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Park Board Minutes 2005 04-25-05 i Yorkville Parrs &c Recreation Department � Q Board Meeting 0 April 25, 2005 ' M ENUTES Call to Order - President Rollins called the meeting to order at 7:00 p.m. Roll Call - Chris Rollins, Van Truman, Heather Fiala, Tammy Smock, Bob Pilmer, Alderman Paul James Absent: Ken Koch, Richard Korinek Guests/City Officials/Staff - Laura Brown, Executive Director Scott Sleezer, Parks Foreman Public Comment - None I Approval of Minutes Minutes of the April 11 , 2005 meeting were unanimously approved following a motion by Pilmer. Truman seconded the motion. i Bills Review and Cash Analysis - Fiala made a motion to approve the bills and cash analysis as submitted. Smock seconded. A roll-call vote was taken: Rollins, yes; Truman, yes; Fiala, yes; Smock, yes% Pilmer, no. Developer Presentation - Andrew Fitz, Montalbano Homes, along with John Glen (Glen Design), Karen Reeves (Lannert Group) and Michael May (CEMCON), presented a preliminary engineering plan for the Lee Farms development. The Board saw the original concept plan in September, 2004, and based on their input at that time revisions were made to the plan and were presented to the Plan Commission one week ago. The Board discussed the changes and shared their concerns with the proposed shared school/park site in relation to future development on the other side of the east boundary of the development.. They also discussed location of the proposed trail and their desire to have it eventually connect with the regional Au Sable Trail to the south. The developer will again revise the plan, according to the city' s specs, and present it to the Board for their review. New Business The Board moved the space needs analysis report to this time in the meeting to allow John Bosnian to be on his way. The Board reviewed the space needs analysis and design for a parks maintenance facility :. prepared by Mr. Bosnian, SRBL Architects. The plan, including projected costs, was developed after interviewing staff, looking at existing facilities, assessing requirements for vehicle storage, staffing, and projected growth over a seven year period. He pointed out that projected costs are all inclusive, including furniture, fees, etc. in addition to construction. Cost of construction of the 20,000 sq. ft. building would be between $3 .5 and $3 .9 million, with added soft costs (furniture, equipment, etc.) bringing the total . cost to approximately $4. 1 million. _ The Board also discussed the shared use of the current facility and equipment with Public Works and the possibility of some continued sharing with a new facility: i i I I i Brown asked the Board for direction on how to proceed. It was concluded that Brown will meet with the Finance Director and City Administrator to look at funding options, which she will present to the Board on May 9. Rollins pointed out that it is important to make sure the desire of the City is not to build a general Public Works building. Discussion with Public Works will also have to take place to determine their needs. Brown suggested that Sleezer, Truman, and James attend a Public Works Committee meeting to present the plan and solicit their input. The Board concurred. Old Business Rojean Biltgen, Skeletons in the Closet, Inc., presented her request for a location for an October car show. She pointed out that all proceeds go to the food pantry and need y families. The Board told her that Parks and Rec has no park space the size required for the show, but offered to help find a location where the show could take place. Truman suggested co-sponsoring and approaching the School District for a location. Rollins suggested the possibility of Silver Springs and also offered the possibility of helping with advertising or volunteers. Brown suggested contacting the city's new Community Relations Director. Brown reported that the fiscal budget will be reviewed by City Council on April 26, I Truman reported on City Council's discussion regarding dissolution of the Park Board, saying it isn't going to happen. Brown said City Council suggested that park board members visit Council meetings on a rotating basis. James suggested City Council attend park board meetings on a rotation schedule. Smock pointed out how important it is for the two boards to have communication. Rollins pointed out i that communication to City Council does exist. He said additional ways Council can be informed on j parks and rec business are board minutes are available to them, a liaison could attend park board meetings,or council members can have discussion with Brown. He also suggested that a Council liaison or designated alternate would always be welcome at park board meetings. Truman pointed out that the Mayor also suggested a City Council liaison to the Park Board. i Brown said that she will put together a rotation for City Council for May. The Board can discuss this further at another meeting. New Business Continued - j Mark Harrison, Schoppe Design, presented the design plan for a two-acre park in Sunflower Estates, which incorporates a farm theme, and shared the planned layout and features for the park. Brown said construction of this park would begin in mid-July or early August, with completion expected in October. She said a town meeting is planned on May 23, at 6 p.m. prior to the regular park board meeting to provide Sunflower residents an opportunity to view the plan. L. Brown discussed Gilbert Park, saying the entire process will be bid out in a week to ten days. The bid i will include installation, construction and equipment (to be selected by the Board). Brown and Harrison presented equipment plans and bids from five manufacturers, and asked the Board to make the selection. The Board gave consensus on the equipment plan from RCI (Recreation Concepts, Inc.). r Equipment costs were discussed, with the Board expressing their desire to provide citizens with a very nice park, since it is the only park in that area. Brown pointed out that if costs for the park come in over budget; a line item adjustment would be recommended to City Council, with the additional farads coming out of land-cash. i I Sleezer reported that informational signs will be installed at all reservable shelters and gazebos telling the public the process. A monthly printout of all park reservations will be sent to the Police Dept., for their information, should any questions arise. Sleezer recommended the purchase of a utility cart for the department to better serve maintenance of ball fields, etc. and other areas where it is best that trucks not go. The Board gave consensus to Sleezer's recommendation to purchase bid #3 for a Toro Workman 2100 at a cost not to exceed $7,863 . Sleezer reported that the Junior Women' s Club approached him with a desire to donate $1 ,000 to improve the sand play area at the Beecher playground. Installation would be done in house. The Board gave its unanimous recommendation to accept the donation of $1 ,000 to add play features to the sand play area at Beecher Park. Sleezer asked the Board to consider spending $2,200 out of this year' s budget to purchase new Christmas decorations for the city. Rollins pointed out that the parks staff has spent considerable time with the care and handling of the city's decorations, and that each year they try to add a few new decorations to replace those that are no longer usable. The board gave its unanimous approval to the request. Additional Business: Brown announced that a Rivers Edge town meeting is scheduled for May 9, prior to the regular board meeting to review the passive park plan. Brown asked the Board to bring dates to the May 9 meeting to set a park tour. Correspondence I Rollins pointed out additional information in the board packet noting Kendall County is the second fastest growing county in the country. Pilmer announced that his term as school liaison has expired. He thanked everyone for their cooperation and dedication to the Parks and Rec Dept. He recognized the work of staff and volunteers in offering programs and activities to the residents, and encouraged continued cooperation through intergovernmental agreements, joint school/park sites, etc. Adjournment The meeting adjourned at 9:45 p.m., following a motion by Truman. Fiala seconded the motion. Respectfully submitted, Judy Rice Recording Secretary The next meeting of the Board is scheduled on Monday, May 9 at 7 p.m. at the administrative office on West Hydraulic St. - I I