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Park Board Minutes 2013 05-09-13 APPROVED W/ CORRECTIONS 6/13/13 Yorkville Parks and Recreation Department City Hall 800 Game Farm Road May 9, 2013 at 6:00 p.m. Call to Order: Deb Horaz called the meeting to order at 6:13 p.m. Roll Call: Deb Horaz – yes; Kelly Sedgwick – yes; Seaver Tarulis – yes; Mark Dilday – no; Amy Cesich – yes; Dan Lane – no; Matt Konecki – no. Introduction of City Officials and Staff: Laura Schraw – Interim Director of Parks and Recreation Tim Evans – Superintendent of Recreation Scott Sleezer – Superintendent of Parks Other Guests: None. Public Comment: None. Presentation: None. Approval of Minutes: The minutes from the April 11, 2013 meeting were approved. Motion made by Kelly Sedgwick and seconded by Seaver Tarulis. Bill Review: Bills List 4-25-13 – Amy asked about a brass coupling. Scott said it was for a plumbing issue that had to be done on the hot water heater to bring it up to code. Amy asked about refunds. Tim said they were for low enrollment on classes that didn't hit their minimum enrollment. Deb asked about a training and travel expense. Tim said it was for the move from the REC Center to the other building. Tim said the city is upgrading the computer system for online registration. Tim said it was in the budget. Laura pointed out that it will save the city money to not have to pay a part-time person to take registrations. Tim said this will also include tech support, if needed and it is an upgrade to the entire computer system. Amy asked about Duraplay. Scott said it is a drying agent for the baseball fields. Bills List 5-9-13 – Deb asked about virtual service for ARC building. Tim said that is part of the entire upgrade. Laura said it is for the internet upgrades. March 2012 Park Board Budget Report – This item is informational. March 2013 Park Board Budget Report – This item is informational. Old Business: Camping at Riverfront – Laura said this was discussed before regarding camping during the Illinois Whitewater weekend. This event was canceled last year. Laura said she spoke to Ryan Rushton he asked about expanding the camping to be from Memorial Day to Labor Day and he could run it. Ryan said for a site like that $15 to $18 would be fair. There will not be running water, there will be port-a- pottys there. The board asked if the police are okay with this. Laura said yes this will be small groups. Laura said that the city will come up with rules and guidelines. Laura said the Boy Scouts have also contacted us and are interested in camping there. Kelly asked who is going to maintain the grounds. Laura said she would ask Ryan to do a walk through before campers leave. Deb asked if this was just weekends. Laura said yes. The board discussed how much should be charged for camping and if the city should receive a percentage. Scott said lets just let Ryan try this and see how it works and see if there is interest. The board agreed if Ryan is willing to clean up and keep the grounds nice that is a plus. The board discussed how to charge the fees, by site or by night. There was discussion about charging per person. Laura said $15 per night for 2 people/tent or per site. Scott said we can come back with some ideas and talk to the board about them. Laura said she will bring back the ideas to the strategic planning meeting rd on May 23. New Business: Refund Request – Tim said this is a refund request from a member for the swimming pool. Tim said there was a piece in the pool that broke. Laura said the pool was open, but the water was cold. Tim said part of the problem was the piece that broke was difficult to find and we spent a week trying to find it. The classes were held in a studio. Tim said the contract states for things like this, there is not a refund for it. Tim said if we give a refund on this, it will open up problems. Deb said it is in the contract there are no refunds when certain things are not available. Tim said they could have had the class, but people refused to go in there. Scott said it took two weeks to get the part. Amy asked how many asked for the refund. Tim said just the one person. Deb asked how much she was asking for as a refund. Laura said nothing specific, but she was upset she could not get in the pool. Laura told her she would bring the item to park board. Motion to approve the refund request made by Kelly Sedgwick and Amy Cesich seconded. Deb Horaz – no; Kelly Sedgwick – no; Seaver Tarulis – no; Amy Cesich – no. Reports: Director Report – Laura said she and Bart Olson met with Dr. Wakely and Mr. DeBolt about school usage. The school is expanding on the cemetery property by adding practice fields and soccer fields. The city uses that area for Hometown Days and will use the parking, but we can park in the school lots th and there will be a gravel drive that people can park on. Construction begins August 4 during Hometown Days, but we can still use the lots for parking. st Crosspointe Church is having a service day on June 1 to paint City Hall council chambers and help with mulch at Clark Park. Laura met with Ryan Rushton about the Whitewater Festival and Chris Funkhouser for Ribs on the River and is in the process of getting things underway for those events. Recreation Report – Tim said that softball is underway and going well. Spring soccer is growing and doing well and finishes up Memorial weekend. The Preschool is finishing up, next week is the last week. Ready Set Go is going well and Tim said this is the biggest year yet and he has talked to Shay about expanding that program. Tim said the Tax Dodge Run went well. Tim said the athletic field schedules are set and going well. There are always issues with people being upset. The city has taken back control of scheduling and that has some people upset because they want to have the schedule. Tim said if the city is not running the schedule, it causes heartaches and other groups get upset. th Tim said on April 28 YYBSA had a tournament that the city was not aware of. Tim said in their eyes, they feel like they should be able to schedule. Kelly said if they were not caught, they would not have paid. Deb said there needs to be a fine if those things happen again. Tim said he wants to stand firm and asked the board for support. The board agreed with Tim. Tim said the groups need to contact the city for scheduling and a city employee needs to be in charge of the scheduling. Laura said the other groups are happy that the city is doing the scheduling. Tim said that now they are using the Legion, they are not using the fields like before and we have other groups using the fields. Scott said they have not been denied fields at all. Scott said they just want the flexibility to change things around and then they are not paying for it. Tim said he just wanted the board to be aware of what is going on. Deb asked if they know not to do these things in the future. Tim said yes. Laura said the city will have to check the website more to make sure the city is on top of it. The board stated they are upset with this situation. Tim said that the in house league should always be supported, but the travel leagues are another story and they are more concerned with the travel leagues. Tim said we are going to have to look at programming these spaces ourselves, since they have gone to Legion. The city still has to maintain the fields whether they are used or not. Tim said most things are going well and most groups are happy. Tim said the city is hosting a Moose organization game Yorkville was selected to use for a tournament. There will be teams from all over the country coming here staying in hotels and spending money here. Tim said the city will work with them on alcohol and camping etc. This is a big thing for them and it is a big fundraiser for them. It is th scheduled for July 26-July 28. Tim said the Yorkville Moose is the host. Laura said now the city is not limited to three events per year, we can do things like this. Deb asked about concession stands. Tim said that will be worked out – they might do some of their own food things the city doesn't do. thth Tim said July 4 is set. Tim said if people have questions about the 4, have them contact him. There will be plenty of activities as before. The city is about $1,000 short on funds. The Mayor was asked to continue this and Tim said he doesn't mind doing it. Tim volunteered to do this, but a group needs to get going and figure out how to pay for things in the future. Tim said he is trying to not get too involved – he is just overseeing things. Jon Hageman resigned last week. He took an opening close to home, so he didn't have to commute an hour away. Deb asked about a replacement. Laura said they have made a proposal, but we don't know yet. Tim said summer events are set and things are going well. Kelly asked about ice packs at fields for injuries. Tim said he will check with Shay. Parks Report - Scott said seasonal staff has not started yet, so things have been busy keeping up with the grass and painting the fields, sports and soccer. Scott said he would like to purchase the equipment to spray the grass ourselves for long term it would save money. th Scott said the sign has been ordered for town square and he plans to have it up by July 4. The ARC building work is nearing completion. Scott said there are some HVAC issues, but that should be taken care of in a couple weeks. Completion is almost done on a soccer shed at Bristol Bay. The Cub Scouts are going to help build the trail at Clark Park and because of rain they are going to try to begin on Saturday. Conservation Foundation did an improvement at Riverfront this weekend, a rain garden. Scott said the Lyons group is donating a shelter for Bridge Park 20x40 installation and concrete included. It will be a steel roof and their logo will be on there. They are putting insulation in the roof. It will be located between fields one and two. Scott said the city commitment to them is to put picnic tables under it and to put electric into it. Lyons can have their annual picnic there every year and the city will waive the fee. This is a substantial investment they are making. Bridge really needed something like that for tournaments there was not shade and nowhere to sit. Scott would like to have a ribbon cutting for this big gift and a softball event city versus fire/police and the head of the Lyons throw out the first pitch. Suspend Regular Session Meeting to go Into Executive Session: Motion to go into executive session was made by Kelly Sedgwick and seconded by Amy Cesich at 7:42 p.m. Regular Meeting Called to Order: Motion made by Amy Cesich and seconded by Kelly Sedgwick to call regular meeting order. Meeting was called to order at 8:02 p.m. Additional Business: Laura said they were offered to buy a second digital sign for a good price used. So the city is purchasing it for Bridge Park. Adjournment: There being no further business, the meeting was adjourned at 8:03 p.m. Motion made by Kelly Sedgwick and seconded by Amy Cesich. Minutes Respectfully Submitted by: Lisa Godwin Minute Taker