Park Board Packet 2007 10-25-07 YORKVILLE PARKS & RECREATION DEPARTMENT
Administration and Recreation Office
201 W. Hydraulic St Yorkville, IL 60560 630-553-4357
Park Board Agenda
Thursday, October 25, 2007
7:00 p.m. - Park Board Meeting
Administration and Recreation Office
Call to Order:
Roll Call: Chris Rollins, Ken Koch, Van Truman, Debbie Horaz, Kelly
Sedgwick, Vickie Coveny
Introduction of Guests, City Officials and Staff:
Joe Plochar, 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:
Approval of Minutes :
Minutes - Regular Park Board Meeting - October 11 , 2007*
Bills Review:
Cash Analysis`
Bill List*
Old Business:
Heartland Circle Revised Park Conceptual Plan*
2007 Hometown Days Report
Fields of Westhaven Development Update*
New Business:
Bristol Bay Storm Water Management and Park
2008 YYBSA Agreement Preliminary Discussion
November Park Board Meeting Date*
Reports :
Director Report
Parks Report
Recreation Report
Additional Business:
Future Meeting Schedule & Agenda Items
Executive Session :
Adjournment:
Next meeting: November 8, 2007
*Items needing Board approval or recommendation
United City of Yorkville
Yorkville Parks and Recreation Department Board
Meeting
Administration Office - Riverfront Building , 201 W .
Hydraulic Street, Yorkville , IL 60560
Thursday, October 4th , 2007 , 7 pm
Call to Order:
Chris Rollins called the meeting to order at 7 : 18 pm .
Roll Call : Chris Rollins, Ken Koch, Van Truman , Debbie Horaz, & Vickie
Convey
Kelly Sedgwick (arrived 7 : 30)
Introduction of Guests, City Officials and Staff:
Superintendent of Parks - Scott Sleezer
Director of Parks and Recreation - David Mogle
Joe Plocher, Ward 2 Alderman, City Council Liaison to Park Board (arrived
9 : 06 pm)
Public Comment:
None
Presentations:
Dave Mogle showed a video clip of children playing at Hiding Spot Park that
was shown at the NRPA Trade Show for Game Time .
Scott Sleezer said that Game Time is getting a lot of interest in their
equipment. He spoke with the CEO of Game Time, Tom, and he said that
Tom wants to do a special project with Yorkville once a year and wants to
know how he could do that. Scott said Tom took some suggestions from him
and would like him to come out and to brain storm some more ideas.
Scott felt like this is a great opportunity and is excited to have this kind of a
relationship with a manufacturer; no one else has this opportunity and we
should take advantage of having something different,
Chris Rollins felt this is a great opportunity and we have a lot of parks to
build and is exciting to have equipment no one else has.
Approval of Minutes:
Minutes - Regular Park Board Meeting - September 27, 2007
Dave Mogle wanted first amendment on page two, fourth paragraph
down it should say seconded instead of seconds .
Second change on page two first paragraph under old business the
verbiage "that we were pretty much done" should be replaced with
"with a few exceptions" and add the verbiage " have been reviewed "
1
should be added at the end of the sentence . The last sentence of the
same paragraph should say, "see" instead of " pull".
Next amendment Dave made was under old business second
paragraph the verbiage "we might" should be replaced with "and also . "
Next change is on page three last sentence should read : Swithin said
she would let Scott know .
On page four where it says "Rotary" it should say " Rotary Park. "
Second paragraph on page four the verbiage "they" should be changed
to "we. "
Chris Rollins made the motion to approve the minutes of the Park
Board Meeting of September 27, 2007 minutes with amendments
made . Debbie Horaz made the motion and Ken Koch seconded the
motion . The motion was unanimously approved by voice vote .
Bills Review:
With no questions or comments regarding the cash analysis or bills list
Chris Rollins made the motion to approve the cash analysis bills list as
submitted . Ken Koch made the motion and Van Truman seconded the
motion . The motion was approved by roll call : Rollins-Yes; Truman -
Yes ; Sedgwick-Yes; Koch-Yes; Horaz-Yes ; Vickie-Yes
Old Business•
Quarterly Review of Planning Retreat Objectives
Dave Mogle reported that there have been some areas that have
delayed us on park planning that our outside of our control . One is the
Hoover property. Mogle noted we couldn 't move ahead on this until we
resolve some of the issues. He also reported that the community
survey is going well and that we have 350 some written surveys and
we're shooting for 500 . He said that hopefully we'd have this done
within thirty days .
Van Truman commented on the report of action items and deadline
dates . First he stated that these deadline dates are really target dates
and he suggested for the dates that we've surpassed to come up with
revised target dates . He wanted to have future date to shoot for. Van
also suggests that the report keep the original target dates however
show the revised dates because it's important to show what the
original plan was and so we can see how far we've fallen behind or
how far we've come. Also there will be a more sense of urgency to do
what we need to do to get moving on the ones we've fallen behind on .
Mogle said that we'd be looking at this in a couple of months and he
Scott and Sue could rearrange some target dates . He also added that
2
we should start thinking about where to go from here for next year. He
thought that we could take a board meeting where there's not much
on the agenda and brainstorm on where we want to go and put
together some objectives we could put together for the upcoming
year. He would like to start as soon as the second meeting in
November.
Rollins felt that we should revisit our goals and see if we can 't come up
with some fresh objectives within the same goal structure that we
already have . He doesn't feel the goals have changed much but we
need some fresh objectives . He feels we should pick some meeting
themes such land acquisition or staffing and to have a thorough
discussion on those issues .
Mogle suggested then that we decide what topic will be discussed at
the next meeting so everyone can come prepared . Rollin 's said that a
lot of these topics will have a lot of background information on them .
Rollins suggested that the Board needs to have a future session to talk
about what if there is no more land cash or what happens if we don't
get any more subdivisions . What would we do in these instances and
what would happen to what we have on the drawing board ? He felt
that the benefit of having a kind of discussion like this would force us
to think outside of the current of reality of how this gets built and land
cash comes in etc. He stated we need to plan accordingly.
Deb Horaz felt that we shouldn 't put in writing how many parks we'd
build with in a certain amount of miles. Mogle said that we'd discuss
this before we make a master plan .
He said that we are already talking about mast plan items such as land
acquisitions and he felt that we are on the right path .
Hoover Property Ad Hoc Committee Formation
Chris Rollins reported he attended the Hoover Property meeting with
representatives from the Forest Preserve District, the City Council and
Park Board . He noted that they have a wide range of opinions . They
basically told us is that they had people on their board that felt that
the City needs to get more money. They had gone out and gotten their
referendum passed and they just signed a big check to buy the last
piece and they felt that the City should have helped them . Rollins felt
that the agreement says that the county owns the property so why
should we help them buy something they already own . The agreement
does say that the City has some obligations to lease back the active
recreation portion of the park for fee and we also have an agreement
3
to extend city services to that park such as city water, sewage and fire
protection etc.
Rollins noted that because we were part of the agreement it allowed
for grants to be applied and things could be gotten . They received 1 . 5
million Mogle said . The total amount was 18 million of which according
to Hastert's office 15 million came in grants and out of the 15 million
13 . 5 million came from Hastert's office .
Rollins noted that the point that needed to be made was that we held
the bag for them on the front end with our money, which made it
possible with Corlands. They were relying on us to be partnered with
them . Now that we've come to an end and they passed the
referendum and they own the property and they have the ability to
pay so they should use their money to pay for what's theirs . Now the
next phase is we have to fulfill our obligation to bring City services,
annexation and lease the property.
Rollins wanted to get both boards together to make joint decisions . He
said we need to find out what we can do out there because essentially
now they're our landlords . David Mogle showed the plan that Laura put
together and it included a mountain bike trail but Jason didn 't like it.
Rollin 's said that we have a presents in the recreational department
where they don 't and we could tell them what the people want. We
need to meet with them and let them know what the people in the
community want to see . We should go prepared to answer questions
and tell them why we want certain things such as baseball fields. We
need to have joint committees.
Van Truman stated that brings us back to this agenda item is that we
need to offer up a Park Board Member to populate that committee and
this person will have to an advocate for the Park Board . He said this
would be a recommendation body but with persons that had authority
to make decisions . Deb Horaz asked if they could vote on decisions
made and Rollins said that we still need to decide on a process for
these meetings because this is something new . Van thought they
would have to take it back to the council to make decisions because no
one person here can make up a quorum .
Mogle said that we're looking at October 23rd for the first meeting if
the City can get one of their council to attend the meeting . Chris
Rollins said that he'd agree to serve on the AD HOC Committee if
someone is willing to be his backup . Van Truman nominates Ken Koch
as his back up, Debbie Horaz seconded that motion and Kelly
4
Sedgwick said third . Ken Koch said that he would be Rollin 's back up to
the meetings .
Rollins feels that we should look into what the Forest Preserve is doing
and what their needs are . Sedgwick brought up a question about the
county seat. He asked how are we going to handle the questions from
Plano residents asking why do people of Yorkville getting to use the
park. Rollins said that we should also investigate what is the legal
relationship between the county seat and the county government.
New Business:
ROW and Easement Requirement for Phase 2 Dam Project
Dave Mogle stated that the he got an official email from the state that
phase two project is on its way with an open bid on the 16th of
November. They feel it will be an 18 month project if the weather
cooperates then they would like to have it done in 13 months . It is a
definite and it's in the budget.
Mogle passed out a letter with a map of the easements explaining that
some of them are temporary and some of them are permanent. He
said that the temporary easements are for the course of the
construction and they are restored back over to the City. The
permanent easements the City will still own and operate them we just
can 't build or operate anything on them . They have to have
unrestricted access so they can maintain them and they shouldn 't have
to get permission to do so,
Mogle showed where there was going to be a boat ramp and stated
that we will still be able to put that in .
Rollins asked if there were consent to grant easements to the state.
The decision to grant the state the easements was unanimously
approved by voice vote .
Mogle noted that they are asking for a temporary easement to store
dirt and gravel behind the ComEd station in the parking lot for the
course of this project. They would like to have some kind of written
permission . Rollins said this is not something untypical .
Mogle said that there will be some trees that will be taken but they will
be junk trees, Green Ash that have been washed up, and they will be
in parcel 3 right along the bank. Scott Sleezer noted that the heavily
wooded area is much more to the east. Timber won 't be touched Mogle
said . Sleezer said that the 20" in diameter 100-foot tall trees we would
want to see if we could work around those .
5
Mogle noted there is something else we could talk about and that's the
style of pedestrian bridge we want to build . Scott Sleezer said that
what ever the state is willing to provide is what we should take
because we tried to build before and we couldn 't get the funds . He
suggested after it was built we could look at engineering it to our liking
later if we wanted to . Mogle said we have some time to determine the
style.
Mogle summarized that we agreed on the easement and the storage
and he noted that he and Scott would talk more about the trees in
which ones will stay and which ones will go and the bridge option we
decided that we will give it some thought and get some background
information on bridges .
School Board/City Council Joint Meeting
David Mogle said that on the 12th of November, 6 : 30pm there would
be an open meeting at the middle school . He encourages anyone who
can attend to do so . He said a lot of things will be on the agenda and
there are a lot of things that we spearheaded like the school park
shared sights because of the letter that we wrote to Dr. Thomas Engler
about the Fields of Westhaven . Also there's the topic of Wydum
Reserve and the boundary between the school and park has not yet
been resolved .
Rollins said that there is a great deal the school board could learn from
the park board and a lot of that is a planning process . It's hard to deal
with anyone that doesn 't have an open process . He feels there needs
to be a joint planning process and there isn 't a process on the side of
the school board's side. He said that these joint meetings are good and
we need to keep chipping away at these issues for the benefit of the
community.
Mogle said this meeting could be very advantageous for us . Sedgwick
said that the public needs to know that our ideas and plans are being
stopped at one mans desk and that is Dr. Tom Engler's desk. Rollins
said that Tom always said that they had specialized funds and he feels
that his board is to ratify those expenditures. He feels with all the
structure they have they'd have a planning process but they don 't. If
there is a planning process it's transparent and if there were a plan for
next year the board members couldn 't tell you what it was . He felt the
superintendent limits the board 's participation .
6
Reports'
Director Report
David Mogle reports on the Rain Tree grant. He and Scott Sleezer are
to give a three- minute speech, grant presentation , for $ 500,000 . We
did use a donation parcel so if we were to get the grant so it would
cost the City a net $90,000 . We'd get a set of tennis courts, ball field,
playground, water park and parking lot.
Mogle also reported briefly on the NRPA conference . He reported six
from the department attended and it went very well . He said they
attended a lot of good education seminars and hoped by the next
meeting he'd have a synopsis of some of the things they attended .
Parks Report
No report
Recreation Report
No report
Additional Business:
Future Meeting Schedule & Agenda Items
None
Ken Koch brought up the question of when Beacher would get relined .
Scott Sleezer said they would be getting done this week. He said we
spent $5,000 on paint. He also said that we had to paint often because
of the summer we've been having and the grass had grown real well .
He noted that there had been a huge problem in IL with grubs and
they have damaged the fields . He said it's a huge cost in eradicating
them and that we might have issues with soccer next year. He wants
to see if we have to skid the field out and reseed after soccer season .
Adjournment:
Regular meeting suspended at 10 : 00 pm and executive session started
at 10 : 00 pm
Chris Rollins entertains a motion to suspend the regular meeting and
enter into executive session for the discussion for the purchase or
lease of real property for the use of the public body, Van Truman made
a motion and Debbie Horaz seconded the motion .
Chris Rollins called a roll to call vote to go into executive session : Chris
Rollins-Yes ; Ken Koch-Yes ; Van Truman-Yes ; Deb Horaz-Yes; Kelly-
Sedgwick-Yes ; Vickie Coveny-Yes
7
Chris Rollins entertains a motion to go back into regular session at
11 : 00 PM . Kelly Sedgwick made a motion and Debbie Horaz seconded
the motion to end the regular session . The motion was unanimously
approved by voice vote and meeting was adjourned at 11 : 00 PM .
Next Meeting :
October 25, 2007
Minutes respectfully submitted by
Jamie Cheatham, Minute Taker
8
MEMORANDUM
TO: Yorkviffe Park Board
FROM: Dave o e, Director of Parks and Recreation
RE: Old Business
DATE: October 22, 2007
HEARTLAND CIRCLE REVISED PARK CONCEPTUAL PLAN
This is a revised plan for the Heartland Circle park. Staff has taken into consideration the public
input from the July 30, 2007 Town Meeting and the August 3, 2007 park "meet and greet" both
held at Heartland Circle. Also taken into consideration were the concerns voiced by residents
living directly across the street from the playground concerning the distance of the playground
from the street.
2007 HOMETOWN DAYS REPORT
The 2007 Hometown Days revenue and expense report is included for your review.
FIELDS OF WESTHAVEN DEVELOPMENT UPDATE
Staff will present an update on the Development, discuss an alternate idea concerning park/
school cooperation that has been voiced, and seek the park board's direction.
J2•��° �,ry� Memorandum
EMT. ,. teas
To: Yorkville Park Board
From: Laura Haake, City Park Designer
O
t� CC: Dave Mogle, Director of Parks and Recreation,
9 O Scott Sleezer, Superintendent of Parks
Date: October 19, 2007
Subject: Heartland Circle Park Re-design
Attached please see the revised drawing of the park for Heartland Circle.
The re-design has the equipment flipped with the sidewalk (from the previous design) and the
closest piece of equipment is 90' from the road. This places the equipment a minimum of 130'
from the front lot line of any neighboring resident.
A 3 hoop basketball court (circular shape) was added per the request of the majority of residents
that attended the public meeting.
The base bid cost estimate is $ 147,845.70, with alternates the estimate is $ 167,806. 10. Our land-
cash amount for this park is $ 147,919.70. We are hoping for donations for items listed as
alternates on the cost estimate.
CITY OF YORKVILLE
HEARTLAND CIRCLE — SPACE THEME
COST ESTIMATE
OCTOBER 19, 2007
EARTHWORK $65496.00
PLAYGROUND & SANDBOX
Drainage and safety surface $ 13,921 .20
Playstructure, swings, independent play piece(s), fitness station
(includes installation) $68, 108.00
Mason sand for sandbox $850.00
$82,879.20
BASKETBALL COURT
Earthwork, base course, surface course, hoops, seal coating $205538.00
SITE FURNISHINGS (all items furnished, assembled and installed in-house)
Benches (2) $ 1 ,588.00
ADA picnic table (2) $ 11550.00
Trash receptacles (2) $1 .978.00
$5,116.00
CONCRETE
Walkways, ramps, and concrete pads $179645.50
SKATE PARK
Site work, concrete pad, and bowl $11,858.00
LANDSCAPING
Sod and seed $29313.00
BASE BID TOTAL $146.845.70
SHELTER OR SHADE STRUCTURE (ALTERNATE)
Purchase and install of a 12' x 12' shelter or fabric structure $11,600.00
LIGHTING AND SIGNAGE (ALTERNATE)
Signage and ornamental lights $2,300.00
Play structure uplighting $995 .00
$3,295.00
LANDSCAPING (ALTERNATE)
Shade trees, ornamental trees, evergreens, shrubs, and perennials $6,065.40
TOTAL WITH ALTERNATES $167.806.10
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Yorkville Notmetown Days Feftal
Labor Day Weekend
Hometown Days Festival - Budget Report 2007
10-17-07
Summary
Income Posted $109,261 .38
Expense Posted $ 96,278.83
Total Profit $ 12,982.55
Revenue Expense Net
Carnival Sales: $36,271 .75 - $27, 106. 47 $ 9, 165.28
Beer/Alc. Sales: $16,094.00 - $ 6,524.00 $ 9,570.00
$12,094(sales) + $4,000(Big Easy) $2,796(Beer]Cups) + 2,000(Moose)+
$1,728 wristbands
Front Gate $10,408.38 $10,408.38
($2 fee)
Car Show(114) $ 2,868.25 $ 2,247.69 $ 620.56
Vendors (46) $ 81100.00 $ 83100.00
Sponsors(40) $313325.00 $31 ,325.00
Revenue
Sponsors $ 31 ,325.00
Carnival Sales $ 36,271 .75
Beer/Alc. Sales $ 12,094.00
Big Easy Payment $ 43000.00
Football Contest $ 116.00
Car Show $ 2,868.25
Pet Parade $ 870.00
T-Shirts $ 100.00
Vendors $ 81100.00
Entrance Fee $ 10,408.38
Beer Return $ 33108.00
Total Revenue $109,261 .38
Expenses
Bands
The Jon Connover Band $ 900.00
Red Woody $ 1 ,500.00
EPIC $ 1 ,200.00
Hair Bangers Ball $ 4,200. 00
The New Invaders $ 1 ,750.00
Hi-Infedelity $ 4,000.00
Big Band $ 1 ,000.00
Subtotal(bands): $143550
Entertainment
Car Show $ 21247.49
Pet Parade $ 716.99
Baby Contest(ribbons) $ 40.00
Football Contest(reds) $ 500.00
Petting Farm $ 1 ,350.00
Climbing Wall $ 21275.00
Race Track $ 11400.00
Magic Show $ 375.00
Stilt Walker $ 325.00
Little People $ 810.00
Inflatable $ 31000.00
Carnival $27, 106.47
Subtotal(entertainment): $40,145.31
FIREWORKS
Mad Bomber $ 3,000.00
Operations
Sound & Stage $ 6,500.00
Shaw's Tents $ 5,268.00
Electric $ 4885.00
Fuel $ 339.64
Kendall Printing(stamps) $ 177.90
Fox Vallefflagues/ttophles) $ 794.50
T-shirts(staff/sale) $ 1 , 147.80
Postage $ 205.83
Signs $ 2,683.73
Wristbands $ 12728.00
Beverage Cost $ 5,904.00
Liquor Permit fees $ 25.00
Moose $ 2,000.00
Vendor Passes $ 64.99
Office Works $ 110.67
Pepsi & ICE $ 467.61
Walmart $ 52.55
Jacob's Well $ 250.00
Tent $ 249. 99
Intern $ 13680.00
ACE $ 59.93
Menards: $ 1 ;001 .98
Subtotal(operations) $ 35,597.12
Marketing
Glory / promotion $ 2,986.40
Total Expense: $ 96,278.83