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.