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Park Board Minutes 2004 08-09-04 Yorkville Parrs&Recreation Department Board Meeting August 9,2004 MINUTES d D D D o ED Cali to Order- President Rollins called the meeting to order at 7:00 p.m. (toll Call- Chris Rollins,Tammy Smock,Ken Koch,Van Truman,Heather Fiala,Bob Pilmer Absent:Richard Korinek,Alderman Paul James Guests/City Officiah/Staff- Laura Brown,Executive Director Mayor Art Prochaska Public Comment- None Approval of-Minutes- Minutes of the July 26, 2004 meeting were unanimously approved following a motion by Fiala. Pilmer seconded the motion. Bills Review- Current bills were reviewed.Rollins questioned an invoice for sod.Brown will check into it and respond to the board at the next meeting.Truman made a motion to approve payment of bills as submitted.Koch seconded.A roll-call vote was taken:Rollins, Smock,Koch,Truman,Fiala voted aye;Pilmer,no. Reports- Brown reported for the Recreation Dept,highlighting the fall soccer program,which has over 300 participants registered. She noted the coaches seminar went very well and provided good feedback. Brown also reported that the fall program catalog has been delivered to residents,and called attention to its inclusion in board member packets. Old Business- Brown reported that the naming of Rivers Edge Park went to the Committee of the Whole and will go to City Council on August 10. She noted that only the south parcel will be named. New Business- Mayor Prochaska asked when construction of Cannonball Ridge Park is scheduled.Brown said it is scheduled for spring of 2005. She will contact Attorney Kramer regarding the Letter of Credit. Brown reported that the Parks and Recreation Dept.will enter into an agreement with the Yorkville Congregational United Church of Christ for use of their facilities for the preschool i program. Once approved bythe`Board; it=will go-t City Couneil -andthereto the Committee of the Whole with the stipulation that the donation will be specified. All agreed to the change. Brown recommended the hiring of budgeted full-time staff. She said she would like to have a full-time parks person and a full-time rec person hired in November, and she is looking for board approval-to begin the process; advertising in August interviews in September, etc. When questioned by Truman on "demands outpacing our needs," Brown called attention to the Project Growth 2004-2009 report, which supports the need for additional staff-to provide the increased j recreational programs and maintenance of additional parks that will come with the growth of the community. Fiala moved that Brown proceed with the hiring process. Koch seconded the motion. Approval was unanimous. The Board -discussed the Request For Proposal for the design and development of a new park !, maintenance facility to be located on city property near Menards. The project would be funded out of land cash. In requesting approval to move forward with the process, Brown pointed out that the Parks Department and Public Works have been sharing space, and it has been difficult for both departments. She said the first phase would include an office area for staff , locker rooms, and an equipment facility. Pilmer made a motion to proceed with the RFP. Truman seconded the motion. Approval was unanimous. Board members chose park liaison assignments for the current fiscal year, including those still in the planning stages in new residential developments. They are: Fiala - Riverfront, Gilbert, and Country Hills Parks Rollins - Beecher, Hiding Spot, and Jaycee Parks, Grande Reserve Park E, and Grande Reserve Regional Park Koch - Purcell, Price, Cobb, Sunflower, and Kimball Hill Parks Korinek- Sleezer Park, Grande Reserve Park D, Grande Reserve Trail, and Menards (Prairie Meadows) Smock - Fox Hilly Rivers Edge/Rice, and Cannonball Ridge Parks Truman - Van Emmon, West Hydraulic Greenway, and Town Square Parks The Board also filled the 'vice chair position on the board vacated by the resignation of Dave Cathey. Koch expressed his willingness to serve as vice chair. Board approval was unanimous. Additional Business Brown called attention to her memo to the Mayor regarding the August 6 department head meeting discussion of land planning issues. She recommended that the Board consider hiring an in-house land planner/project manager, and explained the benefits of this position as the city grows and the departments continue to stretch their resources, to afford the services of Schoppe Design. Brown said she will prepare a cost analysis for the Board to further support. The Mayor suggested making the petition from residents in River's Edge subdivision an agenda item at a future meeting for discussion so the neighbors can be made aware that it will be addressed by the Board. Rollins called attention to the current and pending developments update provided in the board packet and encouraged continued review by the board. i Rollins called attention to a memo from the June 2004 BCA bulletin which addresses some of the challenges of planning a recreation center for the residents of a small community. I At 8 : 07 p.m. the meeting adjourned following a motion by Fiala, seconded by Koch. r Respectfully submitted, Judy Rice Recording Secretary The next meeting of the Board U scheduled -an Monday, August 23; at 7 p.m. at the administrative office on West Hydraulic St. I I i I i i i i