Park Board Minutes 2014 02-13-14Page 1 of 7
Yorkville Parks and Recreation Department
City Hall
800 Game Farm Road
February 13, 2014 at 6:30 p.m.
Call to Order: Deb Horaz called the meeting to order at 6:30 p.m.
Roll Call: Deb Horaz – yes; Kelly Sedgwick – yes; Seaver Tarulis – yes; Mark Dilday – yes; Amy
Cesich – yes; Dan Lane – yes; Matt Konecki – yes.
Introduction of City Official and Staff:
Tim Evans – Superintendent of Recreation
Scott Sleezer – Superintendent of Parks
Shay Remus – Yorkville Parks and Recreation
Gary Golinski – Mayor
Ken Koch – Alderman
Bart Olson – City Administrator
Other Guests: Carol Sente – FGM Architects’
Ray Lee – FGM Architects’
Sue Smithmeyer – Yorkville Garden Club
Carol Morris – Yorkville Garden Club
Public Comment: None.
Presentation: None.
Approval of Minutes: The minutes from the January 9, 2014 minutes were approved. Motion to
approve the minutes was made by Dan Lane and seconded by Amy Cesich.
Bills Review:
February 13, 2014 Bill List – Dan asked about a special needs scholarship. Tim said they have scholarship
money for kids with special needs. Dan asked about music license. Tim said the city has to play royalties
for bands when they play certain songs.
December 2012 – Budget Report – informational purposes.
December 2013 – Budget Report – informational purposes.
January 2013 – Budget Report – informational purposes.
January 2014 – Budget Report – informational purposes.
Old Business:
YYBSA – City Concession Lease Agreement – Tim said the YYBSA President has been busy and we have
not connected as of yet. Tim said if the board has anything they would like changed, please email him
so he can get it ready to change by the next park board meeting. Amy asked if Tim saw any issues in the
agreement. Tim said a few minor issues, but nothing major.
APPROVED 3/13/14
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Dan asked if they can sell anything they want as long as it is prepackaged. Tim said yes, they might want
to do hot dogs and/or something else and we can add that. The city has a Pepsi contract, so YYBSA has
to sell Pepsi products. The board discussed a few minor issues to check on in the contract.
Matt said he wants to make sure that kids are not in there for safety concerns. Deb asked if there will
be a background check on the people working there. Tim said under 14 they have to get a permit
through their schools and the police will do a local check to see if they have been in any trouble. Tim
said there will be some kind of a background check on anyone working there. Deb said she was happy
with the agreement.
New Business:
Garden Club Rental Waiver Request (out of order) – The Garden Club would like to hold an event by the
river to promote awareness of their club. It would be hands on with projects for kids gardening related
and some potting demonstrations. They will invite businesses in the area and see if they would like to
be involved and do any kind of promotions. It will be a general fair. Dan said he really likes that idea.
Tim said they are asking for $110.00 waiver of the fees to hold this event. Kelly asked what the fees will
be for the city employees to clean up. The Garden Club said they will clean up and do the work. Dan said
he thinks it is a great cause that is free to participants and that is what the city needs to see down there.
Dan is in favor of the waiver. The board discussed when the last waiver was given and why.
Kelly said the city doesn’t want to create a gray area of others like Boy Scouts and other groups to use it
and waive the fee. Dan thinks every case is different and the board needs to look at each individual
case. Dan made a motion to approve the rental waiver and Matt seconded. Deb – no; Kelly – no; Seaver
– no; Amy – yes; Mark – no; Dan – yes; Matt – yes. The waiver did not pass.
Youth Tackle Football Agreement – Tim said YYTF reached out to Scott and I looking for better field
situations and better practice times etc. and to see if the city has any space available. Bristol 65 is
available and so the city put together an agreement. Tim said this does not need a vote until we get
their changes it is for the board to review to give suggestions.
Scott said we did allow YYTF to use Autumn Creek previously. Bristol Bay 65 has a large portion that is
not being utilized, but they do see some issues with Bristol 65 with parking ‐ it is a far walk when parking
at the school. Rotary Park has a large area that could be used for football and potentially even Beecher
where high school soccer is. The city is waiting to hear back from YYTF.
Beecher would be tight for parking at times. YYTF is meeting as a group to discuss and they will get back
to us. The fees are about the same as we charge for soccer. The money we receive will go back into the
field. Scott said it is the same with soccer. The city can cancel practices if there is too much rain, so it
doesn’t tear up the fields. The board discussed what location would be best suited for YYTF. Tim said
YYTF is looking for a long term agreement with the city.
Skate Park and Recreational Facility Construction Grants – Bart Olson said is a maximum $2.5 million
dollar grant from the state. It is a 75/25 grant so the city maximum contribution, if the city wants to
take advantage would be 3.3 million. Bart said the city talked about Beecher as where it should go
which is still to be decided.
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The city council has already been discussing a $400,000 renovation of that facility to replace the HVAC
unit. The kitchen needs to be brought up to code and the floors, windows, the entire facility needs
work. Application cost for the grant itself is $100.00. The exhibits on the grant will be $1500 from REI
and up to $5,000 for the architects.
Cost is a factor, but the city needs to decide where the city wants the facility to be located and what we
want in the facility. Tim provided the 2008 survey and the city is looking for input from the board. Bart
said the pool is not a big need with Raging Waves opening in 2010.
Bart said the biggest pro with Beecher is there is a somewhat dedicated expense by the city and it would
require park board to make a recommendation to get it into the budget. There is an existing use of
Beecher as a senior center that is operating as a community center, which is a pro. The city owns the
property and a lot of open space. Beecher has 15 total acres. There are schools, a government facility
and baseball fields and it is easily accessible with sidewalks and eventually a bike path.
The con is losing baseball fields and limited parking and have to park and walk a distance. It could add
to congestion in the area and there have been issues in the past with the neighbors and a few
complaints. Ken said parks and recreation used to be in the Beecher Center. Kelly said the seniors think
that is their building and when we hold cub scouts there they complain. Dan said we put a sign there
that says community center.
Prairie Meadows is the second choice. The city owns the property. It is very accessible and close to
single family housing to be able to walk. The city would lose one baseball field there and there is not an
expansion opportunity there with only 7 acres. Bart said with all of the locations there is a new cost
involved, but with Beecher it is different.
Bristol Bay 65 the city owns. It has a lot of open space and is accessible to roadway system, a nearby
school and a lot of residents. It has outside programmable space and an OSLAD grant outstanding for
that. It would not be centrally located and it would require some infrastructure off of Galena. Kelly said
it would be nice to not have traffic going through the neighborhood. It is not easily accessible to the
entire city. Again there are funds set aside.
Existing use on the building as a con, it might be cheap, but the existing building might not be good for
what you want to do. There is probably parking available and might have existing clientele. Cons would
be rehab and negotiate with a second party and could be an issue with age of the building. Bart said this
is what we came up with in a week of work. This is the first one that came to my mind and we
brainstormed the rest.
Amy said Beecher is at her top, but she likes Bristol Bay 65. Kelly asked about what the building has to
be built with. Bart said the grant application talks about bondable construction material whether or not
that applies, I doubt it. Matt said I am sure they are looking for longevity. Kelly said domes are nice and
a lot can be put inside, but I don’t know if they cover that type of building. Deb said she thinks there
would be complaints about that.
Deb said Beecher is her first and Bristol Bay second. Dan said he feels there might be issues with Bristol
Bay. Deb said she sees a lot of pros to Beecher. Kelly said the board needs to decide what we want to
have. Scott said if you want to expand, having land around it that is programmable is important to have
outside programs for recreation. Deb said with Beecher the city already had plans to do the rehab. Amy
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asked if that was in the budget and Bart said no it is an unfunded project. Bart said it has been in the
budget as an unfunded project for years. Kelly said since that is being used as a senior center would that
qualify for any funding to fix repairs. Bart said probably not.
Carol Sente said she served on her local park board and she thinks it is great the board is looking at it.
She said there is a bit over three weeks, so this has to be a quick decision so that they can get drawings
done. She said she knows they want to make the right decision. She said once you submit you cannot
change the site and project.
Carol said there can be minor changes, but it must be done as presented. Ray said they want the project
the way it is presented, but can be a small change in design. In terms of funding, even though you are
getting the 75% back you must be prepared to pay half of the entire project cost not just construction
fees etc. The most the state does is half of the funds half way and the second half at the end. The city
has to be able to cover the bills.
Carol said there is a lot of people applying. It is about does the city feel it is the right project and the
right community, which is what we will help you with. Carol said the other thing is think about what are
the long term needs in the district and are you ready to move forward with it and make the decisions
where and what.
Carol said always think master plan and long term, who are your competitors and not to go head on with
them. Ray said please be diligent about talking to the seniors about your plans so you get the support
from the entire community. Carol asked if they have any questions.
Ken said for Beecher Center it would be an opportunity for revenue. Tim said the number one thing he
hears being missed since losing the REC Center is open basketball. The city could bring in significant
revenue with open gym and at least cover our costs. Bart said this is not in the budget, but it is in the
master plan.
Scott asked about the scoring system for the grant. Scott asked if having the seniors involved makes it
rank higher. Carol said this is not transparent in the park grants and it is not as obvious as why certain
communities receive them and others do not. Carol does not remember if seniors is a plus. Ray said
they tend to fund larger projects.
Carol said we can research any of your questions. Bart said there is not a list of components. Deb asked
if there is any way there could be a separate entrance for the seniors and have their own space so that is
not an issue. Bart said yes. The board discussed matching grant funds. The board discussed where
things would be added onto at Beecher.
Deb asked if staff pinpointed the needs we need in the building itself. Bart said we need to see
community support and hold a public hearing on the actual plan. Carol said to secure the grant, you still
want to be sure to include things the city really needs and what will bring revenue.
Carol said fitness centers do generate funds and it could be added to the facility for a different clientele.
Ray said if you can show a gym as a pressing need, that is what they want to see and if you can show
documentation from the past it is good. Kelly said we can show how much money we generated with
open gym and all the classes we had before. Carol said that is a good story because of losing the REC
Center there is a big need. Kelly likes the location because of the schools and library.
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Tim said we do not want a pool. The board agrees. Bart said to focus on what we lost is good because
we need programming space for normal classes. The board discussed what to include in the building
gym, studios etc. Bart asked the board to list what things are the most necessary.
Tim said a fitness area is a huge expense. Ray asked about what they would like for the building metal
or brick and mortar. Kelly said a precast would be fine. Kelly said as much building as possible and add
equipment later.
Ray said something around 11,000 square feet would be doable. Deb asked how much per square foot.
Ray said about $230 a square foot, which includes parking. Mayor Golinski asked about expanding to
the north, the board said that would work. Tim said he envisions a gym, a track around the gym and a
couple studios with some classes and eventually add fitness later.
The board agreed with Tim. Amy said we have three weeks to do this and asked if it is possible and
what if the city gets this, is the city on board. Bart said the city has to approve it and there is a meeting
in two weeks. Amy asked does there have to be a hearing on it. Bart said the more community support
you can show the better. Amy asked if we can do that in three weeks. Matt asked the same question.
Bart said yes.
Ray said community support can be done in a lot of ways, youth sports programs and schools etc. Ray
said it does take us time to do some of this too. Deb said the decision has to be made and voted on
tonight. Bart said city council does have to approve it and the city can be awarded the grant and say no
thanks, but the city is penalized for two years.
Deb said the city is in dire need of program space and she thinks the best bet is Beecher. Deb said Tim’s
suggestions are good to get the city more space and it is a great location near schools and library. Bart
asked if anyone has any other components they would like to see. Mayor Golinski said there are plenty
we would like, but Tim hit on the most important ones. Kelly said keep in mind that in the future it will
be added onto.
Bart said that is a basic plan with four major components, two gyms, track and studio space. Tim said
he is not sure if we need showers or changing rooms. The board discussed the need for changing space
and/or showers. Tim said there could just be lockers and a large bathroom.
Bart asked about maximum cost – the city is leaning toward asking for as much as we can. Deb asked
when drawings will begin. Bart said as soon as we give them the go ahead. Bart said that is something
he will manage and getting it in front of city council. Bart said the board will probably not see the
drawings until they are complete and in front of city council.
Bart went through the list of what the board would like to see done ‐ a large gym with a track, studios
and locker/bathroom combo and match the current esthetics. Bart said expandability is a big issue.
Bart said the city is already going to spend money on Beecher which helps. March 10th is when the grant
application has to be posted. Ray said there are 20 million worth of grants the state will be giving out.
Deb said if the city wants this, it must be thrown together. Deb said how many cities are going to be
able to prepare this quickly. Bart said there were a lot last time. Ray said over 200 submittals last time.
Carol said those that did not get it last time can resubmit.
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Ray said demonstrate need and support will make a big difference. Kelly said showing a need with
losing the REC Center is a big plus. Bart said this project budget includes replacing the HVAC on the
existing building. Bart asked for a vote. Deb asked for a vote on Tim’s idea on Beecher Center. Deb
Horaz – yes; Kelly Sedgwick – yes; Seaver Tarulis – yes; Amy Cesich – yes; Mark Dilday – yes; Dan Lane
– yes; Matt Konecki – yes. The board passed the idea unanimous.
Deb asked if city council will have an issue drawing up plans without them knowing about it. Bart said it
is staff authority.
Land Cash Presentation – Scott said in the packet there is information on land cash. Scott said there
have been questions in the past, so he made a quick outline as an FYI. Scott said it explains what land
cash is and the school land cash versus park land cash and the criteria for requiring cash contributions in
lieu of park land, fair market value, time of conveyance and payment refund indencidy.
Scott said those things are negotiated when developers talk to the city and it is based on the number of
homes there are and how large the homes are. There is a calculation on how to come up with the land
cash and how many acres in park land and the quality of the land. Scott said there is a lot of good
information to read over and discuss at the next meeting and address some of the questions that have
come up in the past.
Scott said because we are just one entity of the city other things play a role because something might be
more important for the city to do. Scott asked the board to come to the next meeting with questions.
Deb said then the board can have an in‐depth conversation next meeting.
Reports:
Recreation Report – Scott said he and Tim have a combined report. Tim said basketball is going really
well. Shay has helped out and Tyler is doing great. Soccer registration is off to a good start. Preschool is
still going along well. Ready Set Go is going great and closed for the rest of the year. Tim said the
summer special events are being finalized. Scott said we have been helping out public works with snow
removal. The shelter was received for Clark Park and when it gets warm and snow melts we can get
going on that.
Scott said the city is working with others to create some events at Riverfront Park to make more
successful events. Scott said he and Tim and Bart have been getting more involved with chamber night
and working to try to change the layout and make it better.
Scott said it will be a busy summer –the city is brining back the golf outing. The board discussed who
can help with the golf outing on Friday, May 30th. Scott and Tim went to the park and rec convention to
see what is new and upcoming.
Mayor Golinski asked if the park board members could attend. Deb said we are discussing that for the
future because it wasn’t in the budget.
Suspend Regular Session Meeting for Executive Session: Motion to go suspend regular session made
by Kelly Sedgwick and seconded by Matt Konecki 8:05 p.m.
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Motion to go into Executive Session: Motion to go into executive session for personnel made by Kelly
Sedgwick and seconded by Dan Lane at 8:05 p.m.
Regular Meeting Called to Order: Motion to call regular meeting to order at 8:15 p.m.
Additional Business: None.
Adjournment: There being no further business, the meeting was adjourned at 8:15 p.m. Motion was
made by Kelly Sedgwick and seconded by Dan Lane.
Minutes Respectfully Submitted by:
Lisa Godwin
Minute Taker