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Park Board Minutes 2005 12-08-05 Page 1 *of 4 ORAFT] i j UNITED CITY OF YORKVILLE YORKVILLE PARKS & RECREATION DEPARTMENT BOARD MEETING Park and Recreation Administrative Offices Riverfront Building Thursday, December 8, 2005, 7 p.m. jMinutes : CALL TO ORDER. The meeting was called to order at 7 : 08pm by Chris Rollins. I ROLL CALL : Board members present: Chris Rollins, Van Truman, Ken Koch, Tammy Smock GUESTS/CITY OFFICIALS/STAFF: Sue Swithin, Interim Director/Superintendent of Recreation Art Prochaska, Mayor (arrived 7 : 18pm) I PUBLIC COMMENT : None APPROVAL OF MINUTES . The minutes of the board meeting from November 10, 2005 were approved on a motion by Van Truman and second by Tammy Smock. Motion carried unanimously. BILLS REVIEW: Cash Analysis Sue Swithin reported that the bank statement had not arrived in time to complete a cash j analysis, but it will be available next month. Bill List Van Truman asked if Traci Pleckham had mentioned drawing down the reserve by $ 150,000 . Ms . Swithin will communicate with Scott Sleezer and ask him to provide information for the meeting on December 22"' i Chris Rollins commented on the bill for a referee who had been banned from further referee duties due to nepotism. Ms. Swithin said she had contacted the schedulers and asked them to not schedule this individual any longer. In addition, the person in question I received a letter outlining the situation. Attorney Wyeth is looking into the legalities of this• issue and in the interim, the person in question will continue to fill the position until the matter is resolved. Sue Swithin will follow up with the Mayor. I I Page 2 of 4 Chris Rollins asked for a motion to approve the bill list as submitted. A motion was made and seconded by Ken Koch and Tammy Smock respectively and it carried unanimously on a roll call vote : Chris Rollins-yes, Ken Koch-yes, Van Truman-yes, Tammy Smock-yes . Motion carried unanimously. OLD BUSINESS . Divider eurtain for Parkview Sue Swithin reported that she is still waiting for prices and is considering 3 options : 1 ) an inexpensive curtain, 2) an expensive curtain and 3) no action. She said it is uncertain at this time if a curtain will be needed since some of the programs that were going to be scheduled are not suitable for the stage. She recommended delaying a decision until the programs are finalized. She added that she is awaiting an estimate of an inexpensive curtain that is operated manually and she thought this might a good solution if action is taken. Ms . Smock said before a decision is made on the curtain, that perhaps the Board should consider moving those programs to Trinity Church. She said that Board has an agreement with the Church for $400 a month regardless if the facility is used or not. Pilates and fitness classes have already been moved to another location. At this time, the curtain issue is pending. . Rail and Light for Parkview Ms . Swithin said that a light will be installed above the entrance used for classes at Parkview and that the light may be donated. She is also waiting on a cost for the. rail and she is working with Mark O ' Malley who donated his time and material for a shelter. A storage shed at the end of the ramp is built too close to the rail and Sue Swithin will address that with the owners . She said the shed should come down. In addition, she will secure permission to have the rail installed. NEW BUSINESS : The job description draft for the Receptionist/General Secretary was then discussed. Ms . Swithin noted that department heads are currently updating job descriptions . This position is for 20 hours and will be located at the Recreation office. _, One of the duties will be to register people for classes. The description was updated and also revised to be more specific to the Parks Department. This position will be filled as soon as possible, however, the job description will need approval first. This is in the current budget. Chris Rollins asked for any comments on the description. Van Truman questioned what "working knowledge of park and recreation system" entailed. This refers to the day-to- day operation of the department. Mayor Prochaska suggested changing "system" to "operation". In addition, the employee will use their own vehicle for any city business . Mr. Truman asked how many people with experience in recreation operations would actually apply. This type of experience would be preferred according to Ms . Swithin. After brief discussion, it was decided that item #7 under "Basic Requirements" should be omitted. Page 3 of 4 This job description will be moved to C. O .W. after a recommendation by the Board. A motion to recommend this draft for City Council approval with the changes mentioned, was made by Ken Koch and seconded by Van Truman. Carried unanimously. REPORTS : Recreation Department Report Ms . Swithin provided an overview from the written monthly summary. She will also provide another report on the classroom use at the school, at the end of April. Dr. Engler had also requested this breakdown by school and by month. The cost of police officer time at the school was also discussed, but the exact cost was not known. It was thought that the hourly rate to use the school is $27.40 . ePolice Chief Martin will be contacted for the hourly officer rate. It was rioted that an agreement is in place with the schools . Chris Rollins felt that the detailed month/hourly use of the schools was beneficial to both parties involved and suggested adding a "projected use" column. The grand total then would be a projected grand total. Ms. Swithin noted that Dr. Engler has never requested a log of usage and has been very gracious with the use of the facilities. The hours reported are based on the class schedules . ADDITIONAL BUSINESS : Ms. Swithin thanked Van Truman for his attendance at the C . O.W. meeting on the previous Tuesday to answer questions on the RFI request. She made note of the Fox Road study and audit report from the City and invited Board members to review. She added that she inadvertently omitted the RFI from the agenda and requested to move it to the next agenda. Chris Rollins asked for an update on recent proposals for public/private partnerships. The Mayor reported the following: 1 . Proposal from Pepsi—City already has a relationship with Pepsi 2. St. Francis Group—this may be a proposal for services 3 . Proposal for a sports center complex—Laura Brown may have been contacted previously. This is thought to be-more of an opportunity for private groups. Dialogue must be established with this group . These partnership discussions will be placed on the next agenda. Mayor Prochaska then asked to give an update. He said that a Community Development Director would be on board after the first of the year and that this person would essentially fulfill the roll that Mike Schoppe now does . Mr. Schoppe will be asked to finish projects currently underway. The Mayor also asked for a progress report on the selection of an Executive Director for Parks . Chris Rollins replied that it would be discussed in Executive Session_ later this evening. Page 4 of 4 The Mayor further stated that a City Planner and Park Planner had been budgeted for. This will allow more work to be done in-house. He added that he has asked for "design areas" that would define housing, parks, streets, traffic patterns etc. He said that Oswego is currently doing this and it helps to provide a broader picture of an area. The Mayor said that the Planner should attend both City and Park meetings . Mr. Rollins thanked the Mayor for this update. Van Truman noted the vacancy on the Park Board and the Mayor said he had received one application for this position. Mr. Pilmer' s position on the Park Board was then discussed. The Mayor stated that if there is no interest from the school to maintain this position, a letter would be needed from the school . In addition, the City Council would need to change the ordinance. A letter will be drafted to the Superintendent and School Board President and it will be noted that the Park Board meeting schedule has been changed. This would make it possible for the School representative to attend both meetings. It will also be stated that it would be in the best interest of both groups to have a school board member on the Park Board for the benefit of both groups. Mr. Rollins said that the School Board should be asked to state that they have no interest if that is their desire, in order to formalize the decision. The Park Board would prefer to have school representation. It was also noted that the school representative is a voting member of the Park Board. And finally, the person need not be a school board member, but must live in the school district. Ms . Swithin suggested that a member of the Ad Hoc School/City committee could sit on the Park Board, Van Truman and Sue Swithin noted that at a recent meeting, the schools said they wanted to begin discussions with the Park Board regarding a school park site. Chris Rollins suggested that the Park Board should be proactive and place items from the Ad Hoc committee on the Park Board agenda on a quarterly basis. He said this should be put in writing to the School Board and ask them to participate as some issues require mutual dialogue. Mr. Rollins and Ms. Swithin will draft a letter and present it to the Park Board for review. The Mayor offered to co-sign the letter. ADJOURNMENT: The meeting adjourned to Executive Session at 8 :20pm on a motion by Van Truman and second by Ken Koch. The meeting reconvened from Executive Session at 9 :40pm and the regular meeting was adjourned on a motion by Mr. Truman and second by Mr. Koch. Motion carried unanimously. Submitted by Minute Taker Marlys Young