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Park Board Minutes 2013 07-30-13 APPROVED 9/26/13 Yorkville Parks and Recreation Department City Hall 800 Game Farm Road July 30, 2013 at 6:00 p.m. Call to Order: Deb Horaz called the meeting to order at 6:03 p.m. Roll Call: Deb Horaz – yes; Kelly Sedgwick (6:08 arrival) – yes; Seaver Tarulis – no; Mark Dilday – no; Amy Cesich (6:09 arrival) – yes; Dan Lane – yes; Matt Konecki – yes. Introduction of City Officials and Staff: Laura Schraw – Director of Parks and Recreation Tim Evans – Superintendent of Recreation Scott Sleezer – Superintendent of Parks Ken Koch – Alderman Jeff Wechbach – Administrative City Intern Other Guests: Rhonda Goepel, River City Roasters and Erich Goepel, River City Roasters Public Comment: None. Presentation: None. Approval of Minutes: The minutes for the June 13, 2013 meeting were approved with one correction under the bills list from 6/13/13 it should be CPRP not CPR. Motion made by Dan Lane and seconded by Matt Konecki. Bills List: June 27, 2013 - Tim said there are a lot of referees on the list time time because of several tournaments. July 11, 2013 – Dan asked what sign was repaired on Route 47. Scott said repairs to the REC Center sign before the city moved out. Dan asked about the floor repair bill. Scott said the REC Center gym floors before moving out. Laura stated there was about $5,000 in repairs the city had to pay for before moving out of the REC Center. Deb asked about membership refunds. Tim said those were for people who paid for a year in advance. Tim said it was about 20-25 people. Deb asked about a pre employment screening charge. Scott said it is for seasonal help drug screening. July 25, 2013 – Kelly asked about the phone charges. Tim said they are the same phones from REC Center, but when the city moved them to the new building, they needed reprogrammed. Budget Report May 2012 – Informational purposes. Budget Report May 2013 – Informational purposes. 1 Budget Report June 2012 – Informational purposes. Budget Report June 2013 – Informational purposes. Old Business: Baseball Field Use Agreement – Deb said there are some changes that staff has made and the board might want to consider not only being able to terminate the agreement, but instating penalty fees when people use fields that are not scheduled. Deb said if teams are using fields without permission, trying fees before termination. Tim said YYBSA scheduled two tournaments without telling the city and it was Father's Day and the city didn't have the concession or restrooms open, and the city did not know about it. Deb said there needs to be a penalty for that. Tim said with practices and games it is hard to monitor and the league sometimes doesn't know what each coach is doing. Tim said tournaments is a different story. Laura said the city did charge them $400.00 after they found out. Deb said she does not think that is enough when they are not scheduling it, it should be $800.00 to deter them from doing the same thing again. Kelly said he doesn't want the kids to suffer. Dan asked Laura how the money will be collected. Tim said that is the staff's job and the next year agreement will not be signed until fees are paid. Matt asked if the groups all know ahead of time the rules. Laura and Tim said the staff meets with the presidents to notify them of what is expected and what fees are. The board discussed smaller fines for practices and larger ones for games/tournaments. Kelly said if fields are open, why not use them for practices. Laura said they are supposed to be open to the public. The board discussed how much the city would charge for fees or suspensions. Dan said the problem is there is no way to police this and the leagues know it. Dan asked how many teams does this effect. Tim said YYBSA, Sparks, Furry at total of 100 to 150 teams. Matt said fines are okay, as long as they are all made well aware of the consequences. Laura thinks $100 for a practice is too much. Deb said that is the point, it is a deterrent. Amy suggested $50.00 fine and $100 during the tournaments plus the tournament fees. Laura said it might be a good idea for $50.00 that will deter them. The board discussed these fines being a deterrent and suggested that the staff come up with the set amounts. The board said first fines, then a suspension, then cancel the contract a three strikes you are out system. Tim said most things ran smoothly this year for the most part. Tim said there needs to be a proper way to run things, which needs to be enforced. Dan asked some questions about the rates. Laura said $19.00 per game. The board discussed the contract and the rates. Laura said the board needs to approve $19.00 per game and $10.00 per practice tonight and the other fees the staff can work on and bring them back to the next meeting. Motion to approve the fee changes to $19.00 per game and $10.00 per practice. Motion made by Kelly Sedgwick and seconded by Mark Dilday. New Business: Request from River City Roasters: Eric called Laura about selling beer and wine at River City Roasters. It is not at a bar, they serve you, so it is an R2 license. The board asked some questions 2 about the differences in licenses. Eric said he is trying to increase revenue. Eric said he has been talking with Three Angels, which would make River City Roasters the only retail operation selling that brand. Eric said the industry is going this way and it is generating good revenues. Eric said just craft beers and a few wines. He does not want people coming in to get drunk. Eric said he is open until 8 pm, but if we bring in beer and wine, the hours will be changed to later. Amy said Three Angels is a Kendall County company. Deb asked about this being on park property. Laura said that is what the question is in front of the board tonight is the board okay with this change. Laura said she feels that selling some craft beer and wine is fine. Starbucks is doing this in several areas. Kelly said if I know of a place that carries Three Angels, I would be there at least once a week and it is helping a Yorkville business bring in more sales. Matt asked will that offend anyone going down the the park. The board discussed how to advertise what signage etc. The board doesn't want it to look like a bar. Kelly said that all of the city festivals we sell beer. The board discussed the pros and cons of adding the beer and wines. Eric said he is looking to increase evening revenue. He said no alcohol before 4 and for now close at 8 pm until he sees a need to open past that time. Eric said there are not a ton of families in the park at that time when we are selling beer and wine. Kelly asked about an outdoor garden. Matt asked about putting a fence up for something like that. Eric said that is another permit from the city and we would have to move the dumpster and there is really not a place to make one, it is not in our immediate plans. Matt said having a barrier so people don't have to view it from the park area with bushes or something. Deb said that becomes a different issue beyond renting just a building. Eric said it is not conducive to an outside area because of the dumpster issue, we would have to be out to the park for that and moving tables every night. Eric said he is not planning on adding any more signs up to advertise. Dan asked about having to have dinner with the beer and his concern of it becoming a bar with sitting down service. Laura said that can happen at any other restaurant. Laura said Cobblestone has good wines and food. Deb said other businesses can run however they want, but this is in a park. Kelly said this is in a building not in a park. Kelly said most of Yorkville has no idea that is a city owned building. Dan said if people are just going there for a beer, it makes it a bar, not a restaurant. Eric said the price point with the craft beer it is $5.00 to $6.00 a bottle. Kelly said people don't drink craft beers to get drunk they want to enjoy one like a cappuccino. Dan said if we say yes can this be a trial basis. Laura said the board can ask the Mayor not to renew a liquor license because you are not happy with how this is going. Deb said before considering it, I have to know there is not beer signs in the windows. Eric agreed to that. The board discussed selling only craft beer. Laura said no signs on the windows or outside, so it will not look like a bar and the board discussed only selling beer from 5 to 11 p.m. The board discussed weekend hours for selling liquor. Dan asked if this is sold in glasses or bottles. Eric said this liquor license does not allow taking liquor outside. Deb said this is located on public property. 3 Laura said if the board approves this, the staff has to check with our insurance company to make sure that it is okay. The board established the hours as weekdays 4 to close and weekend noon to close. Dan asked questions about the menu being served at those times. Eric said the menu is evolving and they are adding pastas and other items on the menu and it will be changed to go with serving alcohol. The board discussed the differences with craft beers and regular beer and making sure it does not turn into a bar and just sell beer. Matt brought up holiday hours. Kelly suggested weekend and holidays noon to close. Laura said she will check with the insurance company and attorneys now that the board has established guidelines. Deb said she would like to see a document completed before agreeing to this. Laura said it is a recommendation for city council and it will be approved with the parameters the board sets. The board agreed they are willing to approve this as long as the hours are established and there is not any signage up for advertising liquors. Laura said now the recommendation will go to public safety. Laura said the park board wants it not to look like a bar, no neon signs in the windows and the hours are 4 to close on weekends and noon to close on holidays and weekends selling craft beers and wine only. Kelly made a motion and Deb seconded to approve selling craft beer and wine at River City Roasters. Roll call Deb – present; Kelly – yes; Dan – yes; Amy – yes; Mark – yes; Matt – yes. Yorkville Youth Tackle Football Waiver Request – Dan asked for some history on this item. Scott said currently they use Autumn Creek School and the enrollment is growing and that is why they approached us about using the park across the street. Scott said football is very tough on turf and that is an outfield of one of our baseball fields. Scott said in fairness, if the city charges the fee, the city will use it for fertilizer for the field and benefit baseball and football. Scott said the city can take this a year at a time and see how bad the turf is torn up. Scott said he would like to see the younger kids practicing on that ground so the ground is not as torn up. Scott said they just want to use the space we are not striping or maintaining anything. Dan asked why a fee waiver then. Laura said they would like a reduction. Scott said with soccer there is a set up fee for striping and laying out the field. Football is just using it for practice. Scott said there will be a toll on the lawn. Scott said whatever fees come in will go back into building up the grass. Laura said if this year the grass gets torn up really bad, we do not have to do this next year. Scott said he would monitor it throughout the year and make sure the field doesn't get totally destroyed - they will not be playing games it will just be drills and it should not tear it up as bad. Scott said he feels if it is monitored and certain spots are being worn tell them to stay out of those areas. Tim said he feels something needs to be charged. Scott said they are using about 3 acres. Laura said this is a designated non-profit. Deb said that doesn't mean they don't have any money left over for other things. Scott said there is some space at Bristol Bay and maybe the city can create a partnership with them there. Scott said it is nice to have everything at one place and the public wants because the program is growing, but the city needs money to take care of the park for public use. Scott agrees that something needs to be charged. Dan asked if $900 is reasonable. Scott said the city is not doing anything for them, with soccer we maintain the fields and paint them. Dan asked if a profit is ever made. Scott said 4 no. Scott said if we charge half, the city could fertilize and broad leaf control for the field. Deb said she doesn't like giving discounts. Amy said the normal fee is for soccer. The board discussed different fees and fields and how they are used. Scott said the fee being half is a reasonable amount. Scott thinks that $500.00 is fair to fertilize and broad leaf control. The board discussed charging half, but if it is a lot worse than expected, more can be charged. The board agreed to charge half of the fee, but if damaged full amount may be charged. Motion to approve charging $450.00 to YYTF unless more damage to field they will be charged the $900. Motion made by Amy and seconded by Kelly. Park Naming Application * – Laura said this is for Ken Miller who is one of Yorkville students that passed away. This is for naming Fox Hill East Ken Miller park. Scott said Ken worked for parks in Yorkville. Scott let the family know the board is not always up for naming all of the parks, if it is rejected, don't be afraid to come up with a new idea. Scott said the board is discussing making an alumni park in the future, which he could be part of. Scott said his family lives in Fox Hill and he played baseball and is very missed. Tim said the difference between him and other other student that passed is he did work for the parks and his brother still works with the parks today. Kelly stated his daughter works for the parks and if she passes, she gets a park. Tim said a tree naming might be better. Kelly said he feels naming parks after people needs to be for someone who either paid for the park or made a huge contribution. The board discussed the basis for naming parks after people and how those have come about. The board went through the names of parks in Yorkville and discussed where the names came from. Scott said he never called in sick and arrived early to work every day and if you had a son you would want him to be like Ken there was nothing bad about him. Deb asked about the frisbee golf in Fox Hill could we name that after him. Kelly asked about naming concessions after him. Laura said the Sperlings request was denied and they went in to save a man's life. Scott said this doesn't have to be answered tonight the board can think about it. Laura said she doesn't really have an opinion. Scott said the board turned down past park board presidents. The board discussed how to decide these in the future. Laura said there is a policy in place. Scott said the application says a significant contribution. The board discussed how to define significant. Amy said in their minds they believe this meets the criteria. Amy said I have no problem naming the park after him, people are not lining up to have parks named after them. A memorial park is a nice idea too. Amy said this doesn't happen very often. Scott said once the parks are named they are not going to be changed and we will run out eventually. Deb asked if there is a pavilion we could name after him. Kelly said a person who I would name a park after is someone who a big group of people remember that person like Bridge those who contributed for a long time and created memories for a lot of people. The board discussed not knowing the history as well and it is a hard decision to make. Laura said he was 20 and he worked for us for four years that is a fourth of his life. The board discussed what a tough decision this is and that it probably should not be made today. The board thinks a memorial park is a great idea to discuss. The board thinks naming a feature in a park might be a good option in this case. 5 The board said to take some of the options to the family and ask what they would prefer. The board also discussed naming the public works building after him. The board discussed making a memorial park in the near future and where and how it should be done. The board agreed to table the Miller Park Request. Park Naming Application from Peeka – Amy said that Jen does the Stars of Hope every year and is a main player in suicide prevention. Deb said she wants to name the park after herself. Amy said she would not vote because she is my friend. Kelly said what she is doing is a great thing, but it is not a parks and recreation person. Kelly made a motion to approve this park naming request and it was seconded by Dan. Roll call Deb – no; Kelly – no; Amy – present; Mark – no; Dan – no; Matt – no. Prestwick Development Yorkville Christian School Subdivision – Laura said the Yorkville Christian School has purchased Prestwick of Yorkville south of Raintree. Laura showed a map and drawings to the board. There are 85 lots removed and they are going to develop the perimeter areas, so there will be a school and a subdivision. The original was agreement was land cash at $80,000 per acre and a total of 12.8 acres and 6.67 acres have already been donated and our park is already there and that is 6.7 acres. Laura said since they are taking out the 85 homes, they only owe 3 acres of land. They made a request that it be at $25,000 and having a bike path through the school site and the park site be counted toward land cash donation and the grading and seeding of the park be counted toward the land cash donation. We told them in the meeting that cannot happen because that is part of the park standards. Laura said outside of that, two things are land cash drop and bike path credit. For the land cash drop, if an appraiser gives us something it can be considered. Park board could make a recommendation to plan council to 45 to 58 or original 80, but city council has to approve it. Laura said the city will not give credit for a bike trail on private property. Laura said credit can be given for the bike trail on the city property. Laura said in the annexation agreement one of the things we should request is to only maintain public property. Laura said this process is a bit different now to make a recommendation to give to Dan to take to Plan Commission then to City Council. Laura said she still thinks that Park Board should make a recommendation for Plan Commission. Laura said she feels at least 58 and Deb said leave it at 80. Deb said the city still has to develop the park. The board asked if credit has to be given credit for the trail. Laura said she doesn't believe the city has to give credit for the trail. Deb asked if these trails connect to anything. Laura said not at this time, but when the school is finished they could connect to the other parks. Laura said park board discussed the trail and that trail was mentioned, so it was in the plan. Scott said ultimately it will connect to other places and the city would like a trail, but not through the middle of the park site. The board discussed where the trail should be and where sidewalks are located and how to design a trail. Scott said he doesn't feel it is outrageous to give them credit for it because the board has given credit before. Deb said the previous places were located in a busy area. Amy pointed out that the city needs to plan for future development. 6 Deb said she thinks it is better to take the land cash. Laura said the city park is a couple hundred feet from there, maybe the city can put a dog park there. Scott said Hudson Lakes has a development and the plan was the board wanted to take additional land in there to make a bigger park. Deb asked the board if they think the city should just take the land cash. Scott said maybe the city should work with the developer to develop athletic fields. The city could sit down and talk about what the city sees for this area in the future. The board discussed what this area was originally planned to be. Scott said he believes it was not designated for anything specific. He said it could be multipurpose baseball, soccer or anything. Deb said it should not be designated to be anything. Scott said are we missing an opportunity to develop this area and pay us to use it. The board discussed the area and looked at the location on a map. Laura said the recommendation from board can be no bike path credit there are sidewalks and the board would like land cash donation however, we would like athletic fields developed. Deb asked how many fields could be put in. Scott said soccer and one baseball field. Scott said on the south side the city is still limited on what the city has. Laura said that is a good location for a dog park. Laura said there are no plans for a playground and if they put in a parking lot, it will help the city out. Scott said at least 20 parking spots. Laura said instead of a trail the city prefers a parking lot and the city doesn't have to say anything about the dog park. The board recommendation is not to take credit for bike path and the board wants land cash and improve field. The board agrees to keep it at the original amount of 80 with a paved parking lot. th Meeting Change Request – Laura said staff is suggesting the September 12 meeting be moved. The city posted a job for recreation coordinator and would like to do some interviews before Hometown Days and after and preparing a packet and meeting with Tim and Scott will not happen by then. Laura requested to move it back a week to have time to prepare. The board discussed what day to hold the th next meeting. The next meeting will be held September 26. REC Center Closeout – This is an informational item for the board. Barbara wanted the board to know the 100,000 check was paid and it costs about $5,000 to fix everything at the REC Center when the city left. The city spent just over $37,000 to fix the ARC Building so far and it is not done yet. Laura said this amount was already budgeted and this will not effect the cash flow. Dan said he toured the building and he stated things look very nice. th Directors Report – Laura stated that Three Angels is holding an event August 6 at Riverfront Park and there is a special guest coming and a band. Laura asked if the board is going to help run the Hometown Days beer tent. The board discussed helping out at the tent. Tim said there is always things that they can use help with. Recreation Report – Tim said Ryan did resign last week and it will be good for us to get someone new. Tim said the city is taking applications until August 16th and hopefully have someone hired by middle to end of September. The ARC building is up and running. Yorkville website it up and running not open to the public yet. It just went live today. Parks Report – Scott did not have a report. 7 Adjournment: There being no further business, the meeting was adjourned at 8:37 p.m. Motion made by Kelly Sedgwick and seconded by Mark Dilday. Minutes Respectfully Submitted by: Lisa Godwin Minute Taker 8