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Park Board Packet 2007 03-22-07 YORKVILLE PARKS & RECREATION DEPARTMENT Administration Office — Riverfront Building 201 W. Hydraulic St. Yorkville, IL 60560 630-553-4341 Park Board Agenda Thursday, March 22 , 2007 7:00 p.m. - Park Board Meeting Old Post Office Building Call to Order: Roll Call : Chris Rollins, Ken Koch, Van Truman, Gary Golinski, Debbie Horaz, Kelly Sedgwick, and Alderman James Bock Introduction of Guests, City Officials and Staff Alderman James Bock - City Council Liaison 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 - March 8, 2007* Bills Review: Cash Analysis* Bill List* Old Business: School /Parks Agreement* FY 07/08 Budget Edward Hospital Development Grande Reserve Regional Ball Diamond New Business: Wynstone Park* Yorkville Reds Baseball Proposal Reports: Parks Report Recreation Report - Tournament Requests Additional Business: Westbury Development Update Executive Session: For the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity. Next meeting: April 12, 2007 *Items needing Board approval or recommendation. UNITED CITY OF YORKVILLE YORKVILLE PARKS & RECREATION DEPARTMENT BOARD MEETING Parks & Recreation Administrative Office Riverfront Building 301 E. Hydraulic St. Yorkville, I160560 Thursday, March 8, 2007 MINUTES CALL TO ORDER: Meeting was called to order by Chris Rollins at 7:00 p.m. ROLL CALL: Chris Rollins, Ken Koch, Van Truman, Debbie Horaz, and Kelly Sedgwick GUESTS/CITY OFFICIALS/STAFF: Dave Mogle, Director of Parks and Recreation Sue Swithin, Superintendent of Recreation Scott Sleezer, Superintendent of Parks APPROVAL OF MINUTES: The minutes from the Regular Park Board Meeting of February 22, 2007, were approved on motion by Ken Koch and seconded by Debbie Horaz. The motion was unanimously approved. BILLS REVIEW: Cash Analysis & Bill List Checks were signed and there were no changes. Van Truman asked if there was a resolution to the decision of Alderman Marty Munns refereeing for Parks and Recreation basketball. He had seen him refereeing last Saturday. Sue Swithin believes he has not been told he cannot referee city games. Attorney John Wyeth last year strongly advised Mr. Munns against working for Parks and Recreation. The Park Board has done what it was advised to do – to point out the possible conflict of interest. The Board thought he officiated this year only because other referees could not be found. Dave Mogle said Alderman Bock offered to bring this issue up at a City Council meeting, but to Dave's knowledge, has not been done4t publicly yet. Dave can follow up with Alderman Bock. Van Truman motioned to approve the cash analysis and bill list. The motion was seconded by Kelly Sedgwick. Roll call vote: Chris Rollins-Yes, Ken Koch—Yes, Van Truman—Yes, Debbie Horaz-Yes, and Kelly Sedgwick-Yes. The motion was unanimously approved. OLD BUSINESS: SchooUPark Agreement Tennis Courts Report Dave Mogle distributed to the Board tonight (and in an email to the Board earlier) his memo given to City Council during last Tuesday' s meeting. It summarized the Board's input regarding building 4 new tennis courts for the high school and public use. Dave was ready to discuss the memo, but he was not asked to do so when the budget item discussion was postponed until the COW that meets on March 20th Before Board discussions started, Ken Koch recognized that people may have differing opinions, but he doesn't want the community to think the Board appears negative toward tennis courts somewhere. Mr. Koch doesn't want to be pushed to say that the Board is in favor or not of the new tennis courts. The memo consisted of points from the previous Board meeting and added comments from the Board members not present after Dave talked to them. Van Truman read Dave's email and thought it was a fair representation of opinions. The Board doesn't want to jeopardize own funding of well researched projects. Building 4 more tennis courts near the existing 6 courts will be the City Council's decision. Council is just looking for input. Issues like needed stoplights and sidewalks will may likely be prioritized first. Chris Rollins informally spoke to Dr. Engler at a Sport Booster Banquet. Chris is concerned with the level of need for the tennis courts since the School District is not building them if the City does not provide the money. His second concern is if the City spends non-park board funds, Parks has no say in design or programming of the new courts. Mr. Rollins wonders if the obligation to refurbish 6 current courts will be extended to 4 new courts to maintain. Chris would like focus to be on the existing 1975 agreement. It obligates the City with little checks and balances by allowing only one City Council Member and the Superintendent needed for a decision. The Park Board was not formed at the time of this agreement. The tennis courts agreement needs to be viewed by the City Attorney. Before Dave Mogle became Director, the Park Board updated or nullified nearly all outdated agreements except for the above agreement. Chris Rollins read part of the minutes from the last meeting paraphrasing Dr. Engler. "The School Board feels the City in good faith could put money in school facilities as a thank you. Dr. Engler feels the City should recognize without the School District, a Park Department would not be there." Mr. Rollins thinks this tone of the comment and the tennis court agreement tone are inappropriate to the relationship wanted with the Schools. The City has an agreement with the School Board to use its facilities. Van Truman thought under 1C in the School/Park Use Agreement Draft, tennis courts is included. Sue Swithin said the Hoover Agreement has good language that the new agreement supersedes all other past agreements. In the last paragraph of Dave Mogle's memo he stated, "a new agreement should be executed that updates construction, maintenance and use issues." Van Truman also believes the School/Park Ad Hoc Committee can incorporate that any old documents are obsolete. The new School/Park Agreement will be for 3 years. The School District should have notified the City months ago that there was need of refurbishing courts. This would have allowed more time to plan the City budget. The School District knew land adjacent to the high school was not available, but did not share this information. Scott Sleezer wishes the relationship with the School District would improve. A tennis complex could have been built if given a year to plan it. With advanced notice, Sue Swithin could have planned an alternate location for her July tennis camps— possibly new parks and recreation courts. She is disappointed that her July 2 camps are on hold this year due to the 6 current courts closed for resurfacing. The public uses the courts at night as well. Chris Rollins noticed that the last Park Board minutes said that some cemetery land was offered to the School District in exchange for the maintenance of the cemetery (including mowing around the tombstones). The School District didn't like that idea. Chris wonders why the City cannot be offered this proposition. Scott Sleezer said that Parks could maintain the area. Chris Rollins emphasizes that point 1 of the memo states the 10 courts are positive and not until the end of the memo it mentions the agreement should be updated and that the minority of the Board does not endorse the 4 proposed new courts. Dave Mogle talked over the issue with aldermen and the mayor. He wanted the memo to sound positive in tone so Parks and Recreation would not be seen as against new tennis courts for the community. Van Truman feels confident that Dave will offer comment during the City Council meeting regarding this issue. Chris Rollins would like Dave to verbally amend the memo to City Council that the Board wants to revisit the current tennis courts agreement. The School/Park Ad Hoc Committee can address the agreement from 1975. SchooMrk Use Agreement andAd Hoc Committee Report Sue Swithin, Van Truman, Dave Mogle, Seth Schoonover, and Dave Dockstader are on this committee. The consensus of the committee is the agreement is close. Tom Engler will take it to the School Board late March. The agreement draft was distributed and approval will be asked at the next Board meeting. Chris Rollins read section a. under Development of Future Facilities and Parks. "As established by this agreement the Parks and Rec. Dept. of the City and the School District will share when possible, the concept design for the planning. . . ." He would like to strike the phrase "when possible". Section 5a includes highlighted changes. The School District would like facility requests by May 15ffi instead of in July since in the summer the principals are not present in the building. Section 5c reads, "Therefore, upon a minimum of 14 days written notification by School Superintendent or Executive Director of Park and Recreation, either party may request of modification of the usage schedule set forth." Chris compliments this language. However, he reads further in the paragraph, "Under these circumstances, both parties hereto, agree that the scheduled event shall take priority of any attempted change." There have been past problems when the Rec. Dept. has submitted and been approved for a requested event earlier, but the School District stated they already had an event planned unknown to the Rec. Dept. Chris Rollins would like to have "scheduled event" defined. This should mean any event that has been mutually agreed upon as scheduled. Quarterly committee meetings should help alleviate scheduling problems. Van Truman points out that in the first paragraph a "master schedule" or "Master Calendar" is mentioned. He suggests using that language throughout the agreement to be consistent. For examples point c reads, "If special circumstances make it impossible to either the School District or City to cancel or change the scheduled use . . .". Van is requesting that "scheduled use" be changed to Master Calendar. A Master Calendar does not take preference over one party or another, but consists of mutually agreed on events. 3 Chris quotes paragraph a, "Once the master schedule has been developed, it shall be the responsibility of each party to schedule their respective activities and events within the agreed upon time frames." Sue Swithin said scheduling conflicts with the School District happened about a handful of times last year and 3 times already this year. Operational Costs (Section 6), part b reads, "The School District and the Parks and Rec. Dept. will provide respected adult staff with a key. . . ". "Respected" should be struck. It is a given that a dependable person would be chosen. On top of page 4 there is an error, "the use of the their respected facilities. . .". "The" should be taken out and replace respected with respect. Within Operational Costs, points c and d were added. False alarm fines are paid to the City currently at $30. The amount of the fine and who pays could be added to agreement, but that might change. Item d was a result of conversation. "The City will give consideration to interested off duty school personnel when hiring for program staff, though final determination will be ' based upon several variables including but not limited to an applicant's qualifications, background experience, and budgetary limitations." An example of this is an employee of the District to teach in a computer lab for a program or to run a program within a school and the individual already has keys. The above is not binding language. The Periodic Review of Agreement has been changed to be reviewed quarterly or as needed. The original agreement was reviewed one meeting per year. In regards to 7b, Chris Rollins believes there should be review on the shared margins of both parties. Dr. Engler was asked by Chris to document the extra costs of custodians and electricity, but this hasn't happened. It seems the School District implies the cost of use of facilities is increasing so much. Chris asked Dave Mogle if City charges the School District for extra police officers. It has never been a free use policy agreement. Schools energy costs and the city police officers costs could be shared. Van Truman discussed park/school sites. Yorkville exceeds the requirement of needed school land for school sites. It would be beneficial when Parks offers a park site adjacent to the school, that the School District could build additional space for Parks and Rec. Some school district/park agreements partner gym usage, separate bathrooms near an entrance, and parking in exchange for green space maintenance of a school. The clause of supersedes all past agreements should be added to the School/Park Use Agreement. The track was built on part of city land, so there is an issue with that. The north 10 yard line of the football stadium is on city land which caused Parks and Recreation to start reviewing past agreements. This area may have been deeded to the community and not the City. Kendall County may own the Game Farm area by the school that they deeded to the school. Sue Swithin will try to find copies of any other past agreements. The School/Park Use Agreement will be brought back to the Board on March 22°d. 4 School District Liaison Status for Park Board Dave Mogle reported that the School District thinks a regular basis person is not needed on Park Board. Only when park/schools business is on the agenda a person could come, making it a commitment of just a few meetings. The voting ordinance will need to be amended because it was increased to 7 people so the School District representative could vote on Park Board. The School District Liaison started positive and was thought to be a valuable position. The Schools were given a voice for City Council regarding budget and decisions. The Board meetings were changed so not to interfere with the School District. The exception of a nonresident of Yorkville voting was allowed since the school district boundaries include areas outside of Yorkville. The Planning Commission consists of 2 or 3 members that live outside Yorkville. Possibilities to fulfill this liaison void were voiced. An alderman attends School Board meetings as a liaison from City Council. Maybe a member from the Ad Hoc Committee could serve as a liaison. Debbie Horaz recommended her neighbor that is a teacher at C.O.D. that she believes may serve well as a liaison. A School District representative brings back information to the District and expresses the District's thoughts to the Park Board. Dave will suggest to the mayor to write a letter stating the importance of a School District representative for the Park Board. The liaison does not have to serve on the School Board, but he or she should be a resident of the district. FY0708 Budget Documents were distributed to the Board including a recent draft from the Finance Department (municipal building account), projections for 2007 that is Dave's working document as of 2/27/07, and the land cash budget. The Board should review these documents by March 22°a , and more details will be discussed at that time. The COW meeting on the 20th will allow Dave Mogle to provide updated information. One challenge was finding a full years worth of-funding for 15 new city-wide employees that were added during the current fiscal year are now on hold. This includes Parks and Recreation positions of apart time assistant turning full time, part time media person, and 2 additional park maintenance employees. The budget is balanced without new hires. Parks master plan and community survey is combined as an one line item for the budget together to balance the budget. The NIU survey was estimated at $ 12,000 and the master plan updates were estimated at $10,000. The master plan will have to be completed more in —house by Staff with some parts contracted. The budget allows for $ 13,000 for both expenses. Chris Rollins recommended checking when the City renews their master plan. Perhaps City Council and Parks and Recreation could work together on some parts and share expenses. Dave Mogle will explore this with Travis Miller. At midyear, adjustments can be made to the budget. It was asked if grants could be used for statistical surveys. Dave will look into that question. The City did not receive some anticipated money. For instance, a couple of developments and an auto dealer did not come through. Land cash is slow at this time. Caledonia has not paid yet and owes $158,000. The amount of $ 128,000 should be paid to Parks and Recreation for 5 reimbursement from OSLAD for Cannonball Ridge Park. The 2 grant projects of Whispering Meadows and Prairie Meadows are in the budget at their full construction budget because the City must fund the entire project and then get is 50% reimbursement. Several past annexation agreements did not require front-funding, and slow residential growth, slows down the revenue when payment is based on permits. The Hoover holding costs were higher than expected. An extra $60,000 was paid this fiscal year instead of last because of a Corland mistake in billing. I Within the operational area another issue is the City made a commitment to the salary survey. It was started last spring. Human Resources and Administration are having discussions with City Council. In the 0708 projections there is a line item for salary adjustments and a line for merit. There are two options for salary. One option could cost up to $300,000 which would tighten the budget. The Mayor and the Finance Director made some decisions and adjustments. Park and Recreation's salaries do not include new people. If Hoover is not included next year, then 2 additional people may not be needed. Two were added last year. If Hoover was started, help would be at a disadvantage. Seasonal staff is in the budget. The increase in parks and facilities and programs continues. The good news is the budget is balanced. The Board is to study the budget sheets for the next meeting. 2007Park Open Houses Four open houses are scheduled from June through September. These will include games, music, showing a movie, and hot dogs. This is a new idea to try. It is good for public relations. Invitations will be sent out to the homeowners in the area, the Park Board, and City Council. This should help connect the community with the parks. During the open houses, the Park Staff and Recreation Staff will build a stronger relationship. Scott Sleezer is searching for sponsors for these events. The only cost is food. Park Board .members should try to attend as many if these events as each can. Scott Sleezer mentioned another community builder will be "Touch a Truck" that Public Works may sponsor. At a treatment center, a water tower can be viewed, tours are given of the treatment center, and trucks and equipment are on display. On April 22"d there is Coffee with the Mayor at the new Parks and Recreation Building. Maybe an open house could be incorporated into this. The press should be invited. The other recreation building that opened in November could have a small dedication. In late 2008 the Dam Project will be done and this can be celebrated. Review of 2007 Objectives The objective was to revisit the objectives every 3 months and make any adjustments. The Board document contains checks next to items completed and the obstacles that delayed items. Objective I relates to recommending sites for a maintenance building. Some property in the northern section is being researched. Dave will talk later in the meeting regarding Westbury's securing of property in exchange for waving municipal fees. 6 Goal 2 — Objective 1 relates to Hoover. Actions 1 -4 have been done. The Forest Preserve District would like to put the park agreement on hold for a couple of months until the referendum is over and the new outdoor education is in place. The purchase of Hoover will rely on the referendum. Objective 2 — community survey has 3 of the action plans completed. The 4th action plan is delayed until the budget is secured by mid April. Goal 3 — new school/park agreement is on track. Objective 2 under this does not have much progress. The deadline to approve these is listed in June. Staff will continue to pursue developing of new partnerships. Objective 3 — parks and recreation donation/gift brochure- is partly done. The final draft will be ready by May. Under Goal 4, the master plan is a little behind schedule. There is progress on Objective 2 in regards to open houses. Objectives 3 states hosting 2 new community-wide events or enhance and expand existing events. Hometown Days will be enhanced. There is a bicycle event the week before this that will be bigger than last year. This year is the 50th anniversary of the United City of Yorkville (with Bristol United). Tim, Scott, and the mayor are working on this. Objective 4 wants park and recreation programs featured on Public Access Television. Dave found out today that the organizer of this has March 23`d open. This can provide visibility of parks with a provided script and a camera person will be sent to location. Objective 5 —improve Park Board/City Council relationship has action plan 1 done. Dave Mogle would grade the progress on the strategic objectives at a B. There are some delay reasons beyond the Board's control and some items just not done yet. Debbie Horaz asked if there was a canoe event scheduled. Sue Swithin said the Adventure Challenge is in October. Debbie Horaz has a sponsor opportunity she will follow. NEW BUSINESS: Master Plan Revision Of the 20 items listed, 5 are highlighted to show they will most likely be contracted out. Greg Weber from Human Development may do some maps. Dave feels the department . is in a better position than in the past to do more in —house work with Laura Haake helping and Greg Weber. The highlighted areas include: parks assessment, facility assessment, citizens feedback, marketing assessment, and land acquisition and open space. Chris repeated from earlier in the meeting that the 5 highlighted areas could dovetail with the city's master plan under "master plan funds". REPORTS: Recreation Sue Swithin included her report in the packet. In next month's summary, the Board will see information about the Polar Plunge held last week. One hundred forty people raised $47,000 for Special Olympics. This was the 4th year and last year's total was exceeded. The committee meets in Yorkville. Silver Springs is used. The area is fixed and maintained. It was rugged with ice on the lake that had to be cleared. Sue recommends attending next year if one hasn't, because it is "tremendous and fun to watch". 7 Basketball is coming to an end. The travel program went well. Spring soccer registration is happening and preparations for fall soccer. At the end of March is the new event — Easter Egg Hunt. The train will have a reserved car for the program from Aurora to Naperville. Eggs will be hidden in a park and the Easter Bunny will be there. About 60 people are signed up for this. On page 2 of the report are the February programs. The numbers are cumulative of the winter season. Those from the Board interested in the golf day, sign up and help that day. ADDITIONAL BUSINESS: City of Yorkville Annual Service Report The booklets were distributed to the Board to keep. On page 17 the Parks and Recreation report starts. The section includes a welcome to the newest board members, goodbye to past members, and information about the new buildings and park developments. A picture of Raintree Park is included and a photo of Tim as the train conductor during Polar Express on page 20. Last Saturday Dave Mogle and Debbie Horaz were at the City Focus Group with 50 people. They were to brainstorm the vision of Yorkville. Cards were posted with people's thoughts. More than 12 were related to parks, open space and recreation. Retail was the next concern. Parks and Recreation quality of life issues must have been at least 60% of the requests. The group was asked if they came back 10 years later after moving away from Yorkville, what would be the biggest disappointment. It was not having the Riverwalk done (which includes parks). Also the concern was the lack of open space. More fishing was wanted too. Chris Rollins said that people are saying when work is done on the dam, Yorkville will be known as the place for premier fishing on the Fox River. Westbury Update Dave Mogle was at the meeting to plea for the original park requirements. Parks A, B, and C are now 5 acres. Park D is 4 acres. Park E is 10 acres (instead of 7 acres), and Park F is 2 acres. Additionally, Westbury is offering 15 acres across the street or for cash. It appears that it would be $ 1 .5 million cash —in —lieu or higher if the 15 acres are nottaken. In the past, the 15 acres didn't seem like an ideal area. Scott Sleezer mentioned that he and Dave thought if the 15 acres in White Pines (8 .8 acres) was reconfigured and Parks only took half of this land, the ComEd easement, and the 15 acres from Westbury could be combined. This area could be used for tennis courts or fields. Scott suggests thinking of the needs 20 years from now. Maybe the 15 acres could be for a field house. Dave Mogle will talk more to Travis Miller. Ocean Atlantic wants to design, install and build its playgrounds. The developer would build the parks. At Grande Reserve, Parks had the final say. Ocean Atlantic would have the final say and promises to meet all ASTM, CPSC, and ADA requirements in the parks. Written invoices would be shown to the Park Board prior to reimbursement. The Board is hesitant with his arrangement 8 because of past parks built in this way. "Neighborhood Parks" should be defined. Whispering Meadows has 2 of their own parks separate from ones built by the city. There is concern that developers may start parks and not finish them in a timely manner which could have safety concerns. Chris Rollins thought fighting back this development to strike a bargain is the best example of his 10 years on the Board of the Park Department and the City Council cooperating. Dave wanted the Board to discuss if want the 15 acre piece or the cash. Staff has not had time to make a recommendation. If combine the land with White Pines, the area could be 25 acres total. This would be off Galena Road and it may provide land for a recreation center. The north section is the fastest growing part of Yorkville. Is it worth $ 1 .5 million when land cash is short at the time? Years later, that area is going to be high density. The exceptions to that are the water park and possibly the regional detention area. The intersection of Galena and 47 may feel like 47 and 34 now with lots of retail. However, the fiscal standing weighs in too. Scott Sleezer reminded the Board, that parks will be funded by permit so the money will not come at once. The $ 1 .5 million would not be enough to develop all 7 parks. This would need to be supplemented. Without the 25 acres, $2.7 million could support 6 parks. That would be a quarter of a million for each park. There should be adequate space for baseball and soccer space within the parks. Scott suggested the 15 acres may not be developed immediately. The need would not be there yet. There are 150 acres for maintenance that is adjacent to the regional park site. There is a 3 acre park in Bristol Bay. It sounds like a lot of park space, but Scott warns the density of Planning Area 1 is projected at the amount of people living in Yorkville currently. The national standards state 10 acres of useable active park space per 10,000 population. Ken Koch asked if the possible recreation building on the 15 acres would be in place of or in addition to the building of a certain church that may become a recreation center in the future if the City were to acquire it. Scott Sleezer answered in time, both facilities will be needed with the growing population. Dave Mogle said the 15 acres could be a north side recreation site. Scott said the regional area may be a Public Works site and salt storage facility. It will be on the corner with major roadways and bike trails. Scott has an issue with paying the Developer to design and build when there is staff for that purpose. Dave said it was already agreed on in the previous draft of the annexation agreement, that if the Developer follows the standards it was OK. Scott thought that was agreed on only for the private parks, not Parks and Recreation parks. The color and consistency the development wants can be followed. However, the Park Department wants to protect its reputation and takes pride in the chosen themes. It would be unfair to have no input of materials when Parks will do the maintaining of the parks. Van Truman would like to know what kind of amenities would be in the other parks (not including the 15 acres). Scott could do this. Then Van would see costs and have a stronger feeling about the 15 acres. Dave said there is no pressure to have decision about 9 the 15 acre on March 20th. The tentative park amenities will be emailed to the Board. Van asked what amount of money is available for the White Pines Park. Scott said there is not the option to put a building on the White Pines land. Gary Golinski arrived. Sue Swithin reminded the Board to think of building savings of land cash for future facilities. Chris suggested that the 15 acres is not a necessity, because there is open space in the area. It would be nice to have the money. Scott asked if it would help the Board to know the projections, even if estimated high. Van Truman said the information could only help make a decision. The land cash for Westbury is $80,000. This was only for the original part of the development. Currently, the land cash is now $101 ,000. Ocean Atlantic may wants to buy property and give it to the City for the Parks/Public Works facility in exchange for waving the municipal building fees. Chris suggested taking a temperature vote, not a binding vote. The ComEd buffer and the connection with Beecher are positives. The questions posed is should Parks and Recreation take the 15 acres offered by Westbury. Ken Koch — No, Chris Rollins-No, Kelly Sedgwick-No, Debbie Horaz-Yes, and Van Truman-No. The majority is in favor of cash not land. The Board does not like the lack of control of the design and construction of the parks. The land value is a huge consideration from $80,000 to $ 101 ,000. Gary Golinski said the mayor had already told Westbury the new value of land. Westbury is to come up with half a million dollars by the Council Meeting on March 13th. Caboose To move the caboose to Whispering Meadows would cost $7500 by a house mover. This would be in one day. Each additional day the cost would be by the hour. The contractors of the Dam project would move the caboose to Riverfront for free, but it would have to be this month while the ground is frozen. When Dave Mogle contacted the owner of the caboose, the price would not differ if Parks and Recreation chose to use the train in another park. There is the option to leave the caboose on the tracks for awhile or Jim Bock had mentioned a possible helicopter lift. The Board gave unanimous consent to move the caboose to the train-themed park of Whispering Meadows for $7500 and pay the $ 10,500 for the caboose. This would be close to the future school site. Dave will take this to City Council. Dave Mogle will call Railnet to check if the caboose could sit on current tracks for awhile. Fundraising could help with the cost. Refurbishing can be done in phases by volunteers. Chris Rollins expressed that it has been an honor to serve with Gary Golinski. He has been a great colleague. He will be missed. Sue Swithin stated she is looking forward to his support for Parks and Recreation. Mr. Golinski will be appointed as an Alderman. 10 ADJOURNMENT: The meeting adjourned at 10:32 p.m. following the motion by Ken Koch and seconded by Kelly Sedgwick. The motion was unanimously approved. Minute Taker—Eileen Lesak 11 MEMORANDUM TO: Yorkville Park Board FROM: Dave Mogle (DAf), Director of Parks and Recreation RE: Old Business DATE: March 22, 2007 SCHOOL/PARK USE AGREEMENT Staff will return with a draft of the adjustments made to the School/Park Agreement. A copy of the draft with changes has been emailed to the School District for review. Staff recommends waiting to approve following school board approval. FY07/08 BUDGET The budget for FY07/08 was distributed at the last Park Board Meeting. It was agreed that we would review it and bring back to the meeting of March 22nd to discuss. The budget is scheduled for the March 20 COW meeting. The results of that meeting will be part of the park board meeting. EDWARD HOSPITAL DEVELOPMENT Staff bad the opportunity to walk the wooded property that the City has indicated a concern for preserving. Staff will present its findings. GRANDE RESERVE REGIONAL BALL DIAMOND PARK UPDATE Staff will update the park board on the status of the Regional Ball Diamond Park including a report on scheduling requests to date, outfield fence, sewer connection, and planned hedgerow. THE INTERGOVERNMENT COOPERATIVE AGREEMENT OF THE YORKVILLE COMMUNITY UNIT SCHOOL DISTRICT 9115 and THE UNITED CITY OF YORKVILLE This agreement is made and entered into this day of 2007, by and between THE UNITED CITY OF YORKVILLE an Illinois municipal corporation (the "City"), and the Board of Education of YORKVILLE COMMUNITY UNIT SCHOOL DISTRICT 4115 (the "School District'). WITNESSETH WHEREAS, the parties hereto are interested in establishing an Intergovernmental Agreement for the sharing of current and future City and School District facilities and services; and WHEREAS, the purpose of this joint use Agreement is to allow and encourage the Parks and Recreation Department of the City and School District to work together in planning and developing future public buildings and amenities, and the use of existing and future public buildings and amenities; and WHEREAS, said Agreement has been created, and has been adopted by the City Council of United City of Yorkville; and WHEREAS, said Agreement has been created, and has been adopted by the Board of Education of the Yorkville Community Unit School District # 115; and WHEREAS, Intergovernmental Cooperation Agreement is authorized by the Illinois Constitution of 1970 and The Intergovernmental Cooperation Act of the State of Illinois, providing for the execution of agreements and implementation of cooperative,ventures between public agencies of the State of Illinois (5 ILCS 220/1 -220/7 et. seq). NOW, THEREFORE, in consideration of the covenants and agreements hereinafter contained, it is mutually agreed by and between the parties hereto as follows: 1 . DEVELOPMENT OF FUTURE FACILITIES AND PARKS. a. As established by this agreement the Parks & Rec. Dept. of the City and the School District will share the concept design for the planning of combined School/Parks locations which will include: locations, designs, types of facilities and athletic fields, schedules and frequency of use and time frames for development. b. The Parks & Rec. Department of the City and the School District will work cooperatively to provide the optimum use and fiscal resources for the development of new facilities and parks, which will benefit the residents of the United City of Yorkville and residents of Yorkville Community Unit School District No. 115. C. The Parks & Rec. Dept. of the City and the School District will encourage cooperative efforts in the designing and land use planning of the combined school/park locations. Each Party shall offer the other the opportunity to review and 1 comment on any future development, or improvements. These future developments may include, but not limited to : Athletic Fields for Soccer, Softball, Baseball, and Football; Tennis Courts; shared Gymnasiums or field houses; Indoor Pools; Playgrounds; multipurpose fields; Cross Country course; maintenance garage and storage areas; concession stands; or other identified amenities which are mutually agreed upon. 2. SCHOOL POLICE OFFICER. a. As established by this agreement the parties have waived the exchange of dollars for compensation of said arrangement for use of one Police Officer at the Yorkville High School during the school year and regular school hours. b. The parties understand and agree that any other police services are not covered by this Agreement. 3. USE OF CITY FACILITIES BY THE SCHOOL DISTRICT. The City agrees to permit the School District to utilize designated parks and City owned facilities for organized school sponsored programs, gym class activities, and other activities that are identified for education purposes at no cost during mutually arranged and agreed upon hours and days. 4. USE OF THE SCHOOL FACILITIES BY THE CITY. a. The School District agrees to permit the Parks and Recreation Department of the City ("Parks & Rec. Dept.") to utilize School District facilities, as designated by the Board of Education of the School District, for Parks & Rec. Dept. sponsored activities during non-school hours when the facilities are not required for educational purposes or extracurricular purposes by the School District at no cost. The Parks & Rec. Dept. will have the first right of use of School District facilities as a result of this agreement. The Parks & Rec. Dept. personnel and program participants shall be entitled to reasonable modes of ingress and egress into and from the facilities, and use of the School District's parking facilities during those times when the Parks & Rec. Dept. utilizes School District facilities. b. For purposes of this Agreement, "non-school hours" shall be defined as follows: L Weekdays —Monday through Friday, 4:00 p.m. — 10:00 p.m. throughout the school term. 2. Weekends — Saturdays and Sundays, 8:00 a.m. — 8 :00 p.m. throughout the school term. I 3 . At other times, such as summer recess, school holidays, other times as requested, which shall be subject to availability and approval by the Superintendent of the School District and/or designated staff. 2 c. The City agrees that all students of the School District shall be considered residents of the City when registering for Parks & Rec. Dept. programs conducted solely or primarily at the facilities owned by the School District. 5. SCHEDULING USE OF FACILITIES AND GROUNDS. a. To facilitate the scheduling of the School and Parks & Rec. Dept. use of designated facilities and grounds by both parties representatives or staff of the School District and the Parks & Rec. Dept. will meet annually, or more frequently as may be needed, to develop a master scheduling calendar for the upcoming school year. This yearly scheduling shall be completed no later than May 15, for Parks & Rec. Dept. and School District programs and activities occurring during the first semester of the school year, and no later than October 1 for Parks & Rec. Dept. and School District programs and activities occurring during the second semester of the school year and through the end of June, and shall be incorporated into the School District's and Parks & Rec. Dept. Master Calendars for the upcoming fiscal/school year. Once the master schedule has been developed, it shall be the responsibility of each party to schedule their respective activities and events within the agreed upon timeframes. b. It is understood and agreed upon by the School District and City that there may be an occasion when either party may need to utilize the facilities in order to accommodate special use, as the need arises. However, the parties understand and,agree that neither shall offer a program or activity which is not previously scheduled, without first obtaining the approval of the other. C. Therefore, upon a minimum of fourteen (14) days written notification by School Superintendent or . Director of Parks and Recreation, either party may request a modification of the usage schedule set forth. By mutual agreement of the parties, the schedule set forth may be modified. If special circumstances make it impossible for either the School District or City to cancel or change the scheduled use ; each party will provide best effort to find an alternative date. Under these circumstances, both parties hereto, agree that the scheduled event shall take priority over any attempted change. However, the parties understand and agree that neither shall offer any program or activity which is not previously scheduled, without first obtaining the approval of the other. Additionally, at those times when either the School District the Parks and Rec. Dept. has the scheduled use of the facilities for a particular activity but elects not to use the facilities for that activity, nothing herein shall preclude the other party's use of the facilities for a particular activity but elects not to use the facilities for that activity, nothing herein shall preclude the other party's use of the facilities upon written request to the other party for such use and receipt of written clearance for such use form the other party. d. The Governing Bodies of each public entity, namely the City Council for the United City of Yorkville, and the Board of Education of the Yorkville Community Unit 3 School District No. 115 reserve the right to act as the final authority in determining the use of the their respected facilities and services when either body deems the action to be in the best interest of the respective public entity. 6. OPERATIONAL COSTS. a. The School District and City agree neither parry will exchange dollars or compensation for use of the facilities, grounds or Police Officer Services, as described herein. It will be the responsibility of each party utilizing the other's property and facilities to return the condition of the facility or property to the same state it was found. b. The School District and the Parks and Ree. Dept. will provide " adult staff (18 years and older) with a key to the designated facility, building or area to allow access without the need of having additional personnel present. Each party hereto, will be responsible for seeming the facility, building or area upon leaving C. The City assumes the responsibility for deactivating and/or activating the alarm when using a school building, if school personnel are not present or available for this task. The City shall pay established false alarm fines if set off by City employees. d. The City will give consideration to interested off duty school personnel when hiring for program staff, though final determination will be based upon several variables including but not limited to an applicant's qualifications, background experience, and budgetary limitations. 7. PERIODIC REVIEW OF AGREEMENT. a. The School District and the City recognize and understand that this Agreement provides for the optimum use of the physical facilities being provided by the taxpayers of each entity. It is therefore recognized by both the School District and the City that there will be a need from time to time, for periodic review and modification of the schedule set forth after formal adoption and execution of this Agreement. Such reviews shall take places _ - : or as needed, at the request of either the School District or the City. b. The parties agree that this Agreement shall be in full force and effect for a period of three (3) years. This Agreement may be reviewed by the parties annually at which time the Agreement shall be extended for an additional three (3) year period. Notwithstanding the foregoing provision, six (6) months prior to the anniversary date of this agreement, the City and School District ad hoe committee will meet to evaluate operational expenses incurred by each body and to evaluate the shared margin. The goal established by this agreement is that neither party incur a financial burden, and have an expense gap not to exceed 20% either way. C. At the conclusion of a period of three (3) years from the date indicated at the signing of this agreement, both parties will evaluate this agreement in its entirety for 4 philosophical, and overall benefits for both parties. If the agreement is not renewed at the conclusion of the three year period, the use period will expire at the end of the active program season. 8. HOLDHARMLESS AND INDEMNIFICATION. The City shall indemnify and hold the School District harmless and the School District shall indemnify hold the City harmless for any and all claims and causes of action that arise during the course of facility sharing and joint planning and joint development of future public buildings and amenities. 9. INTEGRATION OF ALL TERMS INTO AGREEMENT. This Agreement contains all of the terms, conditions and agreements between the parties hereto and no amendments, additions or changes hereto shall be valid unless attached hereto in writing and signed by the City and the School District. IN WITNESS WHEREOF, the parties hereto have, the day and year first above written, signed and executed this Agreement by virtue of authority given and granted by the respective corporate authorities of the parties hereto. THE UNITED CITY OF YORKVILLE By: Mayor, United CITY of Yorkville Attest: United CITY of Yorkville, City Clerk YORKVILLE COMMUNITY UNIT SCHOOL DISTRICT #115 By: President Attest: Secretary 5 y � � bm ° i L y R.H. Locke, President `' . Fox Metro J.K. Det Vice President J.S. Sotirir, Secretary & Clerk M.C. Funkey, Treasurer Water Reclamation District A.E. Heriaud, Trustee 682 State Route 31 • Oswego, Illinois 60543-8500 T.F. Muth, District Manager FAX (630) 892-4394 D.C. Ingemunson, Attorney Engineering Inquiries (630) 301 -6882 G.V. Griffin, Engineer Inspections (630) 301 -6811 March 7, 2007 Mr. Dave Mogle Director of Parks and Recreation City of Yorkville 908 Game Farm Road Yorkville, IL. 60560 Dear Mr. Mogle: I am in receipt of your request to eliminate the 6" sanitary sewer stub provided by Fox Metro for your facility at Kennedy Road and Galena Road in Yorkville. An inside drop connection to our manholes is not allowed by Fox Metro except in extreme unsafe conditions. In this area you have adequate room to make the connection at the 6" connection provided, even though it may be much deeper than necessary. To try and patch the existing opening at our manhole may be difficult due to outside water table pressure and may not stay secure over time. Too say it is too costly to connect to the stub provided is not an unsafe condition. Fox Metro would like you to use the connection provided. You will need a permit from us with the name of your bonded contractor before you can start. Fox Metro will waive connection fees for the City of Yorkville. If you have any questions please call me at 630-301-6804. Very Truly Yours, FOX METRO WATER RECLAMATION DISTRICT *7 a. wtv� Jeffrey A. Humm Engineering Supervisor MEMORANDUM TO: Yorkville Park Board FROM: Dave Mogle (1D✓Yt), Director of Parks and Recreation RE: New Business DATE: March 22, 2007 WYNSTONE PARK Staff will revisit a development presentation that occurred over a year ago concerning a small park in a multi family development near Raintree. The purpose of this discussion is to give consideration to changing from taking the park site to taking cash and developing a nearby park in Raintree. YORKVILLE REDS BASEBALL PROPOSAL The Yorkville Reds Baseball Organization has contacted staff concerning their proposal that would result in the donation of funds to have the City build a ball field. An agreement would be developed where the field would be owned, maintained, and eventually fully operated by the City for youth baseball. A very rough draft proposal from the Reds Organization is included to describe their idea. I da J COMED RAIL EDWARDS HEALTHCARE OUTE�26 ROUTE 7 KIWANISPARK � r INTR E L AGE FOX HI ALA S X I EE I� JECT PROPER AIN R E PAR B W O TO HOMES X�-EU� PARK ON /� ALO COMED J� DEBT- G AIL I/ WI TT RID fi ® WINDETT RESERVE YELLOW OUTLINE INDICATES 1/2 MILE RADIUS FROM THE ROUT 47 FOLLOWING PARKS: 1) KIWANIS PARK 2) RAINTREE PARKA 3)WINDETT RIDGE PARK Page 1 of 1 Dave Mogle From: Loren Underhill [loren @did-ine.com] Sent: Monday, March 19, 2007 3:57 PM To: dmogle @yorkville.il.us Cc: Steve Hanson Subject: Parnership Field Dave, Attached is a very rough conceptual agreement between the Yorkville Reds and The Parks and the Parks Board to form a partnership to install a baseball field or fields. It still needs some work but we think you'll get the basic intention of the agreement. Let us know what you think or what the next step is. Thanks for your consideration. Steve Hanson Loren Underhill Yorkville Reds Baseball Organization i I I I i I it 3/20/2007 I Yorkville Reds/Yorkville Parks and Recreation Field Development Partnership .The Yorkville Parks and Recreation Department and the Yorkville Reds Youth Baseball organization agree as follows: The Yorkville Reds will enter into a partnership with the Yorkville Parks Board to develop a baseball field at a site designated by the Yorkville Parks and Recreation department. The Yorkville Reds will provide funding up to $ 15,000 for the cost of materials to install the field. Yorkville Parks and Recreation Department will supply the labor to install the field. In consideration of the above donation the YORKVILLE PARKS AND RECREATION DEPARTMENT will: • Provide usage of the field to the Yorkville Reds Sunday through Saturday, from March 1 , to September 30, for 5 consecutive years. The Reds will submit a field schedule to the Yorkville Parks and Recreation Department by March 1 of each year. Open dates may be used to schedule other activities by the Parks and Recreations Department. • The YORKVILLE PARKS AND RECREATION DEPARTMENT will provide the labor and maintain the facility during the agreement. • After the 5 year term has commenced, the Yorkville Reds will have first right to rent the field from the YORKVILLE PARKS AND RECREATION DEPARTMENT • Allow the Yorkville Reds to rent fields from the YORKVILLE PARKS AND RECREATION DEPARTMENT for the 2007 season or until the field has been developed. The Yorkville Reds will provide the Yorkville Parks and Recreation Department with a certificate of insurance with the YORKVILLE PARKS AND RECREATION DEPARTMENT as an additional insured. The Yorkville Reds agrees to indemnify and hold harmless the YORKVILLE PARKS AND RECREATION DEPARTMENT against any and all claims, losses, suits and damages against the YORKVILLE PARKS AND RECREATION DEPARTMENT arising, directly or indirectly out of the use of the YORKVILLE PARKS AND RECREATION DEPARTMENT premises or performance of this agreement, specifically including any claims resulting from any act or omission of this agreement and the YORKVILLE PARKS AND RECREATION DEPARTMENT, individually, and or jointly and severally. The Yorkville Reds shall follow and abide by the YORKVILLE PARKS AND RECREATION DEPARTMENT Rules and will be considered a CLASS A renter in accordance with the YORKVILLE PARKS AND RECREATION DEPARTMENT'S current rental classifications. The Yorkville Reds and the YORKVILLE PARKS AND RECREATION DEPARTMENT also agree to Addendum 1 (Attached). YORKVILLE PARKS AND RECREATION DEPARTMENT Yorkville Reds Signed: Signed: Title: Title: Date: Date: ADDENDUM 1 The Yorkville Reds and agree to the following: 1 . All improvements to the area will become the property of the YORKVILLE PARKS AND RECREATION DEPARTMENT. 2. The Yorkville Reds will not sub-lease the field. 3 . The YORKVILLE PARKS AND RECREATION DEPARTMENT will provide general mowing of the area. 4. Any damage to the field or field improvements for any reason must be covered by the Reds and will not result in any additional rental credit, compensation or reimbursement by the YORKVILLE PARKS AND RECREATION DEPARTMENT to the Reds. 5. The YORKVILLE PARKS AND RECREATION DEPARTMENT will not provide any equipment for use by Reds. I I MEMORANDUM TO: Yorkville Park Board FROM: Dave Mogle (1D.Al), Director of Parks and Recreation RE: Additional Business DATE: March 22, 2007 WESTBURY DEVELOPMENT UPDATE For distribution is the document that we discussed at the March 8, 2007 Park Board Meeting, but that hadn't been copied for you. Staff will also inform the park board of recent happenings. i a Dave Mogle From: Warner, David S. [dwarner @freebornpeters.coml Sent: Wednesday, March 07, 2007 7:46 PM To: dmogle @yorkville.il.us; aprochaska @yorkville.il.us; John Crois ; John Wyeth; Joe Wywrot; Travis Miller; bdunn @eeiweb.com; edhuse @yorkville.il.us; MunnsPower@aol.com Cc: mferraguto @oadevco.com; patrick.hughes @ocean-atlantiacbm; mjf @ocean-atlantie.eom; Daniel J. Kramer Subject: Westbury Park Donation Dave As we discussed on February 16th, Ocean Atlantic will agree to donate the City 46 acres for neighborhood parks and pay the remaining amount as fee-in lieu. 31 acres will be south of Galena Road at the locations identified in the attached Park Open Space Plan dated January 24, 2007 and the remaining 15 acres will be north of Galena Road within a portion of the area designated as "R-3 Single Family B" in the attached 2007-1 -24 Annexation Exhibit. (A revised plan will be prepared if the City chooses this option). Alternatively, the City can choose to forego the 15 acre donation and Ocean Atlantic will add an equivalent amount into its fee-in-lieu payment. Finally, Ocean Atlantic will agree to improve the parks to meet all ASTM, CPSC, and ADA requirements with any costs being reimbursed only after the fee-in-lieu is collected. The language we are proposing in the Annexation Agreement is as follows (if the City chooses to take the 15 acres north of Galena): B. The DEVELOPER is the contract purchaser of 53 acres north of Galena Road as depicted in Exhibit G. ("North Galena Road Parcel'). .Within two years of the Effective Date, the DEVELOPER shall convey, and the CITY shall accept, fee title to the 15 acres of property within the North Galena Road Parcel depicted in Exhibit G ("Galena Park Parcel'). Upon conveyance of the Galena Park Parcel, the CITY.agrees to annex the 53-acre North Galena Road Parcel in its entirety and to develop and use the Galena Park Parcel solely for the public recreational uses of the CITY. In addition; on or before the approval of a Final Plan that includes a park parcel depicted on the Concept PUD Plan ("Neighborhood Park Parcel'), the DEVELOPER shall convey to the CITY, and the CITY shall accept, such Neighborhood Park Parcel. The Neighborhood Park Parcels are depicted on the Concept PUD Plan as follows: 1 . Neighborhood Park Parcel A consisting of five acres; 2. Neighborhood Park Parcel B consisting of five acres; 3. Neighborhood Park Parcel C consisting of five acres; 4. Neighborhood Park Parcel D consisting of four acres; 5. Neighborhood Park Parcel E consisting of ten acres; and 6. Neighborhood Park Parcel F consisting of two acres. C. The DEVELOPER agrees that it shall have the right to design and install, at the DEVELOPER's sole cost, playground facilities and other amenities of a kind, quality, and in locations, at each of the Neighborhood Park Parcels depicted on the Concept PUD Plan ("Neighborhood Park Improvements'). The Neighborhood Park Improvements shall meet all current ASTM, CPSC and ADA requirements for playground standards. D. The DEVELOPER shall satisfy the remaining 18.75 .acres of its parks contribution by payment of a fee-in-lieu equaling One Million Five Hundred Thousand Dollars ($1 ,500,000) ('`Park Fee- 3/8/2007 i 1QSGLVIL in-Lieu"). The Park Fee-in-Lieu shall be payable to the CITY on a pro-rata basis at the time of issuance of a building permit for each dwelling unit. The DEVELOPER shall receive a dollar for dollar reimbursement from any Park Fees-in-Lieu collected by the CITY in an amount equal to the cost of the Neighborhood Park Improvements designed and constructed by the DEVELOPER. The DEVELOPER shall be required to provide the CITY written invoices evidencing the cost of the Neighborhood Park Improvements prior to receiving any reimbursement and in no event shall the DEVELOPER be entitled to a total reimbursement in excess of the Park Fee-in-Lieu. E. In the instrument conveying any land to be donated hereunder, or by separate agreement, the DEVELOPER shall reserve or receive such utility, roadway, drainage, construction and access easements and rights-of-way as may be necessary to facilitate the development of the Property. Such instrument of conveyance shall also provide that the grantee of the land to be donated shall agree to convey any additional easements or rights-of-way for such purposes as may be necessary to carry out the purposes of this Agreement. F. The DEVELOPER shall maintain the Galena Park Parcel and the Neighborhood Park Parcels to be donated to the CITY pursuant to this Agreement until such Park Parcels are accepted by the CITY at which time the CITY shall become solely responsible for the improvement and maintenance of such property. 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