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Park Board Minutes 2004 06-28-04 Yorkville Parks &Recreation Dept. Board Meeting June 28,2004 MINUTES � Q y Call to Order— President Rollins call the meeting to order at 7:04 p.m. Roll Call— Chris Rollins, Van Truman, Ken Koch,Bob Pilmer, School District Liason, Richard Korinek,Alderman Paul James Absent: Heather Fiala Guests/City Officials/Staff— Laura Brown, Executive Director Scott Sleezer, Park Foreman Barb Reisinger,Recreation Admin. Assist. Mike Schoppe, Schoppe Design Chris Funkhouser, Schoppe Design Mark Harrison, Schoppe Design Public Comment— None Approval of Minutes— Minutes of the May 24, 2004 meeting and June 12,2004 were tabled for approval. Pilmer questioned how the board had a meeting June 12,2004 without a quorum, approved minutes and also had an executive session. Pilmer stated that he wasn't accusing the board,but that he wanted to make sure the board was following proper procedures. He also wanted to know if the meeting and executive session was taped. Brown stated that both meetings were taped and that she would get a copy of them for the board. Rollins stated that all issues that needed to be voted on were tabled and not voted on until enough board members were present. Truman asked if an executive session must be recorded. Rollins stated that he thought they were to tape record all meetings. Pilmer then said that he just wanted to make sure the board did comply with correct procedures. The minutes were unanimously approved,following a motion by Koch. Truman seconded the motion. Fiala arrived at 7:10 p.m. Bills Review— Brown stated in reviewing the budget report cash analysis that the Illinois Grant for clean energy for Beecher lighting was coded wrong. The money was a reimbursement for new lighting,and would be changed in the detail budget report. Brown also reported that the current budget line item, of youth special events expense/revenue would not be used any more. The budget line items will now be combined with the program fees revenue and program supplies expense line items. Koch asked what the Vermont expense on the bills list was. Brown stated it is the recreation registration yearly maintenance agreement,which added new users, and the facility program this year. A motion to approve the bills as submitted was made by Truman. Pilmer seconded the motion.All approved, except Pilmer no. Old Business - Kvlyns Ridge Park- Brown stated that Mike Schoppe and Chris Funkhouser brought two concept plans to the town meeting for the Kylyns Ridge Park, and that the meeting was very positive. Brown stated that the grant coordinator will submit an Oslad grant application even if there is no current funding, she wanted to be up and rolling for the start of work on Phase I. Eighteen residents stated that they were in favor of option A of the plans, the civil war theme. After discussion, Brown recommended that the board accept the residents recommendations for concept A; proceed with the grant application, and with the phase I plan of the development to city council to get approval, with the new amenities to be added at a later date. Rollins then asked the board to adopt the recommendations made by the resident.preference for plan A. All members were in favor of the recommendation. The plan will go before the city council next week. MPI Regional Park — Mike Schoppe then talked about the flood plain limits and what options were available j to the board. Discussion took place regarding the flood plain on properly, the possible need to manipulate land, and to possibly change the venue of a regional ballpark to Centex property, and the need for more open recreation areas before they are lost. Rollins then made a motion to accept the plan, credit only the high and dry land and the rest be cash. Rivers Edge Bid - Mark Harrison of Schoppe Design then discussed with the board the River Edge development bids. Schoppe Design recommended the bid of George' s Landscaping with some in-house labor, such as mulch, and installing some equipment. Brown recommended that the board forward to city council for approval. Rollins asked for a motion for George' s Landscaping bid and include item list of $ 131 ,616 .22 . Fiala motioned to accept the work as bid; Koch seconded the motion, with unanimous approval. Green Briar Pond Concept Plan — Mike Schoppe presented the plans for Green Briar Pond and the need to reduce parks maintenance around the area. Discussion took place on what would be planted and the time frame needed to accomplish the plan as presented. The board said they would like to go forward with a town meeting for the Green Briar residents, before recommendation to city council. New Business - Brown stated that Sleezer received a bid for a truck at $ 12,587 .00, plus title and license. Discussion took place with Truman's motion to purchase the vehicle, and Fiala seconding. All in favor, except Pilmer no . Correspondence - Rollins then stated he would like to point out several articles in the board packet of interest. Discussion also took place regarding the grant writer' s contract being renewed and how it outweighs the grant money already received. Rollins thanked Dave Cathey for his letter to the editor regarding parks, and holding public officials accountable. He then asked if there is a record of grants written and received for the city. Brown stated that the administration has that information. Alderman James said he thought it would be beneficial if the grant writer would do a presentation for the city council in November. Adjournment — The meeting adjourned at 8 : 58 p.m. following a motion by Korinek, seconded by Koch. Respectfully submitted, Barb Reisinger I Next Meeting July 12, 2004, 7:00 p.m. at the Yorkville Parks and Recreation Riverfront Administrative Building — 301 East Hydraulic