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Park Board Minutes 2005 08-08-05 i i UNITED CITY OF YORKVILLE YORKVILLE PARKS & RECREATION DEPARTMENT BOARD MEETING Parks & Recreation Administrative offices Riverfront Building Monday, August 8, 2005 MINUTES i CALL TO ORDER: Meeting was called to order by Ken Koch at 7 : 01 p .m. ROLL CALL : Ken Koch, Van Truman, Heather Fiala, Tammy Smock, Richard Korinek, and Alderman Paul James (Left at 8 :45 p .m.) GUESTS/CITY OFFICIALS/STAFF: Laura Brown, Park and Recreation Director Scott Sleezer, Superintendent of Park Matt Nelson, Lannert Group Wendy Yaksich, Moser Enterprises Dean Wolfer, Alderman Jason Nijim, MPI Development John C. Martin, JEN Land Design PUBLIC COMMENTS : None APPROVAL OF MINUTES : Minutes from the July 25 , 2005 board meeting were approved on motion by Van Truman and seconded by Heather Fiala. The motion was unanimously approved. BILLS REVIEW: Cash Analysis & Bill List Laura Brown noted that the Rice Park bill for the repairs has been paid and the park is now open. And the palm pilot purchase was to replace Sue Swithin' s broken one. Richard Korinek motioned to approve the bills list and was seconded by Van Truman. Roll call vote: Ken Koch—Yes, Van Truman—Yes, Heather Fiala—Yes, Richard Korinek—Yes, Tammy Smock—Yes. The motion was unanimously approved. DEVELOPERS PRESENTATION: MPI South Wendy Yaksich indicated that they have gone through the Concept Review Process and as a result have acquired more property ( 182 acres) which completes the southern portion of the new concept plan. Because they have added more land they have adjusted the plan and incorporated the changes from the feedback they received from the first concept review process . They will be going to the Plan Commission on Wednesday and to City Council in September. John Martin presented the new plans . They have now developed 1 i I a unified park site near the school site and have made all the parks expandable. The elementary school was relocated further east still along the Wheeler Road extension. They have provided for a potential 40 acres middle school site. In the south they have added a central park site using the gas pipeline easement for expandability. The park requirement for this suburban area is approximately 32 %2 acres . The park is about 16 acres, which meets the half land and half cash requirement. For the southern area they have a 13 acres park along Walker Road and a 51/2 acre park that could potentially become a club site. There was a suggestion to consider using the 13 acres park land for a possible public pool site. The bike path follows the drainage ditch. They would like to have pedestrian access to the trail and a connection to the school and commercial areas. The Board liked the suburban area except for where the property line is hugged by the creek. In the southern area (south of Walker), however, the Board felt that the 13 acre park looked too linear. The plans may be deceiving, however, due to the 300% enlargement. The Board also wanted to make sure that there was street frontage on a minimum of two sides and that there is off-street parking put in by the developer for no credit for parks that are five or more acres. The Board is not interested in the five acres adjacent to neighborhood 14 for a park. After declining the acres there was a concern that Parks is getting away from having a park within a half mile radius to all homes, but it was indicated that there are only a very few number of homes that do not meet that requirement. They informed the developer that they would like to stay with the 50-50 j split land cash so the developer will need to take into consideration that once Parks knows the acreage value of the trail, they may need to adjust some of the park sites to account for that. John Martin indicated that the developer needs to comply with the 25% additional open space. So, regardless, the developer will be using the trail for their open space credit. They would like the developer to put in the trail at no credit. It will be the developer' s decision whether it will be the homeowners ' land or Park' s land. Parks would like to own the trail . i Westbury East Village Matt Nelson presented the approved plan for Ocean Atlantic Westbury. The trails will go through the golf course and the water retention will be incorporated in the golf course holes . The commercial area will be a little bigger and the residential area will be reduced. The trail will be developed with each developed phase. The trail is now along the flood plains, and they will ask to have the trail put in at no credit. The Board does not want the trail to cross at Rt. 47 and Galena because this will be a very busy intersection. They would also like to know where the trails connections are going through and how it is going to hug or come back to Rob Roy. They would like street frontage to the park on a minimum of two sides and off-street parking for parks five or more acres provided at no cost. Also, with the park that is near the school, there is no clear boundary. The minimum width of a park should be 400 feet for usable space purposes . Van Truman is okay with the size and location of the parks but is questioning the bike path and how it will be routed. Heather Fiala questioned the access to the park with the school and if they were able to fit a park there at all . Property lines have not been determined yet. OLD BUSINESS : Senior Service Ad-hoc Meeting—Update from Meeting/Castle Bank Space Harold Oliver has offered the old Castle Bank for Parks use. Initially, the upper level will be cleared out and Parks will be able to begin using that space immediately within a 2 r two weeks time turn around. This will provide plenty of space for programming. While Parks is using the upper level, the lower level will get fixed up . An elevator will be installed, and the basement will be finished off into two big rooms that can be divided off even further. When this is complete, Parks will move downstairs . Parks will be able to use the basement free of charge, and they will control the scheduling and the maintenance of it. The offices will remain at the Beecher Building, The Seniors are still scheduled to move into the Beecher Building. The demolition of Countryside is scheduled for November. A Senior Service agreement will be discussed at the next COW meeting. The Seniors would like a five year commitment to be at Beecher. In response to that, Parks would like to get the same commitment from Harold Oliver of a five year use of Castle Bank. There was question if the Senior Service Ad- hoc meetings could go to Castle Bank instead. The reason they can not is because this will be a downstairs location and they are concerned about safety. Tammy Smock indicated how frustrating the situation is because currently when one child is in a program at the Beecher Building, the other child could be playing at the park. With the programs being moved to Castle Bank in a commercial setting, there will be no place to take the child. The Seniors do not need the property surrounding the Beecher Building, whereas Parks does . Tammy believes we should help the Seniors, but she does not feel that. this is the best solution—it is just a quick, easy solution. Laura Brown pointed out that Council has not approved it yet. There was question if City Council will have a public hearing where this can be discussed before it is a done deal or if it will be decided and then everyone will be notified. Alderman Paul James said that he will bring up the concerns at their meeting on Tuesday. Two months ago, the Seniors did have other options of places to go (i. e. Harold Oliver was going to fix up space for them in Mason Square), but they assumed they had the Beecher Building. The Beecher Building has a kitchen for the Seniors to use and this will bring the Salvation Army and the Senior Service together to do some things jointly and to eliminate the duplication of services . If j they went to another facility they may have to build a kitchen facility. Ken Koch indicated, though, that the Salvation Army is moving toward deli items where not as much cooking is involved. Another point was that Senior Services ' focus will be on Kendall County greater area, not just Yorkville. In the program attendance summary report there are approximately only 4 Yorkville citizens participating in this group of 84. The others are from Kendall County and surrounding areas. With the Beecher Building being a Yorkville taxed building, it is hard for the Board to justify it not being occupied by Yorkville Citizens, Richard Korinek does not believe this is right and will be sorely disappointed if City Council goes forward with this . Laura Brown indicated that the Salvation Army has been allowed to use the Beecher Building for 12- 15 years knowing they are serving the county greater, so the City has already made a practice of doing this . The Board' s point was that the Salvation Army is not displacing Parks and by Parks having to rent space at St. Pat' s ' and Cross Lutheran for programs, it is actually costing them money. The Seniors are allowing community groups (i . e. boy scouts) to use the facility at night as long as they do not have to break down the room. Programs like Karate can, therefore, no longer be there. So, from 8 : 00 a.m. to 4 : 00 p .m. only approximately 4 Yorkville citizens will be using the building. Ken Koch suggested that City Council get the number of actual Yorkville citizens participating in the Senior Service and investigate it a little more before they proceed. 3 i Park Maintenance Building—Joint meeting with Public Works on August 22 at 6:30 p. m. at City Hall Just as a reminder, the Park and Recreation Meeting will be cancelled on August 22, 2005 and instead they will be meeting with Public Works at 6: 30 p .m. at the City Hall . Discussion about future Pool development or recreation community center Funding options—Request for Ideas Information Laura would like to proceed forward to City Council with the concept of a "Request for Ideas . " This is similar to a RFP . They would put it out there with the premise that all ideas are good ideas . Even if the person who suggests it cannot do it, maybe we can find a venue that can. Van Truman feels this is great. The RFI will be sent to brokers, developers, private venues, and to everyone and anyone. There is not a time or date at this time to begin because we have to wait until it goes through Council. Laura Brown j will present it at the next COW to see if we can proceed. Heather motioned to make the recommendation to proceed to bring this to City Council for approval. Rich seconded. The motion was unanimously approved. Non-resident reimbursement request – Update There are a couple of disabled residents that want to participate in the Fox Valley Special Recreation Program. Fox Valley charges them 250% higher to be out of district. At the j last meeting Laura had asked the Board to pay the "out of district" portion and the resident would pay the actual program fee. Park Board asked Laura to do some follow up to see what their obligation to pay or reimburse as per ADA. Laura talked to John Wyatt about this and she consulted with another director who is very fluent in ADA. Currently, we have no obligation or legal requirements according to ADA to do anything other than to make our existing programs assessable or available. We can limit or restrict the amount of reimbursement we are willing to provide by a fixed dollar amount or limit the type of program we will reimburse for. Laura has a meeting scheduled for August 15 to pursue and discuss the cost of a membership to SRA. Laura Brown has asked Fox Valley j to notify us of all requests and verify residency before allowing those residents to register so we can monitor the financial obligation and the service they will provide. In addition, she has asked that residents pay their amount in full before the City will reimburse them for the non-residence portion. Laura wanted some direction from the Board about providing special recreational services and how they want to proceed and fund it. Currently, there is a special needs child that is going to Camp Waubansee Chiefs . Camp Waubansee Chiefs is a day camp for special needs . The child was in a segregated special education program during the school year and his teacher and social worker recommended him to continue going into some social environment throughout the summer so that he will not regress . The special needs is not always academic but also social and life skills to keep them moving along at their pace. This child is mentally retarded and behavior disordered. We do not offer a day camp and the mom asked us about this . The other situation is an adult who went on a social vacation trip. The guidelines Van Truman suggested to use is to keep the same language and restrictions that we use with our resident programs and pay 50% of the non-resident fee not to exceed $ 500 based on available funds . If we offer the program, we have no obligation. This only applies when we do not offer the program. Laura Brown will draft up a policy. We can pay for this out of program fees or we can adjust the budget. Laura Brown is comfortable with helping the Camp Waubansee Chiefs child because she was aware of 4 VIII this situation and we do not offer a camp such as this . The other situation, she is not comfortable with. We must be careful because when we do a school pull-out program, the residents ' boundaries changes a little. Laura will come back with more information about what it costs us to join SRA and why we would want to join a SRA. Laura will also provide the Board the cost for us to provide one-on-one help for the special needs child to participate in our programs. j NEW BUSINESS : Bid Opening results from August 4`h for Sunflower installation Four bids were received for the Sunflower Park. J .E.M. Morris Construction, Inc. had the lowest base bid compared to the budget coming under budget by $22,000 . There are some things that we need as alternates because of some of Schoppe' s compensations regarding true costs. Laura Brown recommended that the Board accept J.E.M. Morris ' s low bid of $ 127,797 .43 for equipment and installation/landscape and the alternates for $46,580. 60 . The total project budget including the $ 13 ,500 Schoppe Design Fees will be $ 187, 878 . 03 . Sunflower is the master plan park so when we do the adjoining parcel we will add an additional four acres from the next development. Laura Brown recommends taking 40% land and 60% cash to offset the expenditure. Laura Brown will remind the Board of this when the time comes . With the Board' s approval, Laura Brown will proceed to City Council for approval. Richard Korinek made a motion to accept the J .E.M. Morris Construction, Inc. bid for $ 187, 878 . 03 and Tammy Smock seconded it. Roll call vote: Ken Koch—Yes, Van Truman—Yes, Heather Fiala—Yes, Richard Korinek—Yes, Tammy Smock—Yes . I Vendor Request for Town Square from Timber Creek Farms Organics Timber Creek Farms would like to sell organic fruit and vegetables in our park on Tuesdays, Wednesdays; and Thursdays from 7 : 30 a.m. to 5 : 30 p .m. Laura Brown believes it was the intent of the Park Board when they established the vendor outline of agreement to have a hotdog vendor or an ice cream vendor in the park. She does not believe their intent was to sell produce. She believes that Farmers Market gives the opportunity to sell produce. We have offered the Timber Creek Farms vender to sell at Farmers Market, but he has said he is already in another Farmers Market in another community. The concern is this will set a trend. The original vending ordinance only allows two vending permits per year in Town Square. The hotdog cart has one, and the second one is available. There was a concern about designating a spot and the damage it would do to the lawn because a fruit stand is a lot bigger than a hotdog cart. The Board modified the proposal indicating that he can set up three days for no more than five hours per day using a 10 foot by 10 foot space providing he participates in Farmers Market on Saturdays . The reason for this is that the people who do participate in Farmers Market would like to set up in Town Square also, and since we only have one permit left we hope that he has that good will to show up for the Farmers Market. This permit is approved if he meets these requirements . Scope of Services for Design Fees Laura Brown is asking to go out to bid for design fees outside of Schoppe Design Services for the parks identified in her memo to make sure we are getting a fair price. There has been some disagreement with Schoppe Design Services about being charged additional fees which Laura Brown feels are within our scope of services but are being i 5 i disputed. At this point they are not doing any current projects other than what we have i already finished. Laura Brown would like to do a RFP for all new upcoming projects. With the Board' s approval she would like to proceed to City Council with a request for a RFP, knowing we will not have a park planner or a park designer on board for a minimum of five to seven months . The Board unanimously agreed. REPORTS f Recreation Report The recreation report was presented for the Board to review. The Board had no questions. ADDITIONAL BUSINESS The Parks and Recreation Catalog was received back from the printer today. 'I The Adventure Challenge Race is on Saturday, August 20, at 8 : 00 a.m. to Noon. There are 18 teams of three. Parks does need volunteers for registration, timers, etc. All participants will receive dog tags which will have the event name on it and army green T shirts. CORRESPONDENCE . Miscellaneous Correspondence There was an article about Sugar Grove opposing Lundmark .Group building a water park. It was suggested that they would be a good company to send a RFI to . ADJOURNMENT . The meeting adjourned at 9 : 15 p .m. following the motion by Van Truman and seconded by Tammy Smock. The motion was unanimously approved. I I Respectfully Submitted, Jeanne Arbet Minute Taker i i I I� 6 i ATTENDANCE Yorkville Parks & Recreation Department Board Meeting Monday, August 8, 2005 Please Sian In GUESTS/CITY OFFICIALS/STAFF: Laura Brown, Parks and Recreation Director Scott Sleezer, Superintendent of Park j Matt Nelson, Lannert Group Wendy Yaksich, Moser Enterprises Dean Wolfer, Alderman Jason Nijim, MPI Development John C. Martin, JEN Land Designer i i BOARD MEMBERS : Heather Fiala �h Alderman Paul James Ken Koch Richard Korinek ❑ Chris Rollins Tammy Smock Van Truman