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Park Board Packet 2007 04-30-07 YORKVIL,L,E PARKS & RECREATION DEPARTMENT Administration Office — Riverfront Building 201 W. Hydraulic St Yorkville, IL 60560 630-553-4341 Park Board Agenda Monday, April 30 , 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 - April 12, 2007* Bills Review: Cash Analysis* Bill List* Old Business: Park/School Agreement* YMCA Partnership Proposal Update Yorkville Crossing Update New Business: Park Naming Contest for Grande Reserve Park D I Reports : Parks Report Recreation Report - Tournament Requests Additional Business: 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: May 10, 2007 *Items needing Board approval or recommendation I I I I Ii UNITED CITY OF YORKVILLE Yorkville Parks & Recreation Department Board Meeting Administration Office — Riverfront Building, 201 W. Hydraulic St, Thursday April 12, 2007, 7pm Call to Order: The meeting was called to order at 7:05pm by Chairman Chris Rollins. Roll Call: Board members present: Chris Rollins, Ken Koch, Van Truman, Debbie Horaz, Kelly Sedgwick. 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 Approval of Minutes: The minutes of March 22, 2007 were amended. Van Truman pointed out that on Pg. 3 the operating budget for Parks & Recreation had a typo. There should have been a comma instead of period in the amount. Dave Mogle pointed out that on Pg. 4 the upcoming referendum should be referenced as the upcoming Forest Preserve District referendum. Van Truman moved and seconded by Sue Swithin. Motion carried unanimously by voice vote. Bills Review: Cash Analysis Bill List Checks have been circulated for signatures. Van Truman had a question about the budget deficit. Dave Mogle has mentioned the deficit to be carried over to the next fiscal year. Chris Rollins entertained a motioned to approve. So moved by Ken Koch and seconded by Van Truman 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: Edwards Hospital Development: There was much discussion on the development of a recreational park or some type of activity trail on the 2. 1 acres available. The Board mentioned a recommendation to be made to keep the trail out of the woods. The trail could possibly go around the perimeter of the facility. By consensus, a recommendation was approved to propose a trail/linear park to the developers. The trail could be made wider to accommodate picnicking and the addition of benches. Pg. 1 of 4 Grande Reserve Regional Ball Diamond: Adding a commercial building for a concession stand was discussed. It was estimated that the concession stand will be up and operating by early May. The lights have been tested and they look great. Other items discussed were the installation of a green snow fence, shrubs on order and residents concern for a natural fence. Townes at Windett Reserve Development: Yorkville was to project what types of park facilities it plans for the park site. Both the park/school contribution due from the developer Wiseman Hughes, and the adjacent park contribution would be combined and viewed as a total "footprint'' for how the school and park will be sited. YMCA Partnership Proposal Update: Discussed were the plans to break ground the fall of 2008 and that Mogel was to meet with YMCA next week Tuesday to discuss involvement. There will be a presentation at the next board meeting and it was asked that this be an agenda item for the April 26, 2007° meeting. It was not sure if we can legally build on a piece of property that someone else owned but it turns out that it can be done. The YMCA has an agenda, a timetable, and a plan for the things they intend to do. The Board doesn't want to turn away any potential partners, but it doesn't necessarily mean that their timetable is the City's timetable or their priorities our priorities. The Board voiced concerns with the YMCA's desire to install an indoor pool and other things that would help their membership situation, but were things that didn't balance in what Parks & Rec needs (for instance an activity center or a gymnasium where Parks & Rec would have primarily control over the programming of that space). The Board was concerned if they could count that happening with a YMCA partnership. A survey is coming out and it would behoove Parks & Rec to see what the results of the survey is before proceeding and making it part of the larger plan. The survey will test the waters for what the demand is. A more elegant way to defuse some of the issues is to remind ourselves where we are getting our marching orders about what we are trying as a body here on behalf of the city. If we get that information from the residents, to say what we need as a community at large. New Business: Grande Reserve Park — A Concept Plan: Speaker Mark Harrison presents a concept plan of the Grande Reserve Park. The plan shows the 5 acre site being divided into baseball field(s), a soccer field and a tree house theme park. The budget for the Grande Reserve Park is $ 116,000. Parking will be added in phase 2 and Mr. Sleezer will create proposals to send to manufacturers. Special Business: Representatives of Yorkville Youth Baseball, Pete Athens & John Pakel, expressed concerns about the allocation of fields to other organizations on Tuesdays & Thursdays. They are requesting more practice time for approximately 4 to 5 Pg. 2 of 4 weeks; the remaining Tuesdays & Thursdays through April and the first few weeks in May. Athens and Pakel are to meet with Dave Mogel, Scott Sleezer and Sue Swithin @ 1 :00 p.m. Friday April 13th to discuss in further detail. Parks & Recreation resumed discussion on field allocation later in the meeting. They feel that they have accommodated Yorkville Youth Baseball to the schedule that they have submitted. Parks & Recreation have not wavered from the terms of the agreement with Yorkville Youth Baseball. Also Parks & Recreation owns the fields and still have the final say on the allocation of the fields for the time & days that are not under contract. Hopefully a resolution can be achieved in tomorrow's meeting. Prairie Gardens Trail: Mr. Mogel presented the board with historical background on the vacation of the sidewalk. Mr. Rollins mentioned that when the City ended up taking the trail easement for Prairie Garden, it was done because this was originally an age restricted development where they didn't want a park. A homeowner who owns a lot adjacent to where the sidewalk would connect Prairie Gardens with Green Briar petitioned the city and asked if they would consider moving the sidewalk 25 ft north so he can have more use of the land. When that became known to the City Council, they suggested the engineering staff go back and survey the community. 58 out of the 60 residents were against the trail easement. Mr. Mogle, questioned if the board wanted to go forward? Mr., Rollins felt that they didn't want to abandon the trail easement as it is a part of a larger plan of Yorkville's trail system. The City may have to look at this from a standpoint of what constitutes a greater public good. One property owner may be satisfied by moving the trail 25 ft, but there could be an issue with another property owner. Sometimes it is necessary to take a neutral position; stating that the trail is probably positioned in the best place it can be and it is understood that it can be perhaps a privacy issue which can be addressed by putting in tall natural plantings to create a buffer. Other items discussed were the need to think about buffering being much larger than it ordinarily would be when we need to put a sidewalk in between people's homes, deviating the trail to avoid the detention area and using natural plantings or a low guard rail along the trail to block the slope. . The consensus was not to abandon the trail easement. It was recommended to send a letter to each of the 2 homeowners announcing what the City's intentions are with the easement; eve if a sidewalk isn't put in now, this lets them know where the Board stands on the issue. There is still an issue of how to connect the trail at the North end of it however there are still a lot of options available such as vacant lot spaces and Parfection which still hasn't develop yet or built out. Dave Mogle & Laura Haake are updating the trail map. Pg. 3 of 4 sill Hiding Spot Park Renovation Update: Scott Sleezer talked about a musical theme park. He met with the Vice President of Game Time to let him know that the Board is interested in creating a partnership with them where the City would have some control on how the park gets designed and he seemed very interested. It was discussed to purchase some elements of the playground through U.S. Communities, where companies offer equipment at a discounted price, which could perhaps as much as double the value of the budget of $60,000. As a promotional tool, a video could be created of the park being developed, which could be showcased at the National Park & Recreation Show in Indianapolis in September ' 07. City Appreciation Dinner: The City Appreciation Dinner is scheduled for the night of April 26th which conflicts with the next scheduled Park Board meeting. The meeting has been cancelled and re- scheduled for Monday April 30th @ 7:00 p.m. Reports: Parks Report: No report Recreation Report: Great Report. Other municipalities were amazed at all of the activities that we have going on. Additional Business: Fox Hill Park Baseball Storage Shed: A baseball storage shed has been donated to the Fox Hill Park. There is a proposal by a contractor who offered to build the shed as long as he can put his name on it. Parks & Recreation will have final say on the size & shape of the advertisement. Caboose: Mr. Mogle announced that the purchase of the green Caboose was approved. The cost of the Caboose is $24,000. The Caboose will eventually be located at the Whispering Meadow Park. Bids need to be receive for the restoration of the Caboose. If the caboose isn't moved after purchase, the city will be charged $ 1 a day storage fee. There was no further business to discuss and the meeting was adjourned at 9:35 p.m. on a motion and a second. Carried unanimously. Minutes submitted by Jean Dlugopolski, Minute Taker Pg. 4 of 4 THE INTERGOVERNMENT COOPERATIVE AGREEMENT OF THE YORKVILLE COMMUNITY UNIT SCHOOL DISTRICT 4115 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 #115 (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 I 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 & Ree. 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: 1 . 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. 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 Master Scheduling Calendar 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. Department's individual Master Calendars for the upcoming fiscal/school year. Once the Master Scheduling Calendar 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 parry 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 in the Master Scheduling Calendar, 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 Master Scheduling Calendar set forth. By mutual agreement of the parties, the Master Scheduling Calendar 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 previously approved in the Master Scheduling Calendar, each party will provide best effort to find an alternative date. Under these circumstances, both parties hereto, agree that the scheduled event in the Master Scheduling Calendar 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 in the Master Scheduling Calendar, 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. 3 i 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 School District No. 115 reserve the right to act as the final authority in determining the use of the their respective 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 party 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 Rec. 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 securing 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 place quarterly 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. 4 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 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. To the extent permitted by law, and subject to the terms of this Agreement, each Parry shall indemnify and hold harmless the other of and from any and all losses, claims, damages, liabilities and obligations of any kind and description, including reasonable attorney fees incurred by such Party in defending or settling such losses, arising out of or in connection with being party to this Agreement or the use of the other Party's facility, provided the liability for which indemnification is sought is caused in whole or in part by the indemnifying Party. Notwithstanding anything to the contrary contained herein, the obligation created hereunder shall not apply to any loss, claim, damage, liability, or obligation where the conduct of the Party seeking indemnification, whether negligent or otherwise, caused, in whole or in part, such loss, claim, damage, liability, or obligation. 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 5 Attest: Secretary �I I i 6 Yorkville Parks and Recreation and Grand Reserve Elementary School Present ... . Me I out Pqtk Guidelines for Naming the Park: Use the character counts pillars when choosing a park name. -Respect -Caring -Citizenship -Trustworthiness -Responsibility -Fairness Requirements for Grades: Kindergarten-1st Grade: Two Sentences explaining your park name, why you named it and a picture of the park. 2nd Grade —4th Grade: A paragraph explaining your park name, why you named it and a picture of the park. 5th Grade-6th Grade: A full page essay explaining your park name, why you named it and a picture of the park. Dates: Thursday April 26th @ 2:30– Assembly introducing Name the Park Contest Friday May 4th—Essays due back to teachers. Teacher choose 3 best in class and class votes on the one best. Monday May 7th—Student Council picks best in each grade. Tuesday May 8th—Display top parks in main entrance on building. Wednesday May 9th—School votes on best park name. Yorkville Parks and Recreation and Grand Reserve Elementary Sehool Present ... . Me II out Pak I Entry Form Requirements far 5th Grade-6th Grade: A full page essay explaining your park name, why you named it and a picture of the park. My Park Name is Explanation: Yorkville Parks and Recreation and Grand Reserve Elementary School Present ... . me our Patk Entry Form Requirements for 2nd Grade-4th Grade: A Paragraph explaining your park name, why you named it and a picture of the park. My Park Name is: Explanation: DT @ws Fob mm Nwou Yorkville Parks' and Recreation and Grand Reserve Elementary School Present ... , Me out Pak Entry Farm Requirements for Kindergarten-1st Grade: Two Sentences explaining your park name, why you named it and a picture of the park. My Park flame ig: Explanation: Bmw PH"@ mm Woo lim PAR A RECREATION Yorkville Parks & Recreation Dept. 908 Game Farm Rd. Yorkville, IL 60560 630.553.4357 630.553.4360 fax e-mail: recreation @yorkville.ilms TO: Travis Miller, Community Development Director 29M FROM: Dave Mogle, Director of Parks and Recreation RE: Yorkville Crossings Comments DATE: April 13, 2007 The five acre park and beach area described on pages eight and nine was discussed at a park board meeting on July 13, 2006. The presentation was done by Mike Schoppe and it was asked that the park board consider accepting, along with the park and beach area, a thirty acre lake. The lake, park, and beach area were to be the Developer's contribution to satisfy the City's Land Cash requirement. The Park Board chose not to take the contribution in lake and land (which came together as a "package") but rather cash, the main reasons being the liability of the lake, the fact that the lake was less than half the size we originally thought it would be, and its physical shape did not make it attractive for recreational use. In the Modification to Annexation, page 8 of 14, the Developer has correctly noted the City will be taking cash-in-lieu of land. I would like to pose a possible consideration if it is not too late in the agreement process. Since the decision of the park board not to take the lake and five acre park, interest has grown for a park especially to be used for owners and their dogs. A fenced park, four to five acres in size where dogs can run off-leash under supervision of their owners, and that has a water access for certain breeds would be ideal. This is a national trend and these types of parks can be made quite attractive with turf, shade shelters, and attractive fencing. The area of Yorkville Crossings is centralized within Yorkville with growing density, making it difficult for dogs to have opportunity to nun freely. Turning four or five acres into a "dog park" in this area would not disadvantage park opportunities for "people" because a multi acre park in the Autumn Creek Development just to the east is scheduled for construction this summer. It should be noted, however, that there is still no interest in taking on the management of the 24 acre lake, rather our interest would be limited to the park, beach and shoreline. Furthermore, it would be necessary for the park board to review and approve this direction at a park board meeting. It should also be noted that if this consideration turned into a reality, we have a park name chosen. It would be named "Jumbo Park" in memory of Yorkville's first Canine Officer (Police Dog) which passed away last August Of 2007..