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Park Board Minutes 2005 07-25-05 UNITED CITY OF YORKVILLE YORKVILLE PARKS & RECREATION DEPARTMENT BOARD MEETING P & Recreation Administrative offices Riverfront Building Monday,July 25, 2005 MINUTES I CALL TO ORDER: Meeting was called to order by Chris Rollins at 7:00 p.m. ROLL CALL: Heather Fiala (Left at 7:40 p.m.), Tammy Smock(Left at 7:43 p.m.),Van Truman, Ken Koch, and Chris Rollins GUESTS/CITY OFFICIALS/STAFF: Laura Brown, Park and Recreation Director Scott Sleezer, Superintendent of Park Mark Harrison, Schoppe Design Mike Brandenburg, Tanglewood Homes Bob Nelson, Tanglewood Homes Rich Guerard, Wyndham Deerpoint Sal Rexhegs,Wyndham Deerpoint Joe Dougherty, Wyndham Deerpoint PUBLIC COMMENTS: None APPROVAL OF MINUTES: Minutes from the July 11, 2005 board meeting were approved on motion by Heather Fiala and seconded by Van Truman. The motion was unanimously approved. BILLS REVIEW: Cash Analysis &Bill List There are two Ice Mountain entries on the Detail Invoice Report because the water is going to two different buildings (Beecher and Parks &Recreation). It was keyed in with the same quantities but Beecher is receiving four jugs and Parks is receiving two jugs. Ken Koch motioned to approve the bills list and was seconded by Heather Fiala. The motion was unanimously approved. OLD BUSINESS: Park Maintenance Building—Joint meeting with Public Works Committee August 22, 2005 at 7.00 p.m. at City Hall Laura Brown typed up a memo to the Public Works Committee for the Board to review and to make sure that they are in agreement to have a joint meeting with the Public Works Committee on August 22, 2005 at 7:00 p.m. at City Hall to discuss the future park 1 maintenance facility. Laura Brown will contact the City Clerk about this change. The normal business (i . e. approval of minutes, cash analysis, etc.) will not be done at the joint meeting. The meeting is not so much for the funding mechanism, but more so if this is a venue that the Board would like to pursue. They need to find out if the City has other plans for the construction and funding of the Public Works facility and if a combined City facility (Parks and Public Works) is desired. The Board unanimously agreed to let Laura Brown proceed with sending the memo as drafted. Rice Park Update Rice Park is almost complete. Everything has been dug out and the new concrete was poured, which is about two and a half feet deep . They are currently working on backfilling and putting the mulch down. Everything should be completed by midweek. Resolution or grilling in the arks .f g g P An amendment has been devised to allow grilling in designated City parks . The Park, Gazebo, Shelter Reservation Policy will be revised on pages 7 and 9 to identify the approved parks only for grilling. Grills and a place to dump coals will be installed. The grills will be cleaned by Parks & Recreation and a place for people to bring in their own grills will be established. The Board unanimously agreed upon the resolution for grilling in the parks . The Resolution was initialed by each Board member present. NEW BUSINESS : Revision of the Grant guidelines for financial support With a yearly budget amount for scholarships and grants of $ 1 ,500 annually, there was a concern that the amount that we identified for people with financial needs would be exhausted by preschool fees alone. It was proposed that the preschool fees be limited to 10% of the monthly fee. Any travel, vacation, or weekend trips are already excluded. Because of the clause "as long as money is available," we can keep everything the same and ask for additional contributions from the city or private investors to raise the amount. At this time there is not a concern to increase the budget, but with the growth of the city the Board is aware that they will need to revisit the issue in the future. A motion was made to accept the amended guidelines for requesting a grant for financial aid support by Van Truman and was seconded by Tammy Smock. The motion was unanimously approved. Non-resident reimbursement request Fox Valley Special Recreation Association provides services for Yorkville residents with disabilities that Parks and Recreation do not provide or have the ability to provide. There is a non-resident fee charged for Yorkville residents to participate in these programs and it is suggested that Parks and Recreation pay the non-resident portion only of the fee. This would be complying with ADA (Americans with Disabilities Act) . The non- resident fee can be, however, 200% or more of the resident fee. It was suggested that we either cap or share the cost. Laura Brown was concerned that by doing it this way it may be an ADA issue. She suggested that they either limit the number of programs or limit the particular programs. The Board would like legal clarification on this so that they know what the legal ramifications may be. Laura Brown stated that it is Parks and Recreation' s responsibility to provide similar services and/or reasonable accommodations. Whenever possible we currently do include our residents with i 2 i I f disabilities in our programs . Reasonable accommodations could be provided by supporting to take part in a nearby special recreation association. There was question by the Board about their obligation to pay for any number of programs when the funds may not be available, especially since this is something that has not been budgeted for. With City Council approval Laura Brown can have Caroline from Fox Valley Special Recreation Association come answer questions from the Board about how they can accommodate and find out what their obligations exactly are to help residents seek programs in another community. The Board would also like to find out if it may be cheaper to become a member of Fox Valley Special Recreation Association rather than pay the out of district fee so they can budget for a fixed amount. DEVELOPERS PRESENTATION White Pine Farms Bob Nelson and Mike Brandenburg of Tanglewood Development Corporation presented ;r their concept plan for phase one of White Pine Farms and the future phase west of Ash Road. They have designated 8 acres that are centrally located for a park site. This park site is connected to a 17 acre detention area. They will have a north to south bike trail that goes up to the park site. The bike trail is designed to be linked in the regional trail j system planned by the City. It was suggested to combine the bike trail and the sidewalk rather than having the bike trail run parallel to the sidewalk. There is a 50 foot buffer along Galena, Ashe, and Baseline Roads which can create a path corridor. It was also suggested that the developer connect the path to the commercial site for safe passage. At the Planning Commission Meeting it was suggested that they incorporate off street parking at the park. The Board suggested to have on street parking or to have angle parking on the parkway so not to use green space. There was a concern about the trails being in the back yards of the houses, but Bob Nelson indicated that usually people who buy those lots want the close access to the path. The timing of payment is 50% cash up front and 50% on to the building permit. i Chally Farm Wyndham Deerpoint developers presented the revisions suggested by the Board at their last presentation. They had made the park more square and moved it to where the proposed school site is . This park is 2 . 6 acres . The subdivision will have 234 lots for single family homes and 4 . 6 acres for commercial and is connected to Anderson Farms. There is a four acre area which has a lot of trees that the developer would like to save. In this area there is a clearing of about 100 feet by 500 feet that would be viable for a picnic area or recreation area. They are proposing a bike trail that runs through Chally Farm. This bike trail is all on road currently, but they can get the trail to connect to the school. Parks would like the trail to go North so that it will connect with another subdivision. j Laura Brown indicated the importance of a 20 foot buffer and that it is clear whose property is whose—meaning there will be a ten foot trail between two 5 foot buffers. When the trail crosses the road a few times, we would like for the trail to be clearly marked including striping. It would be preferred that even if the trail needs to make a few more turns, that it not be in people ' s front yards where it crosses over driveways . They suggested possibly having the paths behind houses . The developers will work on this and come back with a plan. 3 i The Board is interested in the 2 . 6 acre park and the 1 . 5 acre park—this is only the usable acreage. There was a suggestion that since the drainage area will be dry to use it possibly for a soccer field. There should be plenty of parking with this situation. York Wood Estates (Anderson Farm) This area was formerly handled by Kimball Hill, but we will be dealing with Wyndham Deerpoint from this point on. The land cash of obligation is approximately 7 acres . When we were dealing with Kimball Hill, we were recommending a four to six acres active park which would be usable space for a playground, ball field, or athletic field. There was question on what was going to happen to the fen and who was going to manage it. We did recommend contacting the forest preserve so see if they were interested. If they are not interested in it, we recommend that a management practice and guidelines be incorporated in order to protect this area. This piece of property is heavily wooded. The developer suggested that it could possibly be used as an educational element. Laura Brown indicated, though, that we try to avoid duplication with the forest preserve. With this wooded area, however, we may want to go with a more natural theme for our park. We may want to decide against a ball field, but we are interested in having a park here. The trail location will connect to Chally Farm, but we would like to make sure that they do not go pass driveways or cross the road so much. REPORTS None ADDITIONAL BUSINESS None CORRESPONDENCE : Miscellaneous Correspondence Van Truman brought in a couple of newspaper articles. One stated that the city no longer allows on street parking on John Street from Chestnut to Evergreen in Fox Hill. This is a j concern because there will no longer be enough parking for the soccer teams . In fact, there was not enough parking when people were allowed to park on the street. The street was originally designed to accommodate parking on both sides of the street, and it is confusing why the city would allow this to happen without giving the public a chance to comment. We can look into angle parking and request the city fund putting in parking since they approved the no parking on the one side of the street. Tomorrow there will also be a meeting changing the city ordinance on the overnight parking ban. ADJOURNMENT : The meeting adjourned at 9 : 05 p.m. following the motion by Chris Koch and seconded by Van Truman . The members present unanimously agreed to adjourn. Respectfully Submitted, Jeanne Arbet Minute Taker 4 I i I, ATTENDANCE Yorkville Parks & Recreation Department Board Meeting Monday, July 25, 2005 t i Please sign In GUESTS/CITY OFFICIALS/STAFF : Laura Brown, Parks and Recreation Director Scott Sleezer, Superintendent of Park Mark Harrison, Schoppe Design i i Mike Brandenburg, Tanglewood Homes Bob Nelson, Tanglewood Development Corp . Rich Guerard, Wyndham Deerpoint Sal Rexhegs, Wyndham Deerpoint Joe Dougherty, Wyndham Deerpoint I i I BOARD MEMBERS : 5 Heather Fiala ❑ Alderman Paul James Ken Koch ❑ Richard Korinek Chris Rollins Tammy Smock Van Truman