Park Board Minutes 2005 11-10-05 I
UNITED CITY .OF YORKVILLE
YORKVILLE PARKS & RECREATION DEPARTMENT BOARD MEETING
Parks & Recreation Administrative offices Riverfront Building
Thursday, November 10, 2005
MINUTES =
CALL TO ORDER:
Meeting was called to order by Chris Rollins at 7 : 01 p.m.
ROLL CALL:
Chris Rollins, Ken Koch, Van Truman, Richard Kormek, Tammy Smock, and Alderman
Dean Wolfer
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GUESTS/CITY OFFICIALS/STAFF:
Scott Sleezer, Interim Director/Superintendent of Parks
Sue Swithin, Interim Director/Superintendent* of Recreation
Dale Woodworth
Jim Olguin, Hudson Lakes
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Tedd Lundquist, Hudson Lakes
Dan Harper, Hudson Lakes
PUBLIC COMMENTS .
Dale Woodworth has fourteen acres of land along the Fox River in which the City has run
sewer lines that would be ready for development for ten houses. Dale, however, does not
want to develop on this land. He tried selling the land to the forest preserve but they
were not interested because there was not enough land. He talked to -other nearby
landowners who were also.-interested in making their land into a forest preserve.
Combining their land they could make a continuous strip of land totaling approximately .
50 acres running from Gruel Street to Fox River Gardens. The forest preserve, however,
still was not interested because the price was too high and because they also have some
forest preserves around Yorkville already. Dale Woodworth would, therefore, like to
know if Parks and Recreation would like the land. Otherwise, the .only option may be to
develop the land.
Chris Rollins stated that when things are approached from a market standpoint it is
difficult to have ready funds because we haven't budgeted for a particular land such as
this. Chris Rollins suggested that if the people have the desire to keep it in open land
condition there is also the ability to do a conservation trust so that it will not be - r
developed. Parks and Recreation will get a fuller picture of what the cost would be.
When they know the cost they will then get all landowners together and discuss with
them what our options would be in terms of acquiring the land. Our land acquisition is
funded by land cash, so. we need to wait for someone to- develop land to get land or cash
from them. This process is extremely slow and we get things in small increments. So to
be able to gather enough funds to make a purchase such as this is very -difficult. Chris
Rollins assured him that with his and the other landowner' s patience the Board will
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definitely discuss acquiring the river front properly, but unfortunately, none of the
solutions are ones that can be arrived at very quickly. They require a lot of discussion
and the involvement of other organizations . It will probably not be solely a City solution.
It will have to be a collision of forces to make it happen. Dale Woodworth indicated that
Kendall may be interested. He would much rather see his land go to a forest preserve or
a park district rather than to the City. Scott Sleezer and Sue Swithin will gather the
appropriate information to move forward in this matter.
Dale Woodworth supports the idea of Parks becoming a park district because land that
had been designated for parks is being sold by the City. Only small. areas of land are for
parks and he is very disappointed about this . He would like to see a referendum on the
ballot about becoming a park district. Chris Rollins indicated that we are planning a
meeting to discuss the question about having a park district and invited Dale Woodworth
to attend this meeting for his respected input.
APPROVAL OF MINUTES .
Minutes from the October 27, 2005 board meeting were .approved on motion by Ken
Koch and seconded by Van Truman. The motion was unanimously approved.
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BILLS REVIEW:
Cash Analysis & Bills List
Scott Sleezer indicated that Traci Pleckham suggested that for the Hoover Boy Scout
Camp they take $ 150,000 from Land Acquisition rather than from Land Cash Reserve so
that we do not spend down the reserve. This amount was coming from Reserve because
it was unknown what the end budget will be because it depends how fast the buy out
happens. The Board does not see the necessity to change this and would like Traci
Pleckham to explain this further.
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Tammy Smock motioned to approve the bills list and was seconded by Richard Korinek.
Roll call vote: Chris Rollins—Yes, Ken Koch—Yes, Van Truman—Yes, Richard
Korinek—Yes, and Tammy Smock—Yes. The motion was unanimously approved.
OLD BUSINESS : C
Update on the shed
Sue Swithin received signatures from the church representatives for purchasing the shed
for storage for the preschool . It was agreed that we were able to move the shed if we so
chose to do. She needed signature from the Board on the agreement.
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Reimbursement for ,Sewer Operations ,Salaries from 1012 7105 Bills List
Scott Sleezer provided explanation for the charge for the reimbursement for sewer
operations part-time and overtime salaries that the Board questioned on the October 27,
2005 bills list. The explanation was sufficient to the Board and they will reimbursement
Public Works in the amount of $ 8,278 .31 .
Update on future soccer field location
Scott Sleezer talked with Becky to alleviate the parking situation we have at Fox Hill .
( We will be able to utilize Park E in Grand Reserve which will help alleviate the parking
situation. Also, there is enough open space coming to us in the near, future that will be
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able to be utilized. The number of games held at Fox Hill will be reduced. Scott Sleezer
will draft a letter to the homeowners association indicating that after examining the
situation we will reduce the number of active soccer fields during the soccer season at
Fox Hill which, therefore, will reduce the parking pressure on that site. We do not feel l
any further remedy is necessary at this time. He will also indicate that the City, can assist
in having better signage so that there are spots that are not utilized by park goers.
Update on divider curtain for Parkview
Sue Swithin talked to the owners of the Foundation about helping to pay for the divider
curtain at Parkview. Unfortunately, they do not have the funds at this time but would
approve anything that we would want to do .
NEW BUSINESS .
(This was discussed before Old Business so the developers did not have to, wait so long.)
Hudson Lakes Development
Hudson Lakes Development has submitted an application for concept plan review with
the City. They have about 141 acres on which they are proposing 255 units which is very
consistent with the other developers and with the zoning standards. They have parks that
are already planned all around them so they felt it may be best to just expand on the
Prestwick Park by adding one acre, increasing the size of the park to 71/2 acres. In
addition to that, they have tried to create a connection to the north part of Raintree
Village so they have provided an open space corridor which a pedestrian connection may
be used, which is where the future school site would be. The land cash obligation will be
approximately 9. 5 acres of land. They will have Penrnnan Road curvy to slow the speed
down so that people do not use it as a direct route to Route 126. Along Pemmnan Road
will be the trail corridor. The only other thing suggested was possibly adding some off-
street parking for the Prestwick Park.
Agreement with Trinity Church
Sue Swithin made arrangements with Trinity Church to use their facility in order for us to
provide programs during the day. A signature by the Board was needed on the
agreement. The agreement is identical to the agreement that was drafted for Yorkville
Congregational Church for us to run the preschool there. We will be paying $400 per
month donation to the church whether we fill a roster for classes there or not. Sue
Swithin, however, does not foresee us having a problem filling the classes . We will have
three classes to use during the day. Our roaming custodial person will clean this church. '
The agreement will end at the end of the school year because we do not foresee the need
to use the facility during the summer as we will be using Parkview School for our
programs during that time. There will be a two year old introductory to preschool
program there that will use the preschool teacher on their off days . The agreement will j
have to go to Council for the Mayor' s approval. The Board unanimously agreed to
recommend Council to sign and accept this agreement.
REPORTS
Park and Recreation Report
Sue Swithin put together a service report to use as a tool to single out the recreation
department and to update and share more information with a different visual to see the
growth. This will be updated at the end of this fiscal year also . This will be a tool for her
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existing staff to see and for the hiring of new staff. She asked the Board to look over it
and give her any input so that she can make it a more usable tool for everyone.
Sue Swithin. supplied the Building Permit Report to see if permits are at the level that the j
City is expecting them to be at. She will supply this report on a monthly basis .
The Recreation Department Report for programming was also supplied to be reviewed
which will be continually received on a monthly basis .
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ADDITIONAL BUSINESS
Chris Rollins wanted to make sure that everyone received the packet involving questions
for interview purposes along with the cover memo from the labor attorney and that
everyone was receiving applications by mail as they come in.
Sue Swithin will be out of town starting Sunday, November 13 , 2005 through
Wednesday, November 16, 2005 for professional development school.
Scott Sleezer will be going to China for two weeks to adopt a child. He will be leaving
on November 23 , 2005 . When he returns, Scott will be taking intermittent Family
Medical Leave time. He will work two to three days a week to at least the end of the
year. It is very important to develop a strong bond with an adoptive child. He will have
his phone and will be available. Traci is working with Nextel to get Scott a phone that
Scott can go to China with so that he is reachable for important issues . Tony is, however,
informed on all that is going on. Scott has made the developers aware of the situation
and he does not anticipate any issues coming that could not wait two weeks until he
�• comes back. After he comes back, Scott does still plan on attending the Plan Council,
Chris Rollins requested that Scott give them a tentative schedule for when he returns and
to specify who the point people will be in his absence.
Sue Swithin will continue working on hiring a 20-hour receptionist/secretary to be at the
Recreation office and at the Administration office. This is a budgeted position.
Dean Wolfer informed the Board that the Safety Committee is getting complaints about
the lighting issue at Parkview for the karate classes at night. Sue Swithin had also
received these concerns. This is an issue because the karate class is asked to use the back
gym entrance. There is a step up with no railing at this entrance. The reason why they
are using this back entrance is to keep the people from walking through the main portion
of the school. Sue Swithin was going to get estimates on railings and security lighting
and take those dosts and estimates to City Council and ask for financing from the City
budget for these building issues. Tammy Smock felt that it probably isn't necessary to j
overact right away. Chris Rollins felt that it shouldn't be our goal to make improvements
to other people' s assets. Dean Wolfer had stated that some improvements may be
necessary because of the liability purposes . Chris Rollins stated that if it is a code issue
the building owner should pay for it since it is their building. He feels that we should not
be poor business people. We have the City' s interestto protect. He feels that we need to
have a city inspector come to see if the building meets code or to have the people enter in
( an adequately lit entrance. Chris Rollins does not feel we need to take on unnecessary
liability. Scott Sleezer suggested going to Parkview and examine the situation first so
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that we know how to react. Sue Swithin suggested putting up some cones on the outside
of the platform so the step is noticeable and also coning off the area near the entrance so
to not- allow parking directly by the entrance. There is nothing that they can do regarding
the limited parking issue. Chris Rollins feels we need to preserve whatever means we
have financially to construct public facilities rather than band-aiding private facilities.
Dean Wolfer just wanted to know if there was an issue and since we have this facility
what we can do temporarily to use this building. If it makes it easier for the park board to
put a light on the building, it may be worth it. It was decide that Scott Sleezer and Sue
Swithin will first investigate if there is an issue. In the mean time, Van Truman
suggested to just tell the people that if they have a problem with the back door, they are
free to use the main door.
ADJOURNMENT:
The meeting adjourned to Executive Session at 8 :35 p.m. following the motion by
Richard Korinek and seconded by Van Truman. The motion was unanimously approved.
The meeting reconvened from the Executive Session and adjourned at 10 : 15 p.m.
following motion by Richard Korinek and seconded by Tammy Smock. The motion was
unanimously approved.
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Minute Taker—Jeanne Arbet
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ATTENDANCE
Yorkville Parks & Recreation Department
Board Meeting
Thursday, November 10, 2005
Please Sign In
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GUESTS/CITY OFFICIALS/STAFF:
Scott Sleezer, Interim Director/Superintendent of Parks
Sue Swithin, Interim Director/Superintendent of Recreation
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Dale Woodworth
Jim Olguin, Hudson Lakes
Tedd Lundquist, Hudson Lakes
_ Dan Harper, Hudson Lakes
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Alderman Dean Wolfer (Arrived at 7.•30 p. m)
BOARD MEMBERS :
❑ Heather Fiala ❑ Alderman Paul James rn Ken Koch
Richard Korinek ] Chris Rollins 'VJ Tammy Smock
1 Van Truman