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
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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
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Fax:630-553-7575
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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.