Loading...
Park Board Minutes 2002 11-18-02 APPROVED Yorkville Parks&Recreation } Park&Recreation Board Meeting Minutes November 18,2002 Call to Order- Chris Rollins called the meeting to order at 7:07 p.m. Roll Call- Chris Rollins,Dave Cathey,Lisa Scherer,Bill Wedge,Ken Koch Staff:Laura Brown Absent: Sue Swithin,Eric Dhuse,Alderman Paul James Guests and/or City Officials- Ben Assell,President,Yorkville Youth Baseball/Softball Association Approval of Minutes- Minutes of the October 28 meeting were unanimously approved following a motion by Wedge. Cathey seconded the motion. Bills Review- The Board reviewed the current list of bills. Scherer questioned a check for Heartland Circle. Brown responded Brown also pointed out a bill from Miracle for finishing the playground in Heartland. Rollins questioned a referee fee being paid to Marty Munz,a city employee. Brown will check with Swithin for the answer. The check,#002769,will be held until the question is answered. Scherer also questioned a bill from TruGreen,that Brown explained was for weed control. Approval for payment of bills,with the exception of the payment to Mr.Munz.followed a motion by Scherer. Wedge seconded the motion. A roll-call vote was taken:Rollins,yes; Cathey,yes; Scherer,yes;Wedge,yes,Koch,yes. Rollins called attention to the cash analysis provided by Brown,noting that consolidation of the accounts went well. Communication from Guests- Rollins welcomed Ben Assell,the new president of the Yorkville Youth Baseball/Softball Association. Mr.Assell expressed concern for Pony League field space,saying they are losing use of the sophomore field at Circle Center,and will ask for temporary use of the field at Harris Forest Preserve as a transition field. They would ultimately like to use Beecher Field for Pony League games. Rollins pointed out the agreement Parks&Rec has with the schools for use of the field during the school baseball season. He also said YYBSA and Parks&Rec have worked cooperatively in the past,and would like to see that relationship continue. Brown said that a proposal will be presented to the Board at their next meeting,detailing YYBSA use of fields. Reports- Director's Report Brown pointed out that included in tonight's board packet are: • Sponsorship and advertising proposal • Park standards • Asset and capital needs �l November 18,2002 Page 2 Sample hiring packets,in which hiring processes have been streamlined and centralized,will be in board packets for the next meeting, Recreation Dent.Report Brown presented the recreation and program report. The skate park report,which included recommendations from Swithin,was discussed. Brown noted the report broke out per person costs. Options for the skate park were also discussed,including negotiations for sale of equipment. Brown agreed the location of the park and it piece-meal features are a detriment to the park. Rollins also expressed concern for high maintenance and vandalism at the park Scherer pointed out that the board's original concern for the park's location has proven to be true. It is not easily accessible,keeping use of the park very low. Brown said a recommendation will be brought back to the board at a future meeting. Rollins invited questions on the Recreation Report. Scherer asked if there have been any problems resulting from the raising of facility use rental fees. Brown said there have not been any problems. Parks Dept.Report Wedge said he noticed leaves have not been picked up in Town Square Park. Brown said they have been blown twice. There were no other questions of the report. Board Action- Old Business The Board then discussed the Park Land Classification proposal prepared by Brown. She pointed out this would be included in the Park Development Standards for park developers,and also in the Park Master Plan booklet. Approval of the Park Land Classification proposal was unanimous following a motion by Scherer,seconded by Cathey,and a roll-call vote. Brown reported that the community survey postcards will go out this week,telling residents the survey is coming. The survey will follow in two weeks. Commenting on the survey, she pointed out that 1,000 people were randomly picked,using the water bill,to receive the survey. The agreement with Northern has also been signed and approved. A revised Joint Policy Statement,for Executive Director evaluation,was presented for approval. Brown pointed out that the last line has been changed to say that a representative of the Park Board(rather than the whole board)and the Mayor will conduct the evaluation. Koch moved for approval,Wedge seconded. A roll-call vote was taken: Rollins,yes;Cathey,yes;Scherer,no; Wedge,yes;Koch,yes. New Business Brown called attention to the Master Plan Quote provided by City Planner,Mike Schoppe. She said that the Master Plan which,if approved,is expected to be completed within four months and will include examples of playground amenities. She also pointed out that the quote addresses the scope of services requested by the board. Rollins commended Schoppe for his work on the quote. Rollins then asked for a motion to approve Schoppe Design as the professional service consultant,for the completion of the Park and Open Space Master Plan,for an amount not to exceed$18, 125,and to authorize the Executive Director to obtain approval from the November 18,2002 Page 3 City Council for the purpose of entering into an agreement with Schoppe Design for the completion of the plan,and to work with the Director of Finance and the City Administrator to identify funding.. Wedge made the motion.Cathey seconded. A roll-call vote was taken: Rollins,yes;Cathey,yes; Scherer,yes;Wedge,yes;Koch,yes. Brown presented a draft for Park Maintenance Standards,which she prepared. She said she anticipates completion,for approval by the board,within two months.The board gave its unanimous approval to the efforts to date on developing these standards. The board then discussed a proposed marketing plan for sponsorships of Park&Rec programs, prepared by Brown. Brown noted it has gone to the city attorney for review. She also pointed out that under the Park&Rec Guide a business card cost,fee,and parameters will be added. Rollins mentioned that in the next draft it is important to mention that the city sign ordinance must be adhered to. Wedge asked that the length of time signs may be displayed be added. The board gave its approval of the dram,and authorized Brown to continue to investigate sponsors for program brochures and signage in parks. Brown said it also has to go to the Committee Of the Whole and City Council for approval. Brown reported that the Policy and Procedures Manual is in progress. She also reported that meeting dates for January through May,2003,will be provided at the November 25 meeting. Brown discussed the Capital Asset Inventory&Replacement Schedule included in the board packet,that will provide an estimate of time and cost of replacement of these items. She also reported that she is going to try to add item descriptions and an inventory of playgrounds. Discussion focused on a request from Parks for mower replacement. Scherer asked why,with a life expectancy of five years,the replacement had not been budgeted for in the 2000 budget. Brown said she will prepare a final inventory prior to budget time. Discussion ended with a motion by Cathey,seconded by Scherer,to approve the purchase of a Grasshopper mower from the reserved dump truck fund. A roll-call vote was taken:Rollins,yes;Cathey,yes; Scherer,yes; Wedge,yes;Koch,yes. Brown presented a draft of Park and Open Space Development Standards. She pointed out that she wants to work conservation and preservation areas into the standards. Brown said Schoppe also suggested being more detailed in stating the minimum slope. These standards would be a part of the sub-division control ordinance,and would be in developers' packets. With board approval it will then move to City Council for approval,and to be added to the subdivision ordinance. A motion to approve the standards,with minor changes,was made by Cathey and seconded by Koch. A roll-call vote was taken:Rollins,yes;Cathey,yes; Scherer,yes;Wedge, yes;Koch,yes. Additional Business- Brown noted the new chairs,donated by the Salvation Army Golden Diners have arrived,and the they have donated the old chairs to the City of Yorkville for use at Beecher Center. November 18,2402 Page 4 Brown reported that she is meeting Wednesday with the Kiwanis,at their request,to discuss their helping with the Safety Town project. She said they want to help build the buildings and find sponsors for the project.. Brown reported that Letters to Santa is going well. They will be included in the next board packet. Brown noted the board will meet on Monday,November 25 at 7 p.m. The board then discussed December meetings,and agreed to move the December 9&meeting to Dec.0 to accommodate a return visit from Burback at 6 p.m.The regular board meeting will follow. The board also canceled the December 23'd meeting. Scherer presented her letter of resignation,effective January 1. She expressed her reluctance to resign,but said it is necessary because she is returning to teaching,and her time will be limited. Rollins thanked Scherer for her service to the board. Adjournment- At 8:35 p.m.the meeting adjourned,following a motion by Scherer,seconded by Wedge. Respectfully Submitted, Judy Rice Recording Secretary Next meeting 7:40 p.m.November 25 in the Austin Room of Beecher Center. United City of Yorkville County Seat of Kendall County EST. 1 � _,<183i 800 Game Farm Road N Yorkville,Illinois 60560 O M O Phone:630-553-4350 �Z Fax:630-553-7575 APPMED LLE ��'v �c___..•!�- � \"�..c. c �--r -�Y"'Z Jam"—. JOINT POLICY STATEMENT The Executive Director is- a Department Head for the United City of Yorkville and as an Employee ultimately is responsible to and receives direction from the Mayor of Yorkville. As a Department Head for the United City of Yorkville, the Executive Director of Park and Recreation shall be responsible for administering and directing the operations and activities of the Recreation Department and the Park Department. In addition, the Executive Director shall maintain communication, cooperation and receive administrative direction from the United City of Yorkville Administrator. The Director shall provide the guidance and direction for the development of the Park and Recreation Department as established by the Park and Recreation Board. A representative appointed by the Park & Recreation Board and the Mayor of Yorkville will evaluate the Director on an annual basis.