibiting encroachments across the property line onto the public park land, with Rivers Edge residents along Windham Circle binding the current owners, heirs, successors and assigns to terms of the agreement, and a consent stating their desire to not erect a split rail fence along their rear property line. Brown said that signage would be installed at the edge of the easement identifying it as public park property of the City of Yorkville. She said the developer would be willing to give the cost of a split-rail fence to the City to pay for the signs. Brown also noted a letter from Attorney Kramer regarding the request to extend Beecher Road by recording a conservation easement over private property. The letter states that the City would have to move or abandon any existing right-of-way in order for that to happen. New Business - None Additional Business - I James reported that Fox Hill parking issues are being discussed at a Public Safety meeting. Brown reported that the new basketball court surface will be applied next week. Adjournment - At 9 :45 .m. the meeting adjourned following a motion by Koch, seconded by Smock. Respectfully submitted, i Judy Rice Recording Secretary The next meeting of the Board is scheduled on Monday, September 27 at 7 p.m. at the administrative office on West Hydraulic St.