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Park Board Minutes 2013 06-13-13 APPROVED W/ CORRECTIONS 7/30/13 Yorkville Parks and Recreation Department City Hall 800 Game Farm Road June 13, 2013, 6pm Call to Order: Kelly Sedgwick called the meeting to order at 6pm. Roll Call: Deb Horaz-no, Kelly Sedgwick-yes, Seaver Tarulis-yes, Amy Cesich-, arr. 6:08pm Mark Dilday-no, Dan Lane-yes, Matt Konecki-yes Introduction of City Officials and Staff: Gary Golinski, Mayor Laura Schraw, Director of Parks and Recreation Scott Sleezer, Superintendent of Parks Tim Evans, Superintendent of Recreation Ken Koch, City Council Liaison to Park Board Joel Frieders, Alderman Public Comment: None Presentations: None Approval of Minutes: nd John Hageman May 9, 2013: last page, 2 paragraph, should say resigned, rather than Scott Hammond. Minutes approved as amended on a motion and second by Dan and Seaver, respectively. Unanimous roll call vote approval. May 23, 2013: Motion to approve as written, by Seaver and second by Kelly. Unanimous roll call vote approval. Bills Review: Bills List 5-23-13 – Dan inquired about the Kodiak Stepper on page 2. It is a type of stone that was purchased for use by the Conservation Foundation for the Riverfront Park rain garden. This item will be reimbursed. Mr. Lane also asked about the concrete for Bristol Bay on page 3. This was used in a soccer storage shed that had been moved many times. The floor had rotted and was replaced by staff. Mr. Konecki inquired about the Kubota on page 4 which is a new mower. He also asked about the business cards for $212 which are replacement cards for rec center personnel who will be moving their location and about the Service Print Corporation who printed the summer catalog. The $1,400 bill for rock bands is for entertainment for Music Under the Stars. Motion and second to approve by Seaver and Dan. Unanimous roll call vote approval. Bills List 6-13-13 – Dan questioned the Vermont Systems which is a computer program that allows for on-line registration for the rec track. The reimbursement to Shay is for CPRP certification. The Euclid Beverage invoice is for Ribs on the River. Per Laura, no vote is needed on the bill lists. Page 1 of 4 st April 2012 Budget Report – Tim said the Parks staff must vacate their present offices by July 1 and the old Post Office is almost ready. Some camps are still in session. No further action. April 2013 Budget Report – Mr. Sedgwick asked if the budget deficit was foreseen and Ms. Schraw replied that it had been anticipated and was budgeted. No further action. Old Business: Bristol Bay Park OSLAD Application – Ms. Schraw said the grant application had been presented to the City Council who asked the Parks Department to reduce the application from $583,000 to $485,000 ($400,000 for Parks and $85,000 for natural area). She removed the shared use trail and lowered the skate park amount, concrete, landscaping and benches. Mr. Sedgwick said trails do not score high on OSLAD applications when Ms. Cesich asked why the trails would be removed. Trails will be included in future plans. Ms. Schraw said a parking lot is also needed in this area. She will update the thst application for final Council approval by June 25 and it is due in Springfield by July 1. Kelly inquired about the outback camping and Laura said a lease had been signed per the terms requested. New Business: 2014 Baseball Agreements – Ms. Schraw said a decision had to be made whether or not to change the fee structure for baseball agreements since groups have to be notified by August 1st of any changes. She said some baseball groups have spent money on fields outside the City limits. Ms. Cesich asked if the reason is known and if the teams received surveys at the end of the year. It is thought that money is a factor and the fact that those teams do not have to compete for some of those fields such as the high school field. Scott noted that there was a time when the City was not maintaining the ball fields and that it was being done by YYBSA. Under a previous director, the Parks Department began spending money to rehab the fields and the YYBSA would contribute materials or money at the end of the year. After a period of time,YYBSA began to give their money towards the school fields. That is when a per-player fee was charged. About 2-3 years ago, the charges were made per game, the cost being dependent on in-house or travel. The teams continue to give money toward the school fields, but not to the Parks. He said Beecher needs work at this point and also that the Parks spends a significant amount of money on field improvements each year. He said it is the Board's decision if the teams should be subsidized and added that staff time is not included in the costs. Ms. Cesich asked how much would be needed if the Parks did not subsidize. Tim replied the charge would be about $20 for 2 hours. Tim added that it costs $400 a day to run a tournament. Mr. Lane suggested eliminating the discount the teams receive, however, the Mayor noted that concessions would also be lost. Mr. Sleezer noted that all baseball teams are now subsidized. Ms. Cesich asked if the teams might play fewer games if the discount were to be removed. There has already been a drop in the number of games on City fields according to Tim. Ms. Schraw suggested possibly eliminating the in-house discount. In-house is strictly Yorkville players, while travel teams are comprised of mostly Yorkville kids with some from other communities. The charge for a travel team is $19 per game. Dan suggested possibly raising the price, but asked if the teams would go elsewhere. Kelly suggested that there is something wrong if the City is losing money and YYBSA is making money and spending it outside the City. Laura suggested the in-house price should be the same as the travel price. The money goes towards Page 2 of 4 umpires, shirts and other expenses. Dan said he was OK with raising the rates and noted that tournaments had been held without the City's knowledge. Laura said a meeting should be held with the YYBSA to advise them of the upcoming changes. Laura briefly discussed the field that will be installed at Grande Reserve School by a baseball team. rd The school will use it during the day and the baseball team at night. The City would be 3 in line to use this field. This is a 10-year agreement and Laura said it is the Board's choice whether or not to enter into this agreement. Tim suggested that Bridge and Beecher should be booked for games first, to generate more money from the concession stands. He suggested this be put into the agreement. Revisions will be brought back to the next meeting. Mayor Golinski announced that Laura Schraw was recently promoted to the Director position for Parks and Recreation. Additional Business: (out of order) Alderman Frieders shared his vision about an expanded Farmer's Market similar to the size of Oswego's market. He said the current location in Yorkville is noisy and close to traffic. He wants to bring business to Yorkville with easy parking for a mini-hometown atmosphere each weekend. He said it should be near existing business facilities with restrooms, refreshments etc. With the Rt. 47 construction, a different location would be preferable. One suggested location was near the south side McDonald's. The U of I Extension Office could be invited since they also attend the Oswego event. He also said there could be businesses who do demonstrations such as a vet clinic and this would also help promote existing businesses. Alderman Koch began a discussion of a possible location of the Riverfront since electricity, restrooms, ample parking and existing businesses are all located here. Kelly noted that a market at Riverfront would be beneficial for the businesses there and also for the City who would receive more tax money. He said the market is too small now and more vendors are needed. Matt added that the market could tie in with activities at the Riverfront. It was suggested by Tim to speak with River City Roasters to be a possible sponsor. Ken also asked about Chamber of Commerce involvement to help promote the event. Amy noted the Oswego Parks Department has the necessary funds and a dedicated staff, but she also prefers a move off of Rt. 47. Tim said that a Council decision would be needed regarding Parks time spent and what the focus should be. He also spoke with the Junior Women's Club who is interested in becoming part of the market. Joel said if the City does not have this in their budget, the idea should be transitioned to another group. Laura added that partnering with another group would be a good idea and Parks can re-focus when they are moved out of the Rec Center. Tim suggested a part time employee to monitor the market on Saturday mornings. A change of name was suggested by Tim to encompass all vendors. It was noted the current vendor fee is $40 for the year. Director's Report – Laura reported the following: 1.The City Council chambers were recently repainted by Parks and City staff as well as Alderman Frieders and his family. Page 3 of 4 2.The lightning detector at Bristol Bay is tied in with Bridge Park and Bristol Bay residents asked to have it turned off in their subdivision if there is a game at Bridge Park. A timer will be placed on the device so it will not activate after 10:30 or 11:00pm if a game is still ongoing at Bridge Park. 3.A digital sign policy will be drafted, however, Parks will erect their sign and learn to use it prior to the policy. Others may be allowed to advertise at a later time. 4.The Parks will partner with Yorkville Youth Tackle Football to allow practice in the parks. 5. A landscaping plan was reviewed for Boombah Performance. Recreation Report – The following was reported by Scott: 1.Maintenance is ongoing 2.Did setup for the Town Square Park for Memorial Day, requiring significant manpower 3.Preparing old post office building (ARC building) for rec dept to move back in and work at the rec center. (It was noted that ARC stands for Administrative Recreation Classes). 4.Keeping up with grass mowing 5.Managed recent tournament Parks Reports – Reported by Tim: th 1.May 25 was the last day for soccer, positive feedback received and over 300 kids participated 2.Softball is up and running 3.Ryan is the new athletic coordinator as of July 1st 4.Pre-school ended May 1, preview of ARC building on June 17th for pre-school parents for next year 5.Safety town just ended, had 30-35 kids 6.Baseball season in session, 24 teams first week, had a tournament/people stayed at local hotels 7.River Night next weekend 8.First Wine and Music Night coming up in Town Square th 9.Finalizing 4 of July activities, pancake breakfast included, need $120 more to break even, took over events in March rd 10. June 23 is last day at Rec Center Alderman Frieders said that his neighbor had inquired about the City showing movies to the public and the licensing needed. Tim explained that a $300-$400 fee must be paid to show the movies and due to the expense and other factors, it may be discontinued. Tim will research this for next year. Mr. Sedgwick noted that Joliet sponsors a one night tournament with grilling, possible band/DJ and possible liquor sales. He asked that it be looked at for next year. Tim said that a discussion will be needed regarding allowing people to stay at Bridge Park for a fee. Adjournment: th It was noted the next meeting is July 11. There was no further business and the meeting was adjourned at 7:39pm on a motion by Dan and second by Kelly. Voice vote approval. Minutes respectfully submitted by Marlys Young Page 4 of 4