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Park Board Packet 2008 02-28-08 YORKVILLE PARKS & RECREATION ®EPARTIVmENT Administration and Recreation Office 201 W. Ilydraulic St Yorkville, IL 60560 630-553-4357 Park Board Agenda Thursday, February 28 , 2008 7 :00 p.m. — Park Board Meeting Administration and Recreation Office Call to Order: Roll Call: Chris Rollins, Ken Koch, Debbie Horaz, Kelly Sedgwick, Vickie Coveny Introduction of Guests, City Officials and Staff: .Joe Plocher, Ward 2 Alderman, City Council Liaison to Park Board Director of Parks and Recreation — David Mogle Superintendent of Recreation — Sue Swithin Superintendent of Parks — Scott Sleezer Park Planner — Laura Haake Public Comment: Presentations : Hattner Property Jake Property (Shoppes South of Fox) Approval of Minutes : Minutes — Regular Park Board Meeting — February 14, 2008* Bills Review: Cash Analysis Bill List Old Business : Hoover Property Ad Hoc Committee Report FY08/09 Budget Update New Business: Reports: Director Report Parks Report Recreation Report Additional Business : Future Meeting Schedule & Agenda Items Executive Session : For the purchase or lease of real property for the use of the public body, For the discussion of minutes of meetings lawfully closed under this Act, whether for purposes of approval by the body of the minutes or semi-annual review of the minutes as mandated by Section 2 .06. Adjournment: Next meeting : March 13, 2008 *Items needing Board approval or recommendation Yorkville Parks & Recreation Department Administration and Recreation Office 201 W. Hydraulic St Yorkville, IL 60560 6305534357 Park Hoard Agenda Thursday, February 14, 2008 7 : 00 p. m . - Park Board Meeting Administration and Recreation Office Call to Order: Meeting was called to order at 7 : 40 pm by Ken Koch . Roll Call : Ken Koch, Debbie Horaz, Kelly Sedgwick, and Vickie Coveny (arrived 7 : 40 pm) Introduction of Guests, City Officials and Staff: Joe Plocher, Ward 2 Alderman , City Council Liaison to Park Board (arrived 8 : 50 pm ) Director of Parks and Recreation - David Mogle Superintendent of Recreation - Sue Swithin Superintendent of Parks - Scott Sleezer Public Comment: None Presentations: None Approval of Minutes: Minutes - Regular Park Board Meeting - January 24, 2008* Ken Koch wanted to see one change on page two under old business, he wanted the first sentence of the fourth paragraph to read , and " Ken Koch would like to see Park and Recreation take their agreement to YYBSA when they do their budget in September. " With no other amendments made to the minutes the motion was made to approve the minutes by Horaz and seconded by Sedgwick. The motion was unanimously approved by voice vote . Bills Review : Cash Analysis* Bill List Deb Horaz brought up a question on page three for the land cash fund under the Fiscal Year-To- Date Actual fund surplus deficit was $222,661 . 85 . She wanted to know why the number was so large . Mogle said there is a situation with the land cash due to the many projected permits that never materialized and there were still expenses because we were committed to five parks this year. Horaz wanted to know where we'd come up with this cash and Mogle said in talking with the finance director the one thing about land cash it's like a capital improvement fund and we are able to carry to over from year to year. We are able to bank on future revenues 1 to offset it. He said we'll be getting revenue in reimbursements from both new parks next year. Sleezer said when we get the reimbursements it will put us back into the positive side of land cash . Horaz brought up another question on page one of the same reports, Land Acquisition , under Capital Outlay. She noted that we started the out the fiscal year with $ 50, 000 . 00 and used it and the difference was that $ 2, 153 . 00 that was part of the deficit for January . Mogle said that the $50, 000 . 00 was helped to purchase the Clark property. Horaz stated we didn 't approve that property. Mogle said the council did and the board wanted to know how that should affect their budget. Mogle said that land acquisition is the only land acquisition in the entire city until now . The money that has been placed in there has been put there without our input. He said it's not necessarily a Park and Recreation account. It's just where we put money for future acquisition funds . Koch said that if we didn 't take the $50, 000 . 00 for the Clark property we'd be within a $ 1 , 000 . 00 . Horaz wanted to know if we were going to pay for the rest of the Clark property. Mogle said that the City has other funds to purchase the property. Horaz said we turned down the Clark property because we couldn 't afford it and they took money out of our budget. Koch felt that they don 't like the fact they can take money out of the budget without a board vote . He said any time money was spent it was a voice vote . Mogle said that he would pass that on to the Alderman . He reiterated that it's not solely a Park and Recreation account. Koch felt the point is that this shouldn 't be in our budget but it should be in the City's budget. Mogle said that it didn 't put us in the hole and he'd check with Susan on this deficit line items on the January Actual and the Fiscal Year-To-Date Actual . With no questions or comments regarding the cash analysis or bills list Ken Koch asked for a motion to approve the cash analysis and bills list as submitted . Sedgwick made the motion and Horaz seconded the motion . The motion was approved by roll call : Koch-Yes ; Horaz-No ; Sedgwick-Yes & Coveny-Yes Old Business: YYBSA Agreement for 2008 Dave Mogle noted that the agreement highlights are the changes from last year. Mogle stated that Pete Athens said that they would resist any maintenance fees even in the future if we insisted on a fee increase. Mogle went over the expenses that we would be adjusting and we would be holding Hoover out of the schedule . Mogle is looking for approval to take to City Council . Ken Koch asked for an approved and it was unanimously approved by voice vote . Athletic Field Use Policies and Procedures — Revisions Mogle is looking for approval to take to City Council . Ken Koch asked for an approved and it was unanimously approved by voice vote . 2 Hoover Property Ad Hoc Committee Report Dave Mogle announced that the meeting has been rescheduled for February 27th He noted there has been a lot of discussion about this on the Council level and at the goal setting meeting they appointed the Mayor and Garry Gonlinski to lead the charge on this . He noted the meeting attendees on the 27th will be the individuals on the Ad Hoc Committee and encourages anyone that can to attend the meeting . Ken Koch asked what Mogle's plan for the meeting was . Mogle said he is waiting for the legal opinion and he said that the agenda hasn 't been set yet. He did state the night of the 26th he would bring to the Council an update and it will give them the opportunity to verbalize their thoughts . He said that we're going into this meeting with the belief that the agreement is valid but he is still waiting for the legal opinion on the agreement. Community Survey Report Dave Mogle passed out the final community survey report. He stated that this will be a great tool in years to come and that it would be part of our master plan . Sue Swithin noted that there is a lot of information and asked the board to read at their leisure and at the next meeting discuss their highlighted strong points . She felt that there are a lot of facts and percentages that should come out into some future needs of ours very quickly. She said there were four pages of comments from 5oo some people and she wants to address those and put value and worth to those comments . She would like to set 15 to 20 minutes apart for the next meeting to discuss strong points . Mogle said that there was a 44% return rate which was very good and 518 total residents responded . Koch asked about the demographics of the survey and Swithin said that that was in the report. Kelly Sedgwick wanted to know if we could get a survey out to children to find out what they wanted . Swithin said that we could get a survey out to the kids in school . She said it has been done before with high school and middle school students and we could work with the superintendent to get a survey into the elementary schools . FYO8109 Budget Update Dave Mogle said the Administrative Committee has put the Parks &. Recreation Department on the next Administrative Committee Meeting agenda which will be March 13 th . He said that he will be attending that meeting which will be the first Park Board Meeting in March . Koch wanted to know that everything is ready to go for the meeting . He was concerned the budget will be stopped because someone has a concern over, for example, a job description . Mogle said that that night will be the night they'll talk about the job descriptions . Koch didn 't want to see any job descriptions holding up anything . 3 Mogle said that the City budget is tight this year and we're going in asking for more man power. He said they will be talking about budgets and any new hires . Right now the City Administrator and Finance Director are looking at a hiring freeze . However departments can make take a case to City Council and City Council will have the final say . Koch wanted to know when the talk about Hoover what they were doing with that. He wanted to know if they were doing the budget considering Hoover or not. Mogle said that they were going in considering Hoover. Sleezer said that extra man power will be needed when it materializes. Koch said that we won 't need as much man power depending on how Hoover goes however Sleezer said that he hopes that Hoover is decided by May and that their staff would be staggered in their starting dates thus keeping inline with the budget. Mogle said that this is an ongoing process and he would keep the board posted as they went along . New Business : Amendment to Intergovernmental Agreement with IDNR * Dave Mogle said with the Clark property having been purchased there is an additional 3 . 16 acres that are owned by the State of Illinois that is adjacent to the dam and they have offered it to us as an amendment to the agreement that already exists to the portions of River Front Park. With the idea of that we could buy overseeing this property, we couldn't own it, but we could use it as recreation purposes . Mogle thought we could run a nature trail or woodchip trail down through the Clark Property utilizing the state property as well . Mogle said he and Scott Sleezer talked about it and they said there would be some maintenance to take on the piece of property however they figured it would be very minimal . He said it would take what is 4.49 acres to almost 8 acres for land for recreational use . With that in mind is staffs opinion is that we should do it, Mogle noted . Sleezer said that it would be a little more maintenance once trails were put in but it would be a vital piece to have if one day we wanted to put trails to cross the river with a bridge over into River Front Park. Ken Koch asked for all those in favor for moving the amendment to intergovernmental agreement with IDNR amendment to the Clark Property addition to City Council and it was unanimously approved by voice vote . Reports : Director Report 1 . Goal Setting Meeting Report Dave Mogle said that he attended the Goal Setting meeting and the council put some goals together and put together a group of people to address those goals. He 4 touched base on the Park Board Goals and commented that it was a very positive meeting . Alderman Joe Plocher said that he was impressed with the meeting and basically everyone was on the same page when it came to the bigger goals. He said that the bike trails were a big issue and we'd like to see more of those. He said there were fifteen goals and subcommittees were created to help facilitate those . 2. Annual Service Report Mogle noted that the Annual Service Report had been handed out and it is being published . Debbie Horaz had a concern on page two under park development fourth paragraphs down , where it states we are reporting we have a new park. Mogle said the Clark property will be purchased in installments and it will be awhile before we take ownership however as a park and we will add that to our responsibilities . Sleezer said we aren 't going to physically maintain the property until we take it over. Parks Report 1 . Truck Bids Scott Sleezer passed out a hand out with the trade in quotes for the two parks vehicles from River Oaks Ford . The 2000 F-350 utility truck value estimate was $6000 . 00 and the 2001 F-350 pickup truck value estimate was $8000 . 00 for a total of $ 16,000 . 00 in revenue for these trucks in the Parks capital budget. He said since the estimates they had removed the snow plows from the trucks. He said it's a little under the value for the trucks but there are some dings, dents and some rust. The two thousand dollar deficit in the budget is acceptable because we did not spend all the expense line item on the new vehicle, and we did get the use of the plows . 2 . National Park and Recreation Association School Scott Sleezer reported that he and Tony Poole graduated from the maintenance management school in West Virginia to the University of North Carolina . He said it was an intensive program but he hoped that when this Master Plan is laid out we can put into place a pre-comprehensive maintenance plan for the parks . He said that in the class he had twelve hours to create a maintenance management plan with certain criteria and then they graded and ranked you on how well you did . Mogle noted that Scott's team came in first. Sleezer said they scored 360 out of 400 ! Mogle noted this is a prestige school and that this is a two year program one week each year. 3. Game Time Scott Sleezer said that he took three of his staff to Fort Ping, AL to take them through Game Time Certified Installer School which was very enlightening . He said the first day was all classroom and the second day was actual installment in their 5 shop . Sleezer said we built a playground and tore it down then they critiqued us once our playground was up on what we did right and what we did wrong . Sleezer said that they would like to work with us on another playground and he felt that nurturing a relationship with Game Time would be beneficial . Recreation Report Sue Swithin said that they had a good turn out for the Winter Fun Night, She said they were expecting to expand it next year. The Special Olympics Polar Plunge is coming up March 2rd ; Parks and Recreation staff donate their time to this special event. Swithin also reported that Tammy Smock is back on board with us creating customer loyalty series classes at the library for business and people in town . She said it was going very well . Swithin also reported that the youth basketball is going well and Shay is doing a tremendous job overseeing the coaches and they are ready to hand out a mid season survey to the parents to see how the league is running . She said that is going out in the mail to every participant's parents and that will become a habit she said going into the future . Additional Business : Future Meeting Schedule & Agenda Items Dave Mogle said we are still waiting to hear if we got the grant for Rain Tree, He noted that just because we haven 't heard yet doesn 't mean we didn 't get it however we should find out any day now. Adjournment for Executive Session : Ken Koch asked for a motion to end the regular session and enter into executive session at 9 : 55 pm, for the purchase or lease of real property for the use of the public body, Sedgwick made a motion and Coveny seconded the motion and all in favor by voice vote . Adjournment Ken Koch called for a motion to end the executive session and to reconvene into regular session 10 : 55 pm , Horaz made a motion and Sedgwick seconded the motion and all in favor by voice vote. Next meeting : February 28, 2008 Minutes respectfully submitted by Jamie Cheatham , Minute Taker 6 MEMORANDUM TO: Yorkv�a _ "oali V PROM: Dave I gle, Director of Parks and Recreation RE: Old Business DATE: February 11 , 2008 HOOVER PROPERTY AD HOC COMMITTEE REPORT Staff will give an update on the Hoover Property discussions. FY08/09 BUDGET UPDATE An update of the FY08/09 budget process will be discussed at the park board meeting. MEMORANDUM TO: Yori<Mh' at° oard FROM: Dave `1o' e, Director of Parks and Recreation RE: Director"s Report DATE: February 11 , 2007 PROCLAMATION OF PLAY DAY — PLAYFUL CITIES USA At the March I I City Council Meeting the Mayor will give a proclamation establishing a city Play Day in April 2008, The event will be held annually and is pact of Playful Cities USA designation. CITY COMPREHENSIVE PLAN OPEN HOUSE The City's Comprehensive Plamung Committee will hold and Open House on March 5, 2008 to invite public feedback on the Plan to date. Parks and Recreation will be exhibiting sections of the Parks and Recreation Master Plan that are currently under revision. 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Yorkville Public Library - 902 Game Farm Road s a r=te' cri��reae ,v _� z. 0 O D 0 r © 0 0 c � mYa °6 1 Y,X��fi�I„i1C��RL"h� >�113I � Please contact Travis Miller, Community Development Director, at 630.553.8573 for more information. SY 43; ■ • 800am1 armrltoad Xorlc� ille; IL 6060