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Park Board Minutes 2004 03-08-04 Yorkville Parks & Recreation Department Board Meeting March 8, 2004 MINUTES APPROVED BY THE COMMITTEE/BOARD Call to Order - ON. President Rollins called the meeting to order at 6 : 58 p.m. Roll Call - Chris Rollins, Dave Cathey, Ken Koch, Van Truman Absent: Heather Fiala, Richard Korinek, Bob Pilmer, Alderman Paul James Guests/City Officials/Staff - Laura Brown, Executive Director Sue Swithin, Superintendent of Recreation Becky Scheberl, Program Supervisor Public Comment - There was no public comment. Approval of Minutes - Minutes of the-February 23 , 2004 regular meeting were unanimously approved, following a motion by Cathey. Truman seconded. Bills Review - There were no changes, additions, or corrections to the bills . Koch moved for approval of the bills as presented. Cathey seconded the motion. A roll-call vote was taken: Rollins, yes; Cathey, yes; Koch, yes; Truman, yes . Approval was unanimous. j Old Business - Brown reported on the status of the School/City Ad Hoc Committee meeting. The revised 3 -year agreement has been distributed. The next meeting of the committee is March 18 . Brown presented the revised 2004/05 Park and Recreation budget, and reviewed the changes with the Board. The budget has been presented to the City Council Committee of the Whole, and will be reviewed at next week' s meeting, and given final approval at the following meeting. I Brown discussed the need for vehicles in several city departments, as well as in Parks and Rec, and the proposed short-term solution for the department. Brown reported the budget also includes 5 %, with an average 4% merit/cost of living combined raises . The Board discussed the issue of rewarding employee exemplary performance. Cathey suggested that . that a contingency be put into the budget for the reward, . and that guidelines be established by a later date. Rollins asked Brown to make the recommendation to the Mayor expressing the Board' s opinion that j it is a good incentive and a necessary reward. i i Park development priorities for 2004/05 were outlined for the Board. Brown said she is to meet with Mike Schoppe to discuss further. . I Board Meeting March 8, 2004 Page 2 New Business - Brown discussed the Athletic Field Reservation Policy and proposed fees for 2004/05 budget year, saying no changes are being suggested because of the recent adoption of the current policy and fees . The Board approved the policy and fees to go to City Council for approval. Brown discussed the proposed policy for park, shelter, and gazebo reservations, which specifies use and fees for parks and park amenities (shelters, and gazebos, etc.). The Board gave Brown unanimous approval to present the policy to City Council. i Brown reported that she, Swithin and Sleezer met with Chad and Robin Green and discussed in-house operation of the concession stand. She said that, while it has been included in the budget, support is needed to develop a plan for operation of the stand, and Greens have offered their assistance. Brown recommended the department operate concessions the first year, and asked for Board approval to proceed with development of a plan. The Board set a date of April 19, 6: 30 p.m. for a town meeting to show residents two concept drawings for the proposed redevelopment of Gilbert Park, Reports No director' s report Swithin presented the Rec report, highlighting her orientation with Scheberl, the Polar Plunge event, a $4,000 Youth Service Grant she has applied for; the annual golf outing, and plans for this summer' s Movies in the Park. i I Swithin shared part-time and seasonal pay grades, and explained the revised program evaluation questionnaire. Rollins discussed the request from Montessori Academy to host a festival for a fundraiser. The Board concluded they will follow established policy, denying Montessori' s request, but will suggest the Academy consider the option of participating in the Riverfront Festival. Brown reviewed miscellaneous correspondence. Koch discussed notification of Youth Baseball when rainouts occur; and asked Brown to discuss with Sleezer and identify a time when those decisions will be made. The meeting adjourned at 8 : 02 p .m. following a motion by Cathey and second by Truman! Approval was unanimous . Respectfully submitted, I Judy Rice Recording Secretary Next meeting March 22, 2004, 7 : 00 p.m. at the Hydraulic Dr. Administrative Office i i I i PAMC REGRGIMON . SIGN4N, PLEASE (If you have a business card, please leave one on the table — Thank You) II l ,V 2 . 3 . I 4. 5 . 6. 7. 8 . 9 . 10 , L 11 . 12 . i 13 . 14. 15 . 16.