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Park Board Minutes 2005 03-14-05 Yorkville Parks & Recreation Department Board Meeting March 14,2005 MINUTES Call to Order— d Q Q Q (1 Chris Rollins called the meeting to order at 7:01 p.m. (� Roll Call— Chris Rollins, Ken Koch, Van Truman, Heather Fiala, Tammy Smock Absent: Richard Korinek, Bob Pilmer, Alderman Paul James Guests/City Officials/Staff— Executive Director Laura Brown Superintendent of Recreation Sue Swithin Parks Foreman Scott Sleezer Aldermen Richard Sticka, Larry Kot Alderwoman Wanda O'Hare City Attorney John Wyeth Public Comment— Chris Rollins started the meeting with welcoming and thanking citizens and city officials that had come to the meeting, especially two new Aldermen, Jason Leslie and Dean Wolpers. Rollins then said he would like to address any and all public comments before starting the regular meeting. Richard Sticka introduced himself and said that he wanted the Park Board to know that they are respected and appreciated for all they do for the City and he does not want the Park Board to disband. Sticka said the suggestion that came forward from Alderman Joe Besco under additional business at the City Council meeting to disband the Park Board was a total shock. Because this had never been brought up before to disband the Park Board, it was astounding to Sticka that it was made that way. Sticka said in his view,when the City Council wants to silence citizens who are volunteering their time to the city,telling me that they don't want to hear what they have to say any more, in my view there is something really wrong. The timing of this thing, subsequent to Mr. Truman's letter also really looks bad, as if the City Council is saying okay Park Board if think you are so smart you can just go home. That not may be, but it is hard not to draw that conclusion. Sticka then urged the Park Board to attend the C.O.W. Tuesday evening. On the agenda would be a discussion to disband the Park Board. Sticka then said there are people on City Council that will stick up for all the good things that the Park Board has done. Alderman Larry Kot then stated that he has respect and appreciation for the work that the Park Board does for the community, he agrees with Alderman Sticka in fully supporting the Park Board and all they do for the city. Kot also stated that he doesn't think the parks and programs have ever been better, appreciates the good job done and to keep up the good work, you have my full support. Alderwoman Wanda O'Hare stated that she agreed with all that Sticka and Kot had said and that the Park Board had her full support. Jason Leslie then stated the work the Park Board was doing was really incredible especially in Country Hills, and he was sure that things could be worked out so that the Park Board would not disband. Dean Wolpers also said that he appreciated all the Park Board does and they definitely have his full support. Rollins then thanked everyone that came out for their support of the Park Board. Page 2 Rollins then said that he appreciated all the responsibility that City Council members take on, especially in such a fast growing community as Yorkville. Rollins said he appreciated that maybe council members would like to try to make things simpler, to do away with a layer of complexity such as the Park Board, but in such a fast developing community the reasons for the Park Board to exist are many. In defense of the Park Board, Rollins said he would like to state all that the board does, including reviewing matters brought to the boards attention by staff, citizens and organizations . Review monthly reports, financial status of budget, land cash, bills, reporting from liaisons, general public, developers, and partner institutions . Through public bimonthly meeting and special sessions devoted to review and update the Master Plan, inspect all park facilities and future sites for development. The board also advises the executive director on administrative matters, adopts policies, makes motions and recommendations to City Council relating to all Parks & Recreation areas . Secure finances through fees, grants, investments, use of land cash, budgeted funds and assure they are administered properly. Establish sound personnel standards and policies. Responsibility for good public relations, open doors policies for public comments, questions, concerns are always addressed first on our agenda. The board participates in community events, press releases and publication and distribution of program catalog. Reviews plans from developers to determine implementation of land cash, goals, and objectives to serve the needs of the community. Rollins stated that if there is no Park Board then all these recommendations fall squarely on the City Council. Even with a planning position, which is a small part of the process that person is not going to be able to make the decisions or go through the process of public involvement that is required for this due process of government. Illinois statues support the formation of a board, or becoming a park district, but do not speak to the provision or matter of dissolving a board. City Attorney Wyeth said that Rollins summation is remarkably accurate, there is no obligation for the city to have a park board, the statue is silent on dissolving a park board, it also does not speak to the necessity to have one. However, the action of disbanding a park board is one the City Council can take. Rollins stated that the Park Board does exist to give the public an active roll in caring for the land, and providing opportunities for personal growth for all our citizens and community. It' s good for our town, that parks and recreation are good for our community. In many ways we can be the crown jewel of the community. Planning is one of the most important parts of parks and recreation, and for now it is done through Schoppe Design. Ideally we would like to have someone in that role of technical keeper of information and planning for the future and be fiscally responsible in providing that service to our community, hiring a park planner would ultimately save money rather than contracted services . Hiring a planner however does not replace the need of a citizen' s board to advise and provide a community voice . Rollins then thanked the citizens that came to the meeting in support of the Park Board, and asked if possible they attend the committee of the whole meeting in support of the Park Board. Brown then asked if the board had any legal questions of the City Attorney John Wyeth, no one did at this time . A citizen then asked if there would be cross walks and signage in Rice Park to slow down traffic. Sleezer stated that the parks department is working on that for this spring along with the paving at Rivers Edge . Approval of Minutes — Minutes of the February 28 , 2005 regular meeting were unanimously approved. Following a motion by Koch. Fiala seconded the motion. Bills Review — The Board reviewed the cash analysis and current bills list. Motion to approve the bills was made by Truman, seconded by Fiala. Approval was unanimous. I Page3 Rollins then stated that he saw seven employees had CPR class and asked if Swithin was the instructor. Swithin said she was the instructor. Rollins stated that was great. Sleezer also stated that seven parks and seven public works staff took the CPR instruction. i Koch asked about the large number of program refunds this time, Swithin said it was for a casino trip that had been cancelled due to low enrollment. Fiala asked about stakes purchased for the Polar Plunge . Sleezer stated that these were reusable and kept by parks. Old Business — i None New Business — j Fox Hill East Park recommendation for a temporary ball field was changed to make a permanent ball field for transition play. Brown stated it was not a good use of time and money to make a temporary field at Fox Hill at this time. A permanent field would benefit the city in the long run. Rollins stated that Youth Baseball was willing to provide $ 6000 . 00 in funding for this new ball field, he thanked John Paku, Ben Assell and Beth Prickett Youth Baseball representatives attending the meeting for the funding. Brown stated that parking spaces would be updated and lined at Fox Hill. Truman asked about reconfiguration of soccer fields. Sleezer stated he talked to Becky and she thought with the reconfiguration of soccer fields at Beecher, this would be possible. After discussion the board unanimously agreed to proceed with the project at Fox Hill . It is on City Council agenda for Tuesdays meeting for approval . Brown then asked the board for their input regarding the gazebo, shelter, park reservation policy. Some issues had come up in the past with this policy and also with the new Riverfront shelter becoming available for rental. A policy needs to be in place to provide guidelines to renters and requests for different parks to be rented and requests for different usages . Waiver of fees has to be approved through the City Human Resource committee. Truman asked Brown to clarify with the city attorney the language for deposits and keeping them for damages . After discussion and corrections the board asked the policy be brought back to the next meeting for review. I Brown then brought forward the request for a car show at the Beecher Community Building, by the Skeletons in the Closet group . Brown stated there had not been any previous requests for this type of event and there is no policy in place for this kind of request. Rollins was concerned if a car show was at Beecher where would the public attending be parking. j After discussion of Beecher and different locations, the board asked Brown to explore special uses, sizes of events, attendance, public safety issues, do they want police coverage at events like a car show and maybe they should be held in conjunction with other City events . More information for this type event, a possible policy, and references from other Cities will be brought to the next meeting. Swithin then gave the recreation report. Basketball was going great, new classes for spring have started. A knitting club has started. All Start Sports Classes are very popular. Cancellations have been reduced. Kindermusik classes will be reduced, the classes may have run their course. The golf outing is May 6th and Promenade of Arts Festival is June 25th i Brown said she also attended the meetings regarding Senior Services and the usage of the Beecher Building. The meeting addressed what options will be made available to the seniors from the owners of Countryside Center. Brown said the possibility of combining senior services and Salvation Army into one building is being looked into . Page 4 Additional Business — Brown stated as a FYI to the board the Oslad Grant funding is in jeopardy with the governor. The $ 100,000 . 00 IDNR money has been deposited back inland acquisitions . Rollins stated it was nice to see a check with so many zeros . Correspondence — Rollins stated that many letters and e-mails have been received in support of the Park Board this week and can be reviewed in the Park Board packet. Adjournment — The meeting adjourned at 8 : 25 p .m. following a motion by Fiala, seconded by Smock. Respectfully submitted, Barb Reisinger The next meeting is scheduled on Monday March 28, 2005 at 7 p.m. at the Riverfront Administrative Office, 301 West Hydraulic Street. i i I I I i i i I i� i i I