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Park Board Packet 2007 04-12-07 YORKVILLE PARKS & RECREATION DEPARTMENT Administration Office — Riverfront Building 201 W. Hydraulic St Yorkville, IL 60560 630-553-4341 Park Board Agenda Thursday, April 12 , 2007 7:00 p.m. - Park Board Meeting Old Post Office Building Call to Order: Roll Call: Chris Rollins, Ken Koch, Van Truman, Debbie Horaz, Kelly Sedgewick, 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 22, 2007* Bills Review: Cash Analysis* Bill List* Old Business: Edward Hospital Development Grande Reserve Regional Ball Diamond Update Townes at Windett Reserve Development YMCA Partnership Proposal Update New Business : Grande Reserve Park A Concept Plan Prairie Gardens Trail Hiding Spot Park Renovation Update City Appreciation Dinner Reports: Parks Report Recreation Report - Tournament Requests i I Additional Business: Fox Hill Park Baseball Storage Shed 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. Adjournment: Next meeting: April 26, 2007 *Items needing Board approval or recommendation i Page 1 of 6 I UNITED CITY OF YORKVILLE Yorkville Parks & Recreation Department Board Meeting Administration Office — Riverfront Building, 201 W. Hydraulic St. Thursday, March 22, 2007, 7pm i I i Call to Order: The meeting was called to order at 7: 10pm by Chairman Chris Rollins. Roll Call: Board members present: Chris Rollins, Ken Koch, Van Truman, Debbie Horaz, Kelly Sedgwick. It was noted that former Board member, Gary Golinski, had been appointed as an Alderman. Introduction Of Guests, City Officials And Staff: Also present: Director of Parks and Recreation — David Mogle Superintendent of Recreation — Sue Swithin Superintendent of Parks — Scott Sleezer Park Planner — Laura Haake Steve Hanson — Yorkville Reds (out of sequence) New Business: Yorkville Reds Baseball Proposal: Chairman Rollins said this item of the agenda would be discussed first with guest, Steve Hanson of the Yorkville Reds. Mr. Hanson said he had been working with Mr. Mogle for field time for the baseball team and also regarding the installation of a baseball field on City property. His team volunteered to incur the cost of materials and labor and hoped to work out an agreement to play there rent-free for a few years. After that, the team hoped to have first right to rent the field. Mr. Koch said there would be a benefit to both parties. Mr. Truman concurred, but many questions need to be addressed. Possible locations were discussed with the following suggestions: Hoover, in a new subdivision or in a potential park. Kimball Hill (which has grant money) and Prairie Meadows were other possible locations. Chairman Rollins said design considerations and location could be influenced by the age groups. Chairman Rollins said his only concern was whether or not this would set a precedent for other requests. He set forth a possible scenario of a similar request and large offer of money. But, he added that this baseball field serves local persons and enhances i Page 2 of 6 recreation. He compared it to a private group contributing cash to build a public amenity. Mr. Mogle said that any such partnership should be a win-win situation. Mr. Truman reminded the Board that it had issued a request for proposal soliciting such private/public ventures. He did not feel that it would set a bad precedent. Ms. Horaz said the team could possibly donate their resources and then receive the exclusive right to use the field. A multi-year agreement was suggested by Dave Mogle with a percentage of field time being awarded to the team each year and by the fifth year, there would be a higher percentage of public time. An idea to seek tournament users to generate money for the City was made by Scott Sleezer. He also asked if one field would be sufficient. Mr. Hanson replied that the team , has some influential people behind their cause and the team will also be doing find- raising. He thought one field would be adequate for now until the results could be judged. The ball field could also be improved with fences, etc., over a period of years. It was also thought that an "area" park rather than a "neighborhood" park should be used so there is no conflict. Mr. Hanson stated that he had looked at private property, but it was too expensive. He needs to guarantee that he will have a spot for 6 teams to play and this is why they are seeking partnerships. He said that 80% of the players are Yorkville residents and the group is considered non-profit. The team will need space on Tuesday and Thursday and will need 3 ballfields. Mr. Mogle said the City must be open to partnerships and Mr. Rollins added that as open space decreases there will be more pressure from special interests. He posed the question — is the City opening itself to litigation when some ideas are not appropriate for the City? He cautioned that the Board must be careful as to how the agreement is structured. Kelly Sedgwick added that each individual situation must be weighed. He also said there is no real difference between this agreement and the team asking to rent a field at Grande Reserve each week. In conclusion, the Board concurred with the concept presented by the Yorkville Reds and Mr. Mogle was asked to research numbers and other details and this matter will be brought back to a future meeting. Mr. Sleezer added that the City would want to be responsible for the maintenance. Approval Of Minutes: The minutes of March 8, 2007 were approved on a motion by Van Truman and second by Debbie Horaz. Motion carried unanimously by voice vote. Page 3 of 6 Bills Review: Cash Analysis Bill List It was noted that one bill was already paid to avoid a late fee and there was a copy of the check. Ken Koch and Kelly Sedgwick moved and seconded to approve the cash analysis and bills list. Approved unanimously on a roll call vote: Rollins-yes, Koch-yes, Truman- yes, Horaz-yes, Sedgwick-yes. Old Business: School/Parks Agreement David Mogle said this item was brought back from the previous meeting with revisions having been made and he reviewed those changes. He would like to forward this to the School District for their approval. Once the School approves it, the agreement will be brought back to the Parks Board for formal approval. FY 07/08 Budget Mr. Mogle commented that there was minimal discussion of the budget at a recent C.O.W. meeting. It was also noted that the tennis court issue was not discussed and it is believed that idea is closed. The operating budget amount for Parks and Recreation is $1 ,586.878, up a little over $ 100,000 from last year. Specific points were then reviewed. The program fees will be changed and a second pre- school will be added. Additional money generated from the program fees is anticipated to be $255,000. Money can be transferred from one account to another, but the bottom line should not be changed. Ms. Swithin said that the concessions will increase. (It was also noted that the 05/06 concession revenue was misstated.) Hometown Days was decreased to $ 118,000 since not as much money will be realized from alcohol sales. She explained that vendors who sell liquor at 100% profit will not be allowed. Vendors must pay a fee for a booth space. It was also noted that approximately $4,000 net was raised in Beecher concessions last year. Less expensive bands will also be hired for the celebration. Cost of gasoline was also reviewed and Mr. Sleezer noted that is has been a practice to charge it to Public Works. However, Chris Rollins cautioned against the possibility of an unbudgeted charge to Parks budget, if the cost of gasoline suddenly rose. It is difficult to track the user and fuel use under this system. Mr. Mogle said that staff salaries are always the highest item in the budget and he said new staff will potentially be added. However, he said that additional staff will not be needed for Hoover maintenance since the Boy Scouts will have control of it until November. Mowing will need to be done at Grande Reserve, however. Page 4 of 6 A part time administrative assistant may convert to a full time position due to potential new developments coming in next year. That person would assist David, Sue and Scott. The full-time position was eliminated in the budget this year to allow time to evaluate the work since the Parks Department is located all in one building now. Van Truman suggested exploring some volunteer persons to assist in that capacity. Ms. Horaz suggested a program with the schools or enlisting the help of the newspaper with a story requesting volunteers. The telephone and intemet costs were decreased in the budget due to a new service package the City now has. Insurance costs for City employees was also discussed. The amount paid by the employee is $50 for the PPO, while the HMO is still free for the employee. The employee premium goes back into the general fund to offset the insurance expense. Mr. Mogle said there will most likely be further adjustments to salaries. Other brief points were made as follows: • There is a possibility of an intern for the Parks Department • Changes will be made as follows: travel expense changes will be $5,220 and $ 10,700 for training and conference. • $108,000 is the line item amount for Hometown Days. Capital Budget: It was noted that the budget amounts for the truck and the wing mower were incorrect. Mr. Mogle said the wing mower was a critical item so the Parks Department can be ready when Hoover comes on board. Land Cash: Mr. Mogle commented that a very large sum of money is associated with Whispering Meadows at this time. He also said that only about 5- 10% of the anticipated revenue from land cash has been received. A brief explanation of the budget problems was explained and he said $ 128,000 should be received by Parks before the end of the fiscal year. $ 10,000 was added to the budget for the next Oslad grant. The upcoming referendum was briefly discussed and David Mogle encouraged everyone to support it. It is a bonding program so it will have a low tax impact. Edward Hospital Development The Council asked City staff and David Mogle to research the possibility of acquiring a 15-acre wooded lot on the Edward Hopsital development site. David explained that the City will receive 1 . 1 acre of land cash plus one additional acre for a grant application. David, Scott and Mike Schoppe met with CorLands to discuss purchasing the entire wooded site. I Page 5 of 6 I A brief PowerPoint presentation depicted the appearance of the lot. Laura Haake said there were some quality trees, however, they are in the path of a proposed road. She said that the survey does not show where the quality trees are located. Mr. Sleezer said there are also ways of saving the trees besides buying the property. He said Travis Miller and some developers have been working on similar projects whereby different setbacks are used and conservation easements can also be set aside. Mr. Rollins said the Nature Foundation or Forest Preserve District could also be contacted. He commented that due to the poor quality of most of the trees, it is better suited for habitat than for recreation. And finally, it was noted that the annexation agreement allows one year to apply for a grant for this property. Mr. Mogle said the City will also be looking at a 80-acre parcel near Van Emmon to Rte. 126. He will work on a report with Travis Miller to present to City Council. Grande Reserve Regional Ball Diamond Director Mogle explained a problem that had occurred whereby a connector pipe was buried 16 feet deep - six feet below the water table. No riser pipe was installed to the concession stand thereby creating a problem. Fox Metro suggested a workable solution and it was decided to use that suggestion. A written agreement will be obtained as well as a permit and the work will be done to City specifications. New Business: Wynstone Park This matter came before the Park Board three years ago according to Director Mogle. It is a small park behind the Silver Dollar Restaurant and the development at this location will be geared towards empty nesters. A more passive area is desired there. Scott Sleezer said there needs to be a trail link from this development into Fox Highlands. According to Mr. Mogle, the developer will put a park in place at their own expense and would not ask for credit. It was decided to give them a trail easement and the City will take cash. Reports: Parks Report Westbury: Mr. Mogle said Westbury has requested to build their own playgrounds. He will send their attorney an email stating that the City is happy with their park sizes, however, there is concern about the playground issue. The Board also expressed concern over the listed value of $80,000 per acre. Travis Miller and David Mogle are currently working on this matter. Recreation Report — Tournament Requests A fundraiser tournament was discussed and Mr. Sleezer noted the Bristol Kendall Fire Department opted not to use their name and non-profit status for the tournament. Ms. Swithin said the City should not participate unless the donation was 100% for the recipient family. She and Scott will follow up on this matter. I Page 6 of 6 I Additional Business: Scott Sleezer presented a handout of costs for a mower purchase at a price of $9,388.08. This item is in the capital budget. There was no fin•ther business and the meeting adj ourned at 9:40pm on a motion and second, respectively, by Ken Koch and Van Truman. Carried unanimously. Minutes submitted by Marlys Young, Minute Taker �I II i MEMORANDUM TO: Travis Miller, Joe Wywrot, Superintendent Tom Engler, Brian Debolt, Carrie Hansen, Mike Schoppe, Scott Sleezer, Laura Haake FROM: Dave Mogie, Director of Parks and Recreation RE: School/Park Site, Townes of Windett Reserve DATE: April 9, 2007 As a follow-up to the discussion that was held between us regarding the boundary between park and school at the Townes of Windett Reserve Development, the City was to project what types of park facilities it plans for the park site. It was agreed that in making this determination, both the parkischool contribution for the Townes: of Windett Reserve Development due from the developer Wiseman-Hughes, and the adjacent park contribution from the Windett Ridge Development would be combined and viewed as a total "footprint" for how the school and park will be sited. The Park and Recreation Department has determined its needs will include a playground area and a flat multi-purpose activity field that could be used for soccer, baseball, touch football or an active recreational use unknown at this time. The multi-purpose field configuration may be dependent on moving the drainage swale to accommodate an area large and flat enough for the activities mentioned. The next step in the process would be for the City, school district and developer to meet again later this week or next for the purpose of agreeing on a boundary and the moving of the drainage swale accordingly. It is my understanding that the Townes of Windett Reserve Development will be an agenda item for the May Planning Commission meeting. JAF% cip 0 United City of Yorkville Memo 800 Game Farm Road EST �7 1836 Yorkville, Illinois 60560 Telephone: 630-553 -8545 o ® y Fax: 630-553-3436 <GE wv Date: April 3, 2007 To: Dave Mogle, Director of Parks & Recreation From: Joe Wywrot, City Engineer CC: John Crois, Interim City Administrator Travis Miller, Community Development Director Subject: Prairie Gardens — Pedestrian Trail The Prairie Gardens development agreement, approved in July of 2000, included provisions for a pedestrian trail around the perimeter of the residential part of the development. In August of 2001 , an amendment to the annexation agreement was approved that eliminated the trail in all areas except along the western property line and a "finger-link" to Garden Circle at the northwest corner of Garden Circle. Please refer to the attachments. I believe that the intent at the time was to extend a trail north from Greenbriar Road along the east edge of the Greenbriar development to perhaps Elizabeth Street. There are no easements in place, however, for this trail to the north or south of the Prairie Gardens development. I In 2002 the Greenbriar Unit 4 plat was recorded, which included a sidewalk easement across 1402 Walsh Drive to connect the Greenbriar development to the future trail along the west edge of Prairie Gardens. This sidewalk would also allow the residents of the Prairie Gardens development to access the park in Greenbriar. Recently a house was built at 1402 Walsh Drive and we have been requested by the owner to relocate the easement to the north about 25 feet to provide more separation between the future sidewalk and the house. Consequently, a plat of vacation and a new plat of sidewalk easement were placed on the Committee of the Whole agenda of March 20, 2007 for discussion. The committee directed that we get input from the adjacent property owners regarding the proposed easement relocation. All responses to date (over 50 from Prairie Gardens and 8 from Greenbriar) have expressed opposition to the construction of any connecting sidewalks, either in Greenbriar or Prairie Gardens. Since the elimination of these connecting sidewalks would affect the viability of any future trail system in this area, please place this item on the next Park Board agenda for consideration. If you need additional information, please see me. Schoppe DesignAssociates, Inc. Landscape Architecture and Land Planning 126 S. Main St. Ph. (630) 551-3355 Oswego, IL. 60543 Fax (630) 551-3639 April 5. 2007 Dave Mogle United City of Yorkville 800 Game Farm Road Yorkville, IL 60560 RE: Grande Reserve Park A Dear Dave: As per your request, please find attached 22 reduced size copies of the Park Design Concept dated 03-06-2007 for the April 12� Park Board meeting packet. Please call me with any questions or comments you may have. Sincerely, Schoppe Design Associates, Inc. Mark Harrison, RLA Senior Project Manager Attach. cc: Mike Schoppe - Schoppe Design Associates, Inc., w/o attach. MH/ld t ' f I % -1 k U y x Y w � i{ 1. I ` z r i MR, tea,® • eme 'Mom