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Park Board Packet 2007 07-12-07 Yorkville Parks & Recreation Department Administration and Recreation Office 201 W.Hydraulic St Yorkville,IL 60560 630-553-4357 Park Board Agenda Thursday, July 12, 2007 7:00 p.m. - Park Board Meeting Administration and Recreation Office Call to Order: Roll Call: Chris Rollins, Ken Koch, Van Truman, Debbie Horaz, Kelly Sedgwick Introduction of Guests, City Officials and Staff: 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 - June 28, 2007* Bills Review: Cash Analysis* Bill List* Old Business: Parks and Recreation Dept. Vision and Mission Statements* Future Staffing Needs* New Business: Heartland Circle Park Conceptual Plan* Recreation Programs for Special Populations Scholarship Policy Review for Special Recreation Programs* Donation/Gift Procedure Reports: Director Report Parks Report Recreation Report Additional Business: Future Meeting Schedule &Agenda Items 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: July 26, 2007 *Items needing Board approval or recommendation UNITED CITY OF YORKVILLE Parks and Recreation Department Board meeting Administration Office — Riverfront Building, 201 W. Hydraulic Street Yorkville, IL 60560 Thursday June 28, 2007 Call to Order Chris Rollins called the meeting to order at 7:05 p.m. Roll Call Chris Rollins, Ken Koch, Van Truman, Debbie Horaz and Kelly Sedgwick (arrived at 7: 17 p.m.) Introduction of Guests, City Officials and Staff Director of Parks and Recreation--David Mogle; Superintendent of Parks — Scott Sleezer; - and Park Planner — Lara Haake; Tim Evans, park and recreation staff, Ryan McReynold, park and recreation department intern; Shay Rosborough, park and recreation intern; Joe Plocker, Alderman Ward 2; and Drew Daniels, Sexton Development. Public Comments Park and Recreation Department interns Ryan McReynold and Shay Rosborough were introduced to the board. McReynold is in charge of the car show at Hometown Days and Rosborough is organizing the pet parade. Both of the college interns also have other responsibilities in the department. Director of Parks and Recreation Dave Mogle said both interns have worked hard and the department is very appreciative of their work. Approval of Minutes Minutes from the June 14, 2007 Park Board meeting were approved with one change. On Page 2 under Old Business Mogle said the words "in lieu of should be changed to "in exchange for" under the beverage contract section. Ken Koch made a motion to approve the minutes. Van Truman seconded the motion. The motion was unanimously approved by voice vote. Presentations Drew Daniels with Sexton Development presented a plan regarding the Rob Roy Falls development. Daniels said the plan has evolved since it was first brought to the city several years ago. The current plan is the "latest and greatest," he said. It features a mix of commercial and residential development. The project would be built in several stages. The commercial area along has more than 1 million square feet of space. Daniels sees that being built in 5-7 year increments lasting three phases. Although the development will take place in stages, Daniels said the entire site will be mass graded once building begins to put the detention area in place. Daniels said the project engineers have a good handle on where everything should be placed. The orange lines on the provided maps are considered trails and walkways. Daniels said there are quite a bit of them in the proposed senior housing area. Daniels then added that all of the parks planned in the development are private. Chris Rollins said the retail development looks like there are three good-sized stores. He asked if there were any restrictions on whom the end users would be or if the developer had targeted certain stores. Daniels said that those three big boxed will drive the rest of the commercial development. Although nothing is set yet, they're hoping to attract a clothing store, a home improvement store and a store that sells a variety of items. Koch asked about the nature of the senior housing. Daniels said it will feature a variety of housing types including duplexes and ranch homes. Daniels said the senior housing section won't have any children. He said Sexton Development has done a fiscal impact study for the schools. Ninety eight percent of the development is in the Plano School District. And the impact to the Yorkville School District should be zero, Daniels said. The Rob Roy Club portion of the development should bring about 50-70 children. The club is more of a targeted community. Daniels said it's being described as an equity-free club. Residents would put a down payment to get into a unit and they would pay monthly to live in the homes. "It's a unique product we think might work out here," he said. Truman asked what types of amenities were planned for the development. Daniels said the amenities would feature putting greens, a pool and standard amenities in the senior complex. He added the length of the 300-acre detention pond is such that it could host water skiing events. There are only a handful of facilities in the country able to host such events. Truman said he likes the water sports idea. He added that any spectator area wouldn't have to be a hard surface. The developer could berm the sides of the detention pond and make a picnic area for spectators. Rollins asked about the plans for Rob Roy Creek. Daniels said the brush would be cleaned up to make the waterway look nicer and it would follow a conservation design. Park Superintendent Scott Sleezer said typically the Park District would ask for a 20-foot path along the creek. And while the trail would need to meet city requirements, the city doesn't necessarily need to own the pathway. While on the topic of trails, Rollins said there would be no reason for the city to own any of the trails in the senior housing portion of the development since the trails aren't intended to connect to any of the regional trails. Rollins asked what the characteristic of the creek would be with all of the proposed changes to the land around it. Daniels said that the developer isn't allowed to discharge anything into the creek and that improvements would be made to the area around it. Good trees on the property would be saved when possible. Rollins said that at this point he is just asking for coordination with the Park Board. Regarding connectivity of trails, Sleezer said the Park Board would like to see the trails connected to the south side of Route 34 at traffic-controlled intersections. He said he'd prefer to see a connection at Sycamore rather than at Diehl Farm Road. Also ideal locations would be at Cobblestone and Beecher roads. Sleezer said he'd also like to see a trail connection from the senior living area to the commercial area without having to go to the far southern trail and he would encourage a second access across the creek. Daniels then asked if any land/cash credit could be given for any amenities at Rob Roy Club. Rollins said if it's a private club, then no credit can be given. He said the board tries to strictly abide by the land/cash rules and regulations already determined. That policy has served the board well, he said. Developers make free choices about their product offerings and use what they build to attract people. Those decisions impact the city, Rollins said. The city's goal is to balance recreational activities. Daniels said that he believes a senior housing development would be good for the city. Rollins said that while it is good, there are drawbacks as well. Senior citizens generally don't vote for recreation issues when they come on the ballot. Rollins then asked if the developer had given any thought to a performance place in the commercial area. That is something that the Park Board might be willing to talk about. Daniels said that there are approximately 8 acres in the development set aside for a police station. However, if that land isn't used for a police station, it could be used for some type of an arena. But those 8 acres couldn't be relocated closer to the commercial development. Kelly Sedgwick asked if the developer would put more homes on those 8 acres if the police station doesn't go there. Daniels said that is something they'd have to work out. Mogle added if the police station doesn't go in that location, it might be a good site for a recreation center. Truman said the bottom line is that the Park Board needs to know what the land/cash value is of the development and more details about the trails. Sleezer said once that is figured out, the developer can come back to the board. Bills Review Truman said he noticed there are three bulbs out at the ball fields. Sleezer said he would check it out. The bulbs are supposed to be under warranty. Mogle added that bills from the Red Cross are coming to the board again because they needed to be split up. Last month the bills were approved under one amount, but they needed to be separated. i Sedgwick made a motion to approved the cash analysis and bills list. Debbie Horaz seconded the motion. The motion was unanimously approved by roll call vote. Koch, Rollins, Horaz, Sedgwick and Truman voted yes. Old Business Bike trails follow-up: Mogle said there's a strong desire by Mayor Valerie Burd to have linkages to the downtown area and she would like to see it happen as quickly as possible. Mogle said the intent is to have updated maps by the end of the summer and to get public feedback in the fall. Rollins said the many years ago when the city first embarked on a comprehensive plan for trails someone from the Chicago Area Transportation Study came to help the city determine how to position the trails. He said it might be a good idea to have that group return. Everyone agrees it would be nice to have trails go downtown. However, he said the trails need to be considered as part of an alternate transportation system. That dictates how the trails develop. The city needs to look at how the community is developing when deciding where trails go. Ideally, the trails need to go everywhere, Rollins said. They need to go to the schools and by the new library. It's important to keep it in balance and not to focus on any singular place. The current trail map takes all of these things into consideration, he said. As for speed, Rollins said the conceptual trail map outlines where the city would like trails to be and as property develops, those trails are added. It' s a timely process and it takes a lot of patience, he said. Ward 2 Alderman Joe Plocker said that his main concern is that the downtown be considered a central point in the community. Rollins said if the downtown is exciting and becomes an area where people want to go, then a trail would be natural. Current trail plans include trails for people to get to parks downtown. Koch said if the city could get an agreement with ComEd, there could be a trail connection to the riverfront park from Route 126. Haake said she recently sent letters to ComEd and the Illinois Department of Transportation. Once IDOT grants permission for the trail to cross at grade, then the project could move forward. Meanwhile, Haake said the department is working with Kendall County, the Kendall County Forest Preserve and surrounding communities regarding regional trails. Park Board members said the trail map is hard to read because the colors of the public and private trails are too close. I Whispering Meadows construction bid results: Mogle said he has nothing new to report. A bid in writing hasn't been submitted, but one should be forthcoming. The bid should be ready in time to go to the July 10 City Council meeting. Park and Recreation Department vision and mission statements: Mogle presented the updated vision and mission statements. He said the vision statement is long, but it is word-for-word what was discussed at the board retreat. The department staff got together and composed the mission statement. He said the mission statement is short and sweet and more meaningful than the previous one. The board gave unanimous consent in support of the mission statement. Meanwhile, board members were directed to review the vision statement and email any comments to Mogle. Park and Recreation public survey by mail: Mogle said the telephone survey proposal was perceived as intrusive and the City Council decided to go with a mail survey. A representative from the Northern Illinois University Public Opinion Laboratory came back to the city with a new proposal for a mail survey. The survey will include three mailings and is about $ 1 ,000 cheaper than what the phone survey would have been. However, it will take about 2 to 3 months to get the results. Rollins said he would have preferred the phone survey because the results would have been available faster. But he understands that the City Council had its constituents in mind and didn't want the residents to be bugged by the phone survey. Mogle said the bottom line is that the survey needs to be done. Truman wondered if the university could provide preliminary results once enough returns have been tallied to consider the survey statistically accurate. Mogle said he would check into that. Koch made a motion to approve the $9,963.80 payment to NIU to conduct a mail survey. Horaz seconded the motion. The motion was unanimously approved in a roll call vote. Rollins, Koch, Truman, Horaz and Sedgwick voted yes. New Business Edwards Hospital Fitness Center: Mogle said Edward Hospital has contacted the city about a partnership regarding the operations of a fitness center. Mogle and Superintendent of Recreation Sue Swithin met with a marketing representative from Edward and the head of the fitness center. He said they're interested in forming a partnership with the city to operate a fitness center on the proposed Edward campus. The city would operate the fitness center with its own staff or hire a third-party administrator. If the city isn't interested, then Edward will seek a private company to operate it. I Also, he said the facility could house more than a fitness center. It could house a gymnasium and program rooms, Mogle added. While the hospital would own the building and lease it to the city, the city would be involved in the design of the building. Edward also intends to do a business plan whether or not the city is involved. Rollins said the proposal has great potential, but the city would have to have some protections built into any agreement. Mogle said that there's a similar arrangement in the Homewood-Flossmore community, but that community owns the building. Truman said Edward is pursuing a similar agreement in Plainfield to the one proposed in Yorkville. Basically, he said Edward is outstripping its capacity for development. It's growing too fast. That is why the hospital is proposing these types of arrangements for its fitness centers. Mogle said he'd like to call Edward back with some questions and to get more information. Rollins said the fitness center market is very competitive market, but there's always room for a really nice facility. He also said there's a shortage of gym space in the city. Horaz said it also would be an advantage to have the fitness center tied to the hospital. Mogle said a the proposed partnership would be controversial in that private fitness centers might object. Truman said the bottom line is whether the Park Board is interested in an arrangement with the hospital and it seems that the board is interested. Mogle said he, Swithin and Sleezer would like to brainstorm some questions to have answered in a business plan. Truman said some of those questions should include, how long it would be before the city would break even; subleasing; the lease term; and start up costs. Hiding Spot Park RFP results: Mogle said he needs formal action by the Park Board so that he can take the bid proposal to the City Council for approval. Haake said Gametime offered a flat price and then came up with equipment that exceeded the $30,000 bid. But, the company will honor that price. Haake said the equipment is very nice and unlike anything else proposed. The product line isn't on the market yet and the Yorkville park would the first in the nation to feature the equipment. Truman made a motion to accept the $30,000 playground equipment bid from Gametime. Sedgwick seconded the motion. The motion was unanimously approved by roll call vote. Koch, Rollins, Truman, Horaz and Sedgwick voted yes. Reports Director Report: Mogle said the Raintree ribbon cutting would be on Friday, June 29. He asked board members to come if possible even if only for 15 to 20 minutes. He added the dedication for Bridge Field would be July 3 at 6 p.m. He said he was asked to go to the Administration Committee meeting to discuss travel expense concerns. He said the Park Board only spent 75 percent of its allotted travel budget for 2006-07. Also, he said only one vendor asked for a liquor license for the upcoming Hometown Days. So the city is trying to get the other license and to have a service organization such as the Moose Lodge operate the stand. Tim Evans, park and recreations staff in charge of the festival, said the city doesn't actually have a liquor license so all of the details still need to be worked out. Rollins said that initially the city held a lottery for the two licenses granted at the festival hoping to garner more than one vendor. Evans said he went to every business that pours liquor and gave them an application. Just the one business, The Big Easy, applied for the license. Parks Report: Sleezer said Fox Metro Sanitary District is planning to dig up a sewer line hook up that has a leak. The pipe is located behind the baseball fields. The process should take one or two days. It won't cost the city and it won't impact the ball fields. Koch gave an update on the baseball tournament held the previous weekend. He said everything went well. He suggested signs be placed on roadways to direct people to the ball fields. Sleezer said an 18 x 24 foot sign has been placed on Kennedy Road. Horaz made a motion to adjourn at 10: 14 p.m. Truman seconded the motion. The motion was unanimously approved by voice vote. Next meeting: July 12, 2007 Minutes respectfully submitted by Dina Gipe i MEMORANDUM TO: Yorkville Park Board FROM: Dave Mogle (!DA(), Director of Parks and Recreation RE: Old Business DATE: July 12, 2007 PARK AND RECREATION DEPT. VISION AND MISSION STATEMENTS Staff is returning to the Park Board with revised Vision and Mission Statements. The proposed Vision Statement has been rewritten following the June 28, 2007 Park Board meeting. An effort was made to shorten the statement by focusing on important foundational words and phrases that communicate what we want to become. Words such as "recognized", "model", "imaginative "making residents proud", "hometown", and "keen ability to forge" draw a picture of the characteristics we want represented in Yorkville. Staff also attempted to keep the wording of the Vision and Mission Statements from overlapping, distinct from one another. The approved Vision and Mission Statements will become part of the first section of the Master Plan. FUTURE STAFFING NEEDS Staff will project staffing needs for the second half of FY06/07, FY08/09, and FY09/10. The information needs further fine tuning and will be distributed at the park board meeting. No action is being requested, but discussion and direction will be helpful. YORKVILLE PARK AND RECREATION DEPARTMENT VISION AND MISSION STATEMENTS (Draft) VISION STATEMENT - To be recognized as a model parks and recreation system providing imaginative, first class parks, recreational facilities, programs and events throughout the community, making residents proud to call the United City of Yorkville their hometown . To have ample resources to achieve its mission through a keen ability to forge strong partnerships and to identify and engage a variety of creative revenue sources. MISSION STATEMENT- To create unique recreational and park experiences that enrich lives and create a sense of community. July 7, 2007 MEMORANDUM TO: Yorkville Park Board FROM: Dave Mogle (1214), Director of Parks and Recreation RE: New Business DATE: July 12, 2007 HEARTLAND CIRCLE PARK CONCEPTUAL PLAN Staff will present the Heartland Circle Park Conceptual Plan. The playground will be a "Space" themed park. Following the Park Board's input, staff will organize a Town Meeting to describe the park to neighborhood residents and seek feedback. A date for the Town Meeting will be discussed with the Park Board and finalized. RECREATION PROGRAMS FOR SPECIAL POPULATIONS During the past year research has been conducted to attempt to put a number to the amount of Yorkville residents who could benefit by organized recreation programs for disabled individuals. Staff will be making a presentation that explores this issue, as well as different options to provide this much needed service to Yorkville' s residents. SCHOLARSHIP POLICY REVIEW FOR SPECIAL RECREATION PROGRAMS Staff will be reviewing the policy, evaluating potential changes and reporting on participant involvement through the use of scholarships. DONATION/GIFT PROCEDURE A draft of a procedure to bring consistency to how and under what circumstances the Park and Recreation Department accepts monetary and/or material donations will be presented. Discussion will cover donation of trees, park benches, memorials, etc. This is one of the objectives agreed upon at the Board Retreat last November. x 9 1 N Z m m 1 o� " 3n c "' m K r mumovo m 1 i r�'•t R ii i o ^ J r L mO oo" �q m cl ff vbm_q t cFx 1'1 r x D A A e m C D K C !!I C N o � J 9z K m z Z n I ~ Q m A ® m 2 m Z y CITY OF YORKVILLE HEARTLAND CIRCLE — SPACE THEME COST ESTIMATE JULY 69 2007 EARTHWORK $8,336.00 PLAYGROUND & SANDBOX Drainage and safety surface $15,200. 10 Playstructure, swings, independent play piece(s), fitness station (includes installation) $68, 108.00 Mason sand for sandbox $493 .00 $83,801.10 SHELTER Purchase and install of a 16' x 16' shelter $17,400.00 SITE FURNISHINGS (all items furnished, assembled, and installed in-house) Benches (2) $ 15588.00 ADA picnic table (2) $ 1 ,550.00 Trash receptacles (2) $ 1 ,978.00 Signage and ornamental lights $2,195.00 $8,411.00 CONCRETE Walkways, ramps, and concrete pads $17,485.00 TOTAL $1.35,433.10 SKATE PARK (ALTERNATE) Site work, concrete pad, and valley (equipment) $189890.00 LANDSCAPING (ALTERNATE) Shade trees, ornamental trees, evergreens, shrubs, and perennials" $13,483.00 TOTAL WITH ALTERNATES $167,806.10 i I I I MEMORANDUM I TO: Yorkville Park Board FROM: Dave Mogle, Director of Parks and Recreation RE: Director's Report DATE: June 11 , 2007 QUARTERLY REVIEW OF STRATEGIC OBJECTIVES Staff will guide discussion on the accomplishments of the Strategic Objectives through the first two quarters of 2007. A copy is in the packet for the Board's review. CANNONBALL RIDGE PARK OPEN HOUSE AND RIBBON CUTTING This event is scheduled for Friday, July 20, 2007 starting at 6PM. A similar schedule as the recent Raintree Park event will be developed. Scott will report further at the meeting. HOOVERREPORT An update on the Hoover agreement will be given. EDWARD HOSPITAL FITNESS CENTER An update following a July 12 conference call will be given. YORKVILLE PARKS AND RECREATION DEPARTMENT STRATEGIC OBJECTIVES FOR 2007 PREFACE The following Goals, Objectives, and Action Plans are considered to be "fluid." They will be referred to frequently through 2007 to track progress. In so doing, it may be necessary to modify aspects of these points to adjust to occurrences, obstacles, changing resources, or new opportunities that were not known at the time they were formulated. If, in the strategic interests of the Park and Recreation Department, changes are necessary, the Park Board will be informed. 2 ✓ = Completed GOAL 1 : BE RECOGNIZED AS A PREMIER PARKS AND RECREATION DEPARTMENT—A TRENDSETTER AND LEADER. Objective 1 : By May 2007, recommend potential site(s) for new maintenance building. Action Plan 1 : Identify possible sites for new maintenance building. Person(s) responsible: Dave, Scott, Eric. Deadline: 2/9/07 Action Plan 2: Complete analysis of desirability of each site, including cost projections. Person(s) responsible: Dave, Scott, Eric, Architect Deadline: 5/1/07 Action Plan 3: Take recommendation to Park and Recreation Board. Person(s) responsible: Dave Deadline: 5/9/07 Objective 2 : Land acquisition. To be covered in Master Plan update and incorporated into Strategic Objectives. Objective 3 : Address staffing needs. To be covered in FY06/07 budget proposals and incorporated into Strategic Objectives. GOAL 2 : PROACTIVELY MATCH PARK PROGRAMS AND SERVICES WITH CUSTOMERS' WANTS AND NEEDS, Objective 1 : By June 1, 2007, finalize lease agreement for Hoover propertV. ✓ Action Plan 1: Meet with park and recreation staff to review current draft agreement and discuss land usage. Person(s) responsible: Dave Deadline: 1/15/07 ✓ Action Plan 2: Review revised draft agreement and "bubble" diagrams for land usage. Person(s) responsible: Parks and Rec staff Deadline: 1/30/07 ✓ Action Plan 3: Meet with County staff to review draft agreement Person(s) responsible: Parks and Rec staff Deadline: 2/15/07 3 ✓ Action Plan 4: Submit proposed agreement to Park and Recreation Board for input. Person(s) responsible: Dave. Deadline: 2/22/07 Action Plan 5: Hold town meeting to review plans and receive public input. Person(s) responsible: Dave Deadline: 3/31/07 Action Plan 6: Submit draft agreement to Parks and Recreation Board for approval. Person(s) responsible: Dave Deadline: 4/12/07 Action Plan 7: Submit final agreement to Parks and Recreation Board for approval Person(s) responsible: Dave Deadline: 4/26/07 Potential obstacles to staying on schedule include the Forest Preserve District desire to slow process down until after the April referendum and to presently address the Outdoor Education immediate need for space and the BSA request to rent space for 2008. Objective 2 : By Aug. 31, 2007, complete community survey on parks and recreation needs/desires. ✓ Action Plan 1: Receive staff input on suggested survey questions or topics to be included in survey. Person(s) responsible: Sue Deadline: 1/15/07 ✓ Action Plan 2: Call research team at Northern Illinois University for information on timelines and costs to conduct survey. Person(s) responsible: Sue Deadline: 1/15/07 ✓ Action Plan 3: Receive board input for survey. erson(s) responsible: Dave Deadline: 1/25/07 ✓ Action Plan 4. Secure board approval of contract for survey. Person(s) responsible: Dave Deadline: 2/8/07 Potential obstacles to staying on schedule include the possibility that City Council may not approve the cost that is in the proposed budget. Staff won't know until mid April. Not critical since we set an August deadline for this. 4 GOAL 3 : AGGRESSIVELY TAP ALL RESOURCES, INCLUDING CREATING NEW AND STRONGER PARTNERSHIPS. Objective 1 : By May 1, 2007, finalize new school/parks agreement. ✓ Action Plan 1 : Select Park and Recreation Department representatives to serve on school/parks agreement ad hoc committee. Person(s) responsible: Dave Deadline: 12/14/06 ✓ Action Plan 2: Send letter to School District confirming its appointment of members to the school/parks agreement ad hoc committee and to set a date for committee to meet. Person(s) responsible: Dave. Deadline: 1/11/07 ✓ Action Plan 3: Complete draft of new school/parks agreement. Person(s) responsible: Ad Hoc Committee Deadline: 2/22/07 ✓ Action Plan 4: Take proposed school/parks agreement to Park and Recreation Board for approval. Person(s) responsible: Dave Deadline: 3/22/07 No potential obstacles identified. Remain on schedule. Objective 2 : By June 1 , 2.007, build a strategy for developing new partnerships. ✓ Action Plan 1 : Review previous partnership proposal and determine relevance. Person(s) responsible: Sue. Deadline: 1/15/07 ✓ Action Plan 2: Make necessary revisions at staff meeting Person(s) responsible: Dave, Sue, Scott. Deadline: 1/24107 Action Plan 3: Take to Park Board for Approval Person(s) responsible: Dave Deadline: 6/1/07 Objective 3 : By July 1 , 2007, complete a parks and recreation donation/gift brochure. ✓ Action Plan 1 : Gather information on park donations/gifts and deliver to Sue. Person(s) responsible: Laura. Deadline: 1/19/07 Action Plan 2: Share draft of brochure copy, including both parks and recreation donation/gift information, with appropriate staff for approval. Person(s) responsible: Sue Deadline: 5/2/07 5 Action Plan 3: Seek board approval of donation/gift plan. Person(s) responsible: Dave Deadline: 5/24/07 Action Plan 4: Coordinate printing of brochure. Person(s) responsible: Sue Deadline: 6/30/07 Obiective 3 : Secure recreation programming space. To be covered in Master Plan update and incorporated into Strategic Objectives. Objective 4: Explore opportunities to secure more grants. Already addressed with grant consultant. GOAL 4: CONTRIBUTE TO THE SENSE OF COMMUNITY AND WELL BEING IN THE UNITED CITY OF YORKVILLE, By January 31 , 2008, complete updating of master plan. ✓ Action Plan 1: Outline a hybrid approach to updating master plan that uses both in-house resources and outside vendors. Person(s) responsible: Dave Deadline: 2/22/07 Action Plan 2: Secure proposal for outsourced portions of updating project. Person(s) responsible: Dave Deadline: 3/15/07 ✓ Action Plan 3: Receive board approval to proceed with hybrid approach to update master plan. Person(s) responsible: Dave Deadline: 3/15/07 NOTE: Plan approved by board for updating of master plan will become part of Strategic Objectives. Objective 2 : Between May and October 2007, host three neighborhood park "open houses" in which residents from the neighborhood may attend for social interaction with park and recreation department, city officials and each other, food and recreation. ✓ Action Plan 1: Identify locations for the park gatherings Person(s) responsible: Scott Deadline: 1/12/07 ✓ Action Plan 2: Together with Recreation Department staff discuss details of the event. and complete written plan. Person(s) responsible: Sue, Scott Deadline: 2/15/07 6 ✓ Action Plan 3: Present to Park Board for their input and commitment to participate. Person(s) responsible: Dave Deadline: 3/8/07 Action Plan 4: Heavily promote and then implement each open house. Person(s) responsible: Scott, Sue Deadline: 3/8/07 Objective 3 : By October 31, 2007, host two new community-wide events or significantly enhance and expand existing events. • Action Plan 1: Identify two new events and /or specific ways of enhancing existing events that will create a sense of community involvement and pride. Person(s) responsible: Tim Deadline: 2/7/07 • Action Plan 2: Together with Recreation Department staff discuss details of the event. and complete written plan. Person(s) responsible: Tim Deadline: 3/13/07 Action Plan 3: Increase presence in July 4th parade through construction of a park and recreation department float, opening it up as a program in which community children can participate. Person(s) responsible: Recreation Dept. Staff Deadline: 7/4/07 Objective 4: By December 31, 2007, have park and recreation program(s) featured on Public Access Television. • Action Plan 1 : Meet with Community Relation Manager at Park and Recreation Dept. Staff Meeting and jointly plan tentative program. Person(s) responsible: Dave,Scott Deadline: 1/17/06 Action Plan 2: Coordinate details of program(s) and implement • Person(s) responsible: Scott for Parks Prog. Deadline: 12/31/07 Sue for Recreation Prog, Objective 5: Improve Park Board/City Council relationship. ✓ Action Plan 1 : Prepare and manage list of upcoming park and/or facility completions, special program commencements, and events in order that timely invitations to dedications, ribbon cuttings, or inaugural events be sent to Park Board and City Council members. Person(s) responsible: Dave Deadline: 2/8/07 creation of list 7 Action Plan 2: Identify opportunities for special recognitions of people who have served the City through the Park and Recreation Department, whether it be former park board members, committee members, scout group projects, outstanding volunteers. Have park board members attend Council meetings and participate with City council in these recognitions. Person(s) responsible: Dave Deadline: Ongoing Effort 8 i YORKVILLE RECREATION DEPARTMENT Park Board Meeting Month of June - 2007 Highlights and Summar The month of June, and the summer season, started with the Yorkville American Legion Band being our featured entertainer at our first Music Under the Stars night on Friday June 8th. In the months of June, July and August we will be running a Music Under the Stars Night on the second and fourth Friday at Town Square Park from 7:00 to 9:00 pm. On Friday. June 15 we showed our first outdoor movie of the season, at Beecher Park, with the movie "Madagascar." During the summer will be showing outdoor movies at various parks throughout Yorkville. Over the weekend of Friday June 22nd and Saturday June 23rd we held the 3rd annual Fine Arts Festival in Town Square. In conjunction with the Fine Arts Festival there was also a Music Under the Stars Night, with the band Mason Rivers playing country music, on Friday and on Saturday there was the Fine Arts Festival and Farmer's Market. Unfortunately we had quite a bit of rain on Saturday and had to end the event early. Friday evening we had an outstanding turnout and all of the artists were very happy with this year's event. Friday June 29th we had our first Park Open House at Raintree Park. The Park and Recreation staff had various games, free food, music and we were able to use our new inflatable for all of the kids that attended the event. hi addition to the new inflatable we showed the movie "Sandlot" on our outdoor movie screen. 'This event had a large attendance from local residents as well as the community. The annual Safety Town was held this June. The Yorkville Police Department, Bristol Kendall Fire Department, Countryside Vet Clinic, The Reserve at Fox Hill (pool) and Laidlaw all helped make the camp a success. The kids learned everything from bus safety, stranger danger, swimming safety, and stop drop and roll. Ryan McReynolds, an intern with the department, directed the camp and organized the day to day operations. He did a great job! All the parents commented on how organized the camp went. Shay Rosborough, an intern with the department also helped out with Safety Town. Kiddie Camp and Summer Adventure Camp started this month. Shay directed the first session of Summer Adventure Camp along with Ryan. Shay has been assisting with many of the day to day operations of the recreation department and we are enjoying having her here. The Lock In class was offered this month as well as new Computer classes. Computertots Summer Series, Around the World with Computers, Junior Fungineering, and Lights Camera Action: The Making of a Star Wars Movie, are all new classes offered new this summer. The kids were able to make their own Star Wars movie at the end of Lights Camera Action. Everyone walked away wanting more of the computer classes. The book club met and discussed the June book "Sweet Potato Queens' Book of Love." The spring softball season came to an end. One of the teams from the Grande Reserve Subdivision took 1St place. A trophy will be displayed in their clubhouse. Preparations were also made for the summer softball season. 1 Joe Gatlin completed the educational portion of the "take me fishing" grant that was awarded to us earlier in the year. The title of the course was Best Practices for Boating, Fishing, and Aquatic Recourses Stewardship Education. Joe received a certificate of completion. Staff has already begun to use what was learned from the course during the "Let's Go Fishing" class being offered. There are 9 students in the class ranging from 5 years old and up. We even have an adult participating in this class. Like last summer we are offering a soccer camp run by Three Lions and Genesis Soccer Club. The camp ran for 5 days with just over 20 children enrolled. Campers range in age from 4- 14. The camp teaches basic fundamentals as well as providing advanced soccer training. Ryan and Shay have both assisted in purchasing and organizing equipment for the fishing class. Both spent a day at the Soccer Camp helping and learning from the instructors. The instructors were very impressed with their ability to teach the campers new techniques as well as their interaction with the campers. Seasonal Classes/Prozrams June: • Kiddie Camp Yoga Book Club ■ Lock In Fun Dance Classes Pilates ■ Knitting Club Chefs In Training MUTS ■ Safety Town Men's Softball League Movie Nights • All Star Sports Youth Basketball League Fine Arts Festival ■ Brothers & Sisters Princess Playtime Spring Soccer Summer Fun Days F Moving & Grooving Camp 911 ■ Mom & Tots Park Open House Lights, Camera Action • Let's Get Busy Chefs in Training Jr. Fungineering ''.. ■ Let's Get Messy Summer Adventure Camp Computertots Around the World w/Computers Summer Quarter — as of 6/1/07 - 6/30/07 Different Types: — 41 (different curriculum) • Sections - 113 Enroll..- 358 Sp. Event - 700 Ran — 76 (67% ) Cancelled — 11 (10%) Pending - 26 (23%) Class No. - Residents — 229 (64%) Non-res - 129 (36%) • Last year Summer: 36 (Curriculum) Sections - 113 Enroll — 702 Sp. Event — 2,050 Ran - 88 (78%) Cancelled - 25 (22%) Residents - 484 (69%) Non-res - 218 (31%) Exit Survey Summary Safety Town Surveys came back with outstanding remarks. The kids enjoyed the counselors and only wished it was a longer camp. Parents said they loved the schedule that was given the first day of camp. The selection of speakers was also enjoyed by the participants. Cheerleading and Cartwheels Class surveys came back. Overall, parents were pleased with the classes. Scholarships Awarded / Grants Received: General - $50.00 2 Professional Development.* Joe Gatlin received certification for completing an online course for "Take Me Fishing" instruction. Administrative Highlights: The Bridge Concession Stand is being completed and plans are to open before July P. Beecher Concession Stand will be open for a few remaining games and some soccer games. It will be open again for the fall soccer season. Facility greements: (Summer) ■ We are using the following facilities for our current programs and in the near future: Yorkville Schools: (Middle, Intermediate, Yorkville Grade School, Circle Center Grade School), Yorkville Congregational Church. We have secured another year with YCC to use their rooms"for our Pre School. We will use our own classroom at the Riverfrom Recreation Bldg. and the gym at CCGS and YGS. We use New Life Church on an as needed basis. Revenue Producing Highlights There will be more to report in July regarding Beecher and Bridge Concession Stand and plans for Hometown Days Festival. Upcoming Projects and Events: July 13th & 27b. 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