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Park Board Packet 2007 09-27-07 YORKVILLE PARKS & RECREATION DEPARTMENT Administration and Recreation Office 201 W. Hydraulic St Yorkville, IL 60560 630-553-4357 Park Board Agenda Thursday, September 27, 2007 7:00 p.m. - Park Board Meeting Administration and Recreation Office Call to Order: Roll Call : Chris Rollins, Ken Koch, Van Truman, Debbie Horaz, Kelly Sedgwick, Vickie Coveny Introduction of Guests, City Officials and Staff: 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 - August 30, 2007 Minutes - Regular Park Board Meeting - September 13, 2007 Bills Review: Cash Analysis* Bill List* Old Business : Hometown Days Recap School-Park Agreement Update Community Survey Update New Business : Reports : Director Report —No Report Parks Report - No Report Recreation Report — No 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, For the purchase or lease of real property for the use of the public body. Adjournment: Next meeting : October 11 , 2007 *Items needing Board approval or recommendation Page 1 of 1 Yorkville Parks & Recreation Department Thursday, August 30, 2007 7:00 pm Old Post Office Building The meeting was called to order by Cluis Rollins at 7: 10 pm.. Present: Cluis Rollins Vickie Coveny Ken Roch Dave Mogle, Director of Parks Debbie Horaz Scott Sleezer, Superintendent of Parks Van Truman Laura Haake, Park Developer Kelly Sedgwiek (arrived at 7:20) Bills Review — There was brief discussion on some items in the Bill List and the Detailed Expense and Revenue report. Ken Koch moved to approve the Bill List as presented. Van Truman seconded the motion. All moved to pass with a roll call vote. Rollins — Yes, Koch — Yes, I-Ioraz — Yes, Truman — Yes, Coveny — Yes, The motion carried, Fields of Westhaven — There was discussion on the placement of the school site and park site in this development. The 5 acre site in this development is adjacent to the 5 acre site in Bailey Meadows. There was discussion on having the developer put in a Rollerblade rink feature instead of the road. There was discussion on the placement of the school building on the school site. It is far away for the park site, so it makes it difficult for the park to use the space jointly with the school. The Board would like to try to work with the school to share space for the playground, or if it is not going to be shared with the school, to put in a better road access, Prairie Meadows (Riemenschneider) Park Construction Bid Review and Approval — L..I.Dodd was the low bidder. The total cost for all the base bid work, and all alternates excluding landscaping, soil amendments, mulch, and seeding totals $268,237. 60. The total grant was for $442, 133.00. The equipment will cost approximately $ 103, 162. Schoppe's fees are approximately $49,69.3 .00. The in-house cost for the baseball field is $ 10,000.00 and a $ 10,000.00 contingency leaves approximately $269,278.00 for constzuction costs. Van Truman moved to approve the recommendation to staff to accept the bid from L..I. Dodd in the amount of $268,237.60. Ken Koch and Debbie Horaz simultaneously seconded the motion. All were in favor. The motion carried. Kelly Sedgwick moved to adjourn the meeting, Vickie Coveny seconded the motion. All were in favor. The motion carried. The meeting was adjourned at 8: 15 pm. Minutes submitted by Laura Leppert. United City of Yorkville Yorkville Parks and Recreation Department Board Meeting Administration Office - Riverfront Building , 201 W . Hydraulic Street, Yorkville, IL 60560 Thursday, September 13 , 2007, 7pm Call to Order: The meeting was called to order at 7 : 05 by Chris Rollins , Roll Call : Chris Rollins, Ken Koch, Van Truman, Debbie Horaz, and Kelly Sedgwick Introduction of Guests, City Officials and Staff: No guests Director of Parks and Recreation - David Mogle Park Designer - Laura Haake Superintendent of Recreation - Sue Swithin Public Comment: None Presentations : None Approval of Minutes : Minutes - Regular Park Board Meeting - August 9, 2007 Dave Mogle had a change on page 7 under the directors report first sentence should have the verbiage "executive session" to be added at the end of the sentence after "previous". On page eight last sentence under the Future Meeting Schedule &. Agenda Items it should say "A forest preserve meeting will be held on August 15th, and the forest preserve board will discuss and clarify the issues . Debbie Horaz reported a change on page 6 four sentences from the bottom the verbiage " not" should be added after "that people would . " Minutes - Heartland Circle Town Meeting - July 30, 2007 Laura Haake would like her title changed to Park Designer instead of Park Developer Chris Rollins made the motion to approve the minutes of the Park Board Meeting of August 9th , 2007 and the Heartland Town Meeting of July 30th, 2007 with amendments made and Sedgwick made the 1 motion and Koch seconded the motion . The motion was unanimously approved by voice vote . Bills Review: Cash Analysis and Bill List Van Truman reported concerns on the Revenue & Expense Report. He questioned what's indicated in the budget, as carry over balances but aren 't in the year to date or current period numbers . First page he reported shows a 105k as a carry over. He wanted to know if that is a GEO transaction to move that into the current fiscal year or do we expect to have that at the end of the fiscal year. David Mogle noted that that carry over is usual done at the time of the audit. So he sees it at the end of the year. He said he would double check on that. Truman wanted to know how the capital budget is typically funded . Mogle stated it is through land cash . Truman brought up a question on the last page of the report regarding the concessions . It shows expenses were 115K and we were 105% of budget and we spent 16,427K . He wants to know is that for purchase items . Sue Swithin said that all said and done about 4 or 5K were for start up costs . She said she'd look into where she pulled the capital out of. She said that she will have a full report for the board after the end of October as soon as they pull the concessions down she said she would be able to get a more accurate answer and the board can go through it in more detail . Van Truman made the motion to approve the cash analysis and Bills List Horaz seconded the motion . The motion was approved by roll call : Rollins-Yes ; Truman -Yes ; Sedgwick-Yes ; Koch -Yes Horaz-Yes . Old Business• Park Assignments Chris Rollins stated the staff created a grouping of parks so they could update park assignments and delegate to new members . He explains that part of their assignments to the grouping of parks in which they are assigned is to pay particular attention and make note of maintenance issues, parking , litter problems and such and report back to the board . Those with seniority of who had been on the board the longest got to choose what groupings they wanted first. The Following suggested park grouping goes as follows : 1 . Grande Reserve - Bristol Bay goes to Vickie Convey 2 . Prairie Meadows - Autumn Creek - Heartland goes to Chris Rollins 2 3 . Downtown goes to Debbie Horaz 4 . Fox Hills - Kimball Homes - Caledonia goes to Kelly Sedgwick 5 , Fox Road - Rivers Edge - Hoover goes to Van Truman 6 . Country Club Hills - Raintree - Sunflower goes to Ken Koch Fields of Westhaven David Mogle followed up with Superintendent; Dr. Thomas Engler by sending him a letter that summarized the points made by the park board and noted he would try to contact him . Rollins felt there should be more consideration given to this matter and there should be no reason we should end up with a joint school park side with no more thought given to the park consideration for Evarts to save funds . In Rollins opinion we have some work to do . Rollins thought he could pass the letter on to the Board President. He felt if it is going to gets the recognition it needs it really needs to be brought to the Board President to get on their board agenda . Kelly Sedgwick asks if we knew what kind of school was going up there and Mogle reported it was going to be an elementary school however it may never be built. Sedgwick then noted that the board really shouldn 't be getting too uptight about this until we know if it's going in . Mogle reported that they're not interested in the boarder they are interested in how to get the most use out of the land . Rollins explained that what we were looking at is we 'd be willing to maintain the whole sight as long as they position the parking lot centrally and that's a huge capital expense they wouldn 't have to bear to build a separate parking lot. He feels that is not a bad trade off. Also with the intergovernmental agreement he noted that we'd be able to make use of the gymnasium and other things in the building and that would be facilitated by having a parking lot and that would work for both . He feels if we can 't reach a compromise then we're back at square one and then we'll need a street and a frontage road and we'll need to separate off our space from theirs . New Business : AT&T Easement - Bridge Park Chris Rollins cautioned about the easement, he stated that we would give the utility department 20x30 feet. The document that we are signing doesn 't state the actual part of property and the size that we 3 are giving them . Rollin 's reported it states this information on the following page on " exhibit A" however he felt it should be in the legally described in the actual grant statement because the way it is now could be misconstrued and the second document could be lost. Mogle said he'd talk to Joe Roth about it. He noted that this hasn 't been approved yet. Van Truman noted a concern over the fact that they could put a cell tower in the space . With discussion the board feels that there should be height restrictions on what is put on the land . Truman said that they don 't want a tall structure in the park. Mogle said they haven 't indicated the dimensions of the box yet all we know that they needed a 20X30 foot space . Rollins wanted to know if we can add decorative plantings around it so we're not just looking at a green box . Mogle said that he would ask about landscaping it and even if they said no we could landscape around the 20X30 foot space . Rollins wanted Mogle to ask the City Attorney to see if we couldn 't get this moved to another place due to their concerns and the concern that they can run electric service under the property. Christmas Tree Sale Request David Mogle explained there were two private individuals wanting to sell Christmas trees . Mogle explained that it would create a couple of problems in one it could be challenged in why we would select one vendor over the other. The other thing is we might be able to find a non-far- profit organization to do the same thing . Chris Rollins thought that there was some suspension of the City's vending requirements for Christmas tree sellers . He noted that there is no specific policy of selling trees however he doesn 't know if the policy we have now for vendors doesn 't mention the nature of products they can sell . Sue Swithin explained that they were having special Christmas events held in the park one Friday and Saturday that will go on in that park and she feels it will interfere with the events . Van Truman brought up a point that if we're going to object this request there has to be some logic to it. We ought to be able to articulate to why we're not going to let them have it. Chris Rollins threw out the fact that if we let one guy sell trees what's to say that twenty other people aren 't going to come to us wanting to sell trees or if one person wants to sell trees in multiple locations . 4 Swithin said that there is a policy that does talk about parks in certain locations and what we felt was appropriate in our parks and in others and maybe we should continue to review and refine that policy . Rollins said that we could say that we as the City decided to sell trees as a fundraiser in turn we 'd tell these private individuals no . Sedgwick thought we could set up our own trees and decorates them and then auction them off for charity . Laura Haake brought up a good point that even though in the seller's agreement they would take down the display every night that is a big deal ! It's not that easy she said and you 're talking about moving 100 lb trees and every time you move them they drop needles . She also noted that putting them on the grass tears up the grass and it will get real messy with snow and slush . With all the discussion Rollins states that we have good reasons to object this request. Rollins did a roll call vote on the request of Truman 's request, on the approval to accept two individuals to run a private Christmas tree sale in this town . Truman -Yes ; Horaz- No ; Koch - No ; Chris- No ; Sedg wick- Present. Due to the majority vote they will not accept this proposal . Reports: Director Report 1 . David Mogle stated that between the time he typed his memo regarding the Hoover Report, dating August 23rd, and now that Hoover actually purchased the property and it had been made public. However, Mogle stated that they would like to talk to the Mayor about some kind of participation , which goes beyond the focus of the property . Right now he said we're looking at the first part of October either the Ise 2nd or 4tn Chris Rollins brought up a concern he had about the fact that they didn 't set up any kind of scheduled a payment participation that included the parks they recently purposed . He asked if we were talking about an outright purchase part of it or leasing it. Mogle said they purchased the land and the best way that he could explain it is that he believed that they were going to ask if there were going to be some kind of an outlay of cash that would go towards the purchase . He really didn 't know what direction they were going to go into during the meeting . 5 Rollins wanted to know what we've gotten for our money so far. Mogle said the City has contributed a large investment of 600 thousand dollars . Sedgwick wanted to know if it's possible to get out of this and Rollins stated that he hopes it doesn 't come down to that. Rollins stated that we devoted a great deal of our own resources to make this Hoover purchase possible so lets not forget that despite speaker Haster or local government or what anyone else might have done that our contribution made this purchase possible . Sedgwick said basically we gave them a loan so they could purchase the park and Rollins said that we should just say, " look our expectations are to get what we originally agreed which was a grant to use a space at this park, " and if we don 't get this they are in breach of the agreement. He stated Yorkville taxpayers are not going to be happy to have paid half a million dollars and they end up getting nothing out of it. Rollins felt like a representative from Corelands should attend this upcoming meeting along with the press . Mogle wasn 't sure if it were going to be a public meeting but there is nothing that we can do right now until we know what is going to be talked about and Rollins brought up a good point that nothing in this meeting with the Mayor can be agreed upon . Truman would like a briefing after the meeting . 2 . David Mogle stated that Scott, Laura and he would be attending the NRPA Conference to attend educational and networking sessions . However he said that was the week of the Park Board meeting but he suggested that we go ahead and have a Board meeting . 3 . David Mogle reported that the YMCA has formally written the Mayor looking for an audience and wants to be at the City Council meeting the 1st of October. Rollins said that he had a brief discussion with a state college from another state, in regard to a conference that he's going to next week, and they talked about the YMCA; he brought to Rollin 's attention that there are several ways that the YMCA lost their tax exempt status . Due to their association of health club operators that has taken them to task he said they were competing directly with tax paying businesses and they offer the same amenities that our health club offers . For that portion of the YMCA operation it lost its non -for- profit status in a couple different locations Rollins stated . So this is something to consider but it is a reasonable point to raise with our Alderman that the kind of amenities that the YMCA proposes do compete directly with people who operate for- profit health clubs and pay taxes and the YMCA does not . So on top of that the YMCA would 6 be asking for money to compete with other tax paying businesses so that, to Rollins seems, is not viewed as a good thing . Recreation Report 1 , Sue Swithin reported some of the highlights from the busy summer. She said the Park Open House was a huge success we had a great partnership with the park staff in working together. They had a lot of helping hands . 2 . She reported that the two interns are now gone but they were really great. She said Ryan , former intern , did a great job running the car show and it was the biggest car shows they've had during Hometown Days . She said the interns loved us and they put in their reports that they had a great experience here and they loved the staff and learned a great deal of the recreation side and parks side . 3 . She said that in August they all went through the BASSET training program that allowed them to serve alcohol and check identification during Hometown Days . This certification is good for life . This was just another avenue to make sure she knew how to run the beer trailer during Hometown Days . 4 . Swithin shares an email from a gentleman who attended a Pilates class and his complaints . He is angry that there is not one place for the class . Sue explains the other classes they have and that the classes will have to have special accommodations and there will be such accommodations made until she gets her own studio for these classes such as Yoga and Pilates . Sue feels this letter is good for her because it shows she needs more space for the classes . Rollins stated that we have always been more than understanding with people and in turn they have stuck with us in taking our classes and going through our growing panes . Rollins felt as if the memo Swithin typed is appropriate for a reply to the gentleman 's email complaint. 5 . Swithin stated that we do still have parking issues out at Beacher. She said that she made some changes with the youth six division and that they will go out to the Rotary to play and that will hopefully alleviate some of that parking issues at Beacher. She said that there still were some issues at the businesses on RT 47 that could either be her soccer parents parking or the high school travel team or visitors parking there . She noted that she had no control over the travel program and the high school programs but she mentioned she had signs put up that said " NO Parking or you may be 7 towed " however they didn 't work and all but one had been taken down . She then stated that Rita from the library contacted her on the parking problem there and she was encouraged to put up signs for library patrons only . Sue stated that she wanted the board to know she was doing everything on her part to alleviate some of the parking problems . Additional Business : Future Meeting Schedule & Agenda Items 1 . David Mogle didn 't have anything to add for the future meeting schedule . 2 . Ken Koch brought up the fact that he had a baseball meeting Sunday and that there are a group of 7 or 8 people from Wally BS who are going to do a tour of all the baseball fields to do an inventory of all the fields that they want changes or upgrades to be made to . He just wanted the board to be aware of it. He said that he knew they were going to talk to Scott about the portable mounds. He said that the players steel spikes torn them up and they're trying to get new ones through their warranty but they were going to ask for permanent mounds . Sue said maintaining permanent mounds would be taking away from other activities . Sedgwick said they'd just have to look into better quality portable mounds . 3 . Sedgwick asked if there were any more complaints about our fireworks mishaps . Mogle stated that, what had happened during the Fourth of July fireworks display, two separate home owners had minor damage to their property . Those city residents are getting quotes to have their property paid for and they have been very gracious and corporative with the city . The only real complaint, came from one individual , was that it was too loud too late. Mogle stated that two things could be done differently next year and that would be limit the fireworks that spray and not light off the loud booming ones at the end of the show . Chris Rollins made a motion to suspend the regular meeting and enter into executive session , for two purposes, for the discussion of minutes of meetings lawfully closed under the meetings act for the purchase of lease agreement property for the use of the public body . Horaz made a motion and Truman seconded the motion . 8 Chris Rollins called a roll to call vote to go into executive session : Chris Rollins-Yes ; Ken Koch -Yes ; Van Truman -Yes ; Deb Horaz-Yes ; Kelly- Sedgwick-Yes . Rollins noted presently in the executive session for the purpose of the meeting minutes are Dave Mogle, Director of Parks and Recreation and board members : Chris Rollins ; Ken Koch ; Van Truman ; Deb Horaz ; and Kelly Sedgwick. Regular meeting suspended at 9 : 05 pm and executive session started at 9 : 07 pm Adjournment: Motion made by Rollins to go back into regular session at 11 : 20 PM and Horaz seconded the motion . The motion was unanimously approved by voice vote and meeting was adjourned at 11 : 20 PM . * Next Meeting : September 27, 2007 Minutes respectfully submitted by Jamie Cheatham , Minute Taker 9 MEMORANDUM TO: Yorkville Park Board FROM: Dave Mogle (DAt), Director of Parks and Recreation RE: September 27, Board Meeting DATE: September 24, 2007 As discussed at the September 13, 2007 Park Board Meeting Scott, Laura, and I will be attending the NRPA Annual Conference in Indianapolis this week. I will be returning to Yorkville Friday evening. The Park Board Meeting will be devoted to topics in Recreation and Sue will be on hand to cover those. It is anticipated it will be a short meeting. However, besides the various updates, there will be bills to approve and an Executive Session to inform the board on Land Acquisition issues, particularly the one we spoke at length about on September 13 in which the Board was unanimously in favor of gathering more information for consideration. There will also be an issue concerning personnel. Sue and I have conferred on the meeting contents and she will be able to represent staff well in my absence and that of the others, Have a good week.