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Park Board Packet 2008 03-27-08 YORKVILLE PA.RKs & RECREATION ®EFA.RTmENT Administration and Recreation Office 201 W. Hydraulic St Yorkville, IL 60560 630-553-4357 Park Board Agenda Thursday, March 27 , 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 : Kendall County Forest Preserve — Jason Petitt, Director Hoover Facility Architectural Update Approval of Minutes : Minutes — Regular Park Board Meeting — March 13 , 2008* Bills Review: Cash Analysis* Bill List* Old Business: 2008 OSLAD Projects* Blackberry Creek Dam Report New Business: Cobb Park Playground Conceptual Plan ITEP Grant Cycle Utility Tractor Price Quotations* Ball Diamond Groomer Price Quotations* 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 : April 10, 2008 *Items needing Board approval or recommendation Yorkville Parks & Recreation Department Administration and Recreation Office 201 W. Hydraulic St Yorkville, IL 60560 6305534357 Park Board Agenda Thursday, March 13 , 2008 7: 00 p. m . - Park Board Meeting Administration and Recreation Office Call to Order: Chris Rollins calls the meeting order at 8 : 05 pm Roll Call : Chris Rollins-Yes, Ken Koch -Yes, Debbie Horaz-Yes, Kelly Sedgwick-Yes, &. Vickie Coveny-Yes Introduction of Guests, City Officials and Staff: Joe Plocher, Ward 2 Alderman , City Council Liaison to Park Board ( arrived 8 : 30 pm ) Alderwoman , Ward 3 , Robyn Sutcliff Director of Parks and Recreation - David Mogle Superintendent of Recreation - Sue Swithin Superintendent of Parks - Scott Sleezer Park Planner - Laura Haake Public Comment: None Presentations: None Approval of Minutes: Minutes - Regular Park Board Meeting - February 28, 2008* Chris Rollins asked for a motion to approve the minutes. Deb Horaz made the motion and Ken Koch seconded the motion . The motion was unanimously approved by voice vote . Bills Review: Cash Analysis & Bill List With no questions or comments regarding the cash analysis or bills list Chris Rollins asked for a motion to approve the cash analysis and bills list as submitted . Koch made the motion and Coveny seconded the motion . The motion was approved by roll call : Rollins-Yes ; Koch-Yes; Horaz-Yes ; Sedgwick-Yes & Coveny-Yes Old Business: Community Survey Review Dave Mogle asked the board if they would like to table this and put on a future agenda . Rollins made the motion to table the survey review and the motion was unanimously approved by voice vote . 1 Hoover Property Ad Floc committee Report Dave Mogle stated that he and Jason have been working on a lease agreement and he will be bringing it to the Park Board and Forest Reserve Board . He stated that this needed to be done before the November election . Koch asked if the county board is on the same page and Mogle stated that they were . Mogle said that there would be another Ad Hoc meeting and it would be based on the licensing agreement and picking up where they left off. He stated that it is agreed they need to push this along . FY08 109 Budget Update Dave Mogle noted that the biggest change had been the hiring freeze . He stated he gave a presentation on the new positions that they wanted to hire for during the Administration Committee Meeting . Mogle was asked if he could only hire two people who would they be and he stated that he would like to ask his staff. He said the committee all agreed they would allow two new positions to be filled plus a promotion . Mogle said that there were very little questions on the overall budget however there were a lot of questions on land cash and upcoming parks and revenues. Rollins wanted to know if the current condition of the land cash had a negative impact on our budget, on the standpoint on the way the City Council is looking at it. Mogle said that he felt it didn 't have a negative impact on the operator and the land cash is what it is . Mogle said that they were looking at some good grant reimbursements . Mogle noted that the committee did recognize the 130 new acres of land we were bringing on and they understood we'd have to hire new people or contract the work out. Mogle said we should know more by the end of March and noted that there will be a mid year budget review . New Business : Maintenance Summary Scott Sleezer said the maintenance summary was a bit like a survey . He said he literally looked at every sight they maintained and what it took to maintain those sights . He sated he was in the process of working with Charlie to expand time sheets . There are forty plus sights to maintain and he said they were actually trying to do it all on the computer and do it digitally now . He said currently they maintain a log but he would like to break down the time per function more accurately . He wants to set it up to do reports daily . He felt the trick is crunching the numbers however Charlie felt that is could be done and is working with him . Sleezer said that the major part of it will be setting up the tasks in the program and getting the program set up to work for them . 2 OSLAD Program Update and 2008 Project* Dave Mogle said the reason he put it on the agenda is because that there have been a couple of emails from the government leaders explaining that the program is very venerable right now . He said we have yet to hear if we got the Rain Tree Grant and July 15` is the beginning of another grant cycle . Further more the email Mogle received that said future funds could be cut by up to a third and OSLAD had been supported by 31 million dollars over the last several years . Mogle said we don 't know the future of the OSLAD will be , Rollins felt that the OSLAD won't go away. He felt that the degree of how much it will be cut will be determined heavily on people going to their local state representatives explaining that they need to lobby the govern office that they not reduce these budgets . This money is leveraged by local funds and its matching funds that allow communities to make good things happen that wouldn 't otherwise happen without local and state cooperating . Mogle noted that the earliest OSLAND for Hoover could be 2009 . He stated he wanted to take Park Boards ideas and come up with a prioritized list of projects for the next OSLAD . Ka/ant Property Rezoning Request* Dave Mogle said that this has been an issue that has been discussed in City Council meetings on a rezoning request for 101 Center Street across the street from Town Square Park. He stated that Alderman Golinski asked to get the Park Boards view on the issue . He said that the plan was to approve it. Rollins stated that we're not a zoning body and didn 't know if it were appropriate to comment on zoning . He also pointed out that there are other parks that are adjacent to commercial areas . He wanted to know if that were some kind of zoning criteria for zoning what is the context for considering it. He felt if the City Attorney felt it was appropriate why wouldn 't be involved on every piece of property that comes up for a zoning change that could potential impact an area for a park. Mogle said he would see if it were proper for the Board to give their opinion and run it by Kathy Orr. Reports : Parks Report Scott Sleezer said that the Army Core of Engineers wanted to do a monument with the millstone that we have to remember the Black Berry Dam . He asked them to send him their ideas . They are willing to pay up to a certain dollar amount for the millstone. Sleezer is looking for ideas on where would place it. He suggested putting it at Town Square however where ever it goes it will be City property. He also noted its three years away . 3 Recreation Report Sue Swithin noted that they now have ball room dancing and that they are running out of space so they are using space at Club 47 . She also noted that there is also Easter egg train trip to Naperville on Saturday . Additional Business: Future Meeting Schedule & Agenda Items Rollins noted if there were any items the board wanted to put on the agenda to get those to Mogle . Heritage Tractor Adventure Event Chris Rollins noted that this was sponsored by Heritage Corridor Convention of Visitors Bureau and it is coming to the Silver Springs State Park and we have an opportunity to sponsor the meal . We may want to contact another organization to help with the proceeds to do that. Swithin said that she would get a non -profit group to work with . Rollins said it will be a big undertaking as they are looking to feed 300 - 400 people . Adjournment for Executive Session : Chris Rollins asked for a motion to end the regular session and enter into executive session at 9 : 40 pm , for the purchase or lease of real property for the use of the public body. Horaz made a motion and Kock seconded the motion and all in favor by voice vote . Roll Call : Rollins-Yes; Ken Koch-Yes, Debbie Horaz-Yes, Kelly Sedgwick-Yes, & Vickie Coveny-Yes Adjournment: Chris Rollins called for a motion to end the executive session and to reconvene into regular session 10 : 15 pm . Horaz made a motion and Sedgwick seconded the motion and all in favor by voice vote . Next meeting : March 27, 2008 *Items needing Board approval or recommendation Minutes respectfully submitted by Jamie Cheatham, Minute Taker 4 MEMORANDUM TO: Yorkville P rk Board FROM: Dave M gle, " �ector of Parks and Recreation RE: Old Business DATE: March 24, 2008 OSLAD PROGRAM UPDATEAND 2008 PROJECT Attached is a list of potential projects for a 2008 grant application. Following discussion, staff would like to have direction from the park board concerning the priority of these projects BLACKBERRY CREEK DAM REPORT At the last park board meeting staff reported on the USACE (Army Corp) request for continent on their proposal to develop and install a historical monument in a park describing the Blackberry Creek Mill and the still existing millstones from that facility. The park board asked for further information concerning the proposal and the future of the Blackberry Creek Dam. Staff has had further contact with USACE and will report. MEMORANDUM TO : Yorkville P and FROM: Dave!, to eDirector of Parks and Recreation RE: New Bits less DATE: March 27, 2008 COBB PARK PLAYGROUND CONCEPTUAL PLAN A conceptual plan for the rebuild of this outdated playground will be presented to the park board. The construction plan is to install the equipment with community volunteers in late July 2008, Materials will be distributed at the meeting and staff will be seeking the board's continents concerning the plan. ILLINOIS TRANSPORTATION ENHANCEMENT PROGRAM (ITEP) GRANT CYCLE ITEP has opened their grant program for a new cycle. The trail development program was applied for by the city in 2005 but not granted, The project targeted in this cycle will be the ComEd Easement running south to The Raintree development. UTILITY TRACTOR PRICE QUOTATIONS & BALL DIAMOND GROMER PRICE QUOTATIONS Quotes will be presented at the meeting. Dave Mogle From: Lynn Dubajic [dubajic @yedconline org] Sent: Thursday, March 20, 2008 12:41 PM To: Dave Mogle; Val Surd City email; Glory Spies; Joe Wywrot; Bart Olson; Brendan McLaughlin; Travis Miller Subject: Fw: Transportation Enhancement Program From: Falls, Don To: sarahmB@a 9mail com ; Stephanie Bailey ; gbeeler @fcb-keokuk.com ; laurel beraren ; bounds unds(o�marshall-ii com ; Cathv Brunner ; H Iburnettedcdirector @mchsi.com ; golfingbuddy61282 ahoo.com ; ccadmin prairieinet.net ; polo essex1 .com ; Jim Deere ; Dornbusch Dave - Rock FailslL ; lynn dubajic ; Delene Drew ; anne eurekaiilmois.net ; demerick(o bhsb.com ; Jim Grafton ; jheckler(acityofdanville.ora ; Marilyn Herbeck ; Oregon Area Chamber of Commerce ; Bill Harrison ; Carroll County ; lynnesbusiness(o7insiohtbb com Cindy Knight ; Sara Layton ; Kevin Lindeman AICP ; ale Lohse k nay macke ; Janice Morrissy ; bnicklasto@.cityofsycamore.com ; leetour essexl com ; oreeoncityclerk insightbb.com Cc: Diane Nicholson ; rexeo(dadams.net ; theresa.wittenauer(a)rccinet net ; Falls Don Sent: Thursday, March 20, 2008 8:35 AM Subject: FW: Transportation Enhancement Program Good Morning. Ijust was informed that IDOT has announced the application cycle for the Federal Transportation Enhancement Grand Program. The applications are due May 5, 2008 and can fund projects and activities in any of the following 12 project categories: pedestrian and bicycle facilities historic preservation rehabilitation of historic transportation facilities landscaping and scenic beautification scenic and historic highways scenic easements transportation museums outdoor advertising control safety education for pedestrians and bicyclists rails-to-trails corridor preservation archeological planning and research mitigation for roadway runoff and wildlife connectivity.. While these appear to be very narrow categories, they cover most projects your community may be interested in undertaking_ The following is a direct link to IDOT's website for additional information on this grant program. http://www.dot.il.gov/opp/itep.htm 1 If you have any questions regarding this program and its application requirements, please feel free to contact me or the following individuals at IDOT who can answer your questions . IDOT District Enhancement Program Coordinators District Program Development Local Roads and Streets state-s onsored protects) (local-sponsored projects 1 Brian Carlson Christopher Holt (847) 705-4080 (847) 705-4201 2 Kristine Tobin Jason Nelson (815) 284-5444 (815) 284-5380 3 Tom Magolan Ken Lang (815) 434-8472 (815) 434-8402 4 Scott Carpenter Derek Parish (309) 671-3495 (309) 671.3690 5 .Jeannie Bland Darla Latham 3/24/2008 (217) 466-7312 (217) 466-7358 6 Russ Mililello Terry Fountain (217) 782-73322 (217) 782-4690 7 Sherry Phillips Maureen Kastl (217) 342-8244 (217) 342-8321 8 Tiffany Brase Richard Mauch (618)346-3150 (618) 346-3330 9 Doug Kelm Lance Gribble (618) 351-5283 (618) 351 -5264 Don Falls Community Planner CCI Program Dept. of Commerce and Economic Opportunity 217/558-4221 217/782-1206 fax don.fals Illinois qoy 3/24/2008 .. .-.dam .... . Dave Mogle From: Lynn Dubajic [dubajic @yedconiine org] Sent: Thursday, March 20, 2008 12:41 PM To: Dave Mogle; Val Surd City email; Glory Spies; Joe Wywrot; Bart Olson; Brendan McLaughlin; Travis Miller Subject: Fw: Transportation Enhancement Program Illinois Transportation Enhancement Program Program Announcement March 7, 2008 — Applications Being Accepted The Illinois Department of Transportation (]DOT) is pleased to announce solicitation of projects for the 2008 Illinois Transportation Enhancement Program (ITEP) and Governor Rod Blagojevich's Illinois Green Streets Initiative Application period will run from March 7, 2008 and end on May 5, 2008 Any applications received after the close of business (4:30 PM) on May 51 2008 will not be accepted. ILLINOIS TRANSPORTATION ENHANCEMENT PROGRAM (ITEP) ITEP provides funding for community based projects that expand travel choices and enhance the transportation experience by improving the cultural, historic, aesthetic and environmental aspects of our transportation infrastructure. Project sponsors may receive up to 80 percent reimbursement for project costs. The remaining 20 percent is the responsibility of the project sponsor A project must qualify as one of the 12 eligible categories listed in the ITEP Guidelines Manual and it must relate to surface transportation to be eligible for funding . ❑x http://w dot it gr Illinois Green Streets Initiative The Governor's new Illinois Green Streets Initiative is part of the Replanting the Prairie State Initiative to further reduce greenhouse emissions in the state Although funded through the ITEP program, applications for the Illinois Green Streets Initiative will utilize a separate application unique to that program Project sponsors may receive up to 80 percent reimbursement for project costs The remaining 20 percent is the responsibility of the project sponsor, Carefully read the information provided in the Illinois Green Streets Application and Instructions Manual provided on the IDOT website listed below to see what the program requirements are and limitations for eligible project sponsors Funds for this program can only be used for planting of trees or prairie grasses, Applications, Guidelines and Instructions Guidelines and Applications for both the ITEP program and Illinois Green Streets Initiative can be downloaded from this website . (Please note the applications are set up as a form that the user 'labs' Ihru No not unlock the form). ITEP Application and Instructions Manual ITEP Guidelines Manual (Note: Illinois Green Streets Initiative also will follow certain sections/requirements of the Guidelines Manual) Illinois Green Streets Ain ication and Instructions Manual Questions A list of Frequently Asked Questions (FAQ's) has been developed The answers to these questions should address many questions that a project sponsor may have Visit the FAO's page for answers to these questions. Additional questions should be e-mailed to itgp@dot it gov or contact the local IDOT District ITEP Coordinator in your area listed in the ITEP Guidelines Manual under Appendix 2 or under FAQ's . List of Projects Approved in 2006 Governor Rod Biagojevich announced in .June, 2006 more than $60 million in projects for the Illinois Transportation Enhancement Program (ITEP). Statewide, 107 projects were chosen to receive funding , During this round the Illinois Department of Transportation reviewed 376 applications requesting more than $349 million in federal funds.. ITEP provides federal funds for alternative transportation and preserving visual and cultural resources. Any local or state government with taxing authority is eligible to apply; local matching funds are required . The following is a listing of projects selected in the latest round of the Illinois Transportation Enhancement Program , Projects are listed in alphabetical order by Sponsor: Approved Projects List , To download the entire file as a pdf file, click here 3/24/2008 MEMORANDUM TO: Yorkvill k Boud PROM: Dave LSAD ector of Parks and Recreation RE: 2008 Projects DATE: Much 24, 2008 At the March 13, 2008 Park Board Meeting discussion was held concerning potential projects for the 2008 OSLAD Grant Program cycle. Staff was asked to provide a list of potential projects and suggest how the list might be prioritized. It is possible to apply for more than one project in a grant cycle without tatting away the possibility of an award for the other project. Each project would be evaluated on its own merit. However, in the case of applying for more than one grunt, it is advised that one be in each of the two categories: park development and land acquisition. We believe the likelihood of having both projects approved is slightly more favorable. The following is a list of projects that have been discussed in the past several months at both the park board and city council levels with a rationale for their priority: Park Development 1 . Raintree Park B — 7 acres next to new Middle School. Are awaiting notification if successful in the 2007 cycle. If not successful in 2007 cycle, there is merit to discuss the deficiencies with IDNR grunt staff, make adjustments, and apply again. 1 Bristol Bay Park (Stormwater Management Area) — This 75 acre pale (approximate) north of Galena Road will be slated for several much needed athletic fields. Grading by the developer could begin this summer with the beginning of'park construction possible in 2009. 3 . Hoover — While eager to begin to develop the city's future leased urea, the reality is that the agreement with the Forest Preserve District will probably not be finalized in time for the .July 1 grant deadline. Furthermore, the Forest Preserve does have interest in applying for an OSLAD grant in 2008 . It is advised that we stagger OSLAD applications for Hoover which would make a city grant request to OSLAD better for 2009. Land Acquisition: There are three or four local parcels that have been discussed as potential land acquisition projects for OSLAD. Because of the confidential nature concerning potential acquisition of one or more of these parcels, they are not listed in this memo, but will be discussed in closed session.