Park Board Minutes 2002 10-14-02 f
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Yorkville Parks&Recreation APPROVED
Park Board Meeting Minutes
October 14,2002 ���. a-% d�--
Call to Order-
Chris Rollins called the meeting to order at 7:02 p.m.
Roll Call-
Chris Rollins,Dave Cathey,Lisa Scherer,Bill Wedge,Ken Koch
City Liaison:Alderman Paul James
Staff: Laura Brown
Absent: Sue Swithin;Eric Dhuse
Guests and/or City Officials-
None in attendance.
Approval of Minutes-
Minutes of the September 23 meeting were unanimously approved following a motion by Koch.
Wedge seconded the motion.
Swithin arrived at 7:05 p.m.
Bills Review-
The Board reviewed the budget report,as of September 30,2002,and the current list of bills.
Scherer questioned an invoice for a tree for Heartland Park. Laura will check and provide the
answer. Until then,payment will be held on this item. Scherer moved for approval to pay bills,
with the exception of the invoice in question until an answer can be obtained regarding the
developers responsibility. Wedge seconded. A roll-call vote was taken: Rollins,yes;Cathey,
yes; Scherer,yes;Wedge,yes;Koch,yes.
Recreation Report-
The Board questioned cancellation of hockey and the Pilates programs. Swithin said she is
considering a change of format for both programs. She said it is hard to compete with the
YMCA and Club 47. She will keep trying to promote the programs.
Park Report-
Rollins called attention to the five-year parks capital equipment plan. Brown said she is working
with Dhuse on an asset replacement schedule for forecast planning.Rollins said he would like to
see an inventory of park land to help determine the need for new equipment. Brown said she and
Sleezer have discussed the need to do a past history of existing equipment to prepare for future
replacement,as well as a cost comparison. Rollins said this has been discussed in the past,and
that he would like to have them evaluate lease vs.purchase,purchase vs.contracted services,as
well as maintenance only of the equipment.
Brown said she would like to establish maintenance standards for park land. She said she would
like to see what is being done beyond routine maintenance. Rollins asked for a report of Parks
personnel and hours spent doing tasks for the city other than their regular park responsibilities.
Brown will provide the detail.
Park Board Meeting
October 14,2002
Page 2
Koch reported there is a broken light at Greenbrier Park. Brown said there is a work order for
the repair. Koch will follow up.
Swithin noted the skate park sign is still crooked. Brown will follow up.
Responding to a question regarding old soccer goals still in use at Fox Hill Park, Swithin said she
plans to replace them next year,but doesn't want to go to the expense at this time of year. The
issue of safety was discussed. Swithin said these goals are not being used for regular play,and
do not pose a safety hazard. Rollins said he would feel better if the playground safety inspector
agrees.
The question of ownership of the parks in Fox Hill was raised. Brown said she will get the
answer.
Liaison Report-
James reported that the city has hired an appraiser to provide an estimate of land and cash for
new developments. Rollins said the question of what land-cash is based on has been discussed in
the past. Swithin said there is a formula for the calculation,and that the city is currently doing
an eight-week evaluation of the formula.
Reporting on the October 9 public meeting,Brown said it went very well. She said there will be
another meeting on Wednesday for anyone who would like to speak who did not have the
opportunity at the last meeting.
James shared a flyer for the upcoming Kendall County referendum. He said Kendall County
made a presentation recently for the referendum,which addressed watershed protection,
detention areas,water pressure,traffic flow,etc.
Old Business-
The Board then reviewed a summarized list of goals for the Executive Director. Brown invited
additional items or changes. She said the Mayor had no changes to suggest. The Board
approved the list as is.
Rollins asked Brown for an update on the Park Master Plan. She reported that she met with the
consultant,Rick Suttle,of Ruettiger,Tonelli and Associates(RTA),on the status of the Plan he
was hired to develop. He said he would provide a report by October 10. What he has provided is
in draft form,and is not in an organized format. He asked for an extension of the agreement
through January 21,2003. Brown expressed her disappointment with the lack of material from
Suttle,pointing out that 50%of the project has already been invoiced and paid by the city since
the original March 2000 agreement.
Park Board Meeting
October 14,2002
Page 3
Brown said she spoke with the city attorney about terminating the existing agreement with RTA
to pursue discussions with Schoppe Design for completion of this project. She said the city
attorney concurred. Rollins expressed concern with using Schoppe Design to do a lot of work
for the small amount of money remaining for this project. Brown then recommended the park
board terminate their agreement with RTA,and asked the board's permission to discuss
additional funding possibilities with the city administrator. The Board agreed with Brown's
recommendation.
Rollins asked for a motion to terminate RTA on the master plan. Cathey made the motion to
terminate the services of Ruettiger,Tonelli and Associates by whatever means necessary and
legal,and to seek reimbursement of funds already paid to them. Wedge seconded the motion. A
roll-call vote was taken: Rollins,yes;Cathey,yes; Scherer,yes;Wedge,yes;Koch,yes.
James said he will discuss the matter of funding up with the Committee of the Whole at their
meeting on Tuesday, so it can go to the City Council next week. Rollins said he would like to
see a cost estimate from Schoppe Design at the next park board meeting.
Brown said she and Swithin met with the Yorkville Youth Baseball Association(YYBA)
recently. She said they are working on a draft agreement to present to the park board. Swithin
said they agreed to put together a maintenance plan based on Parks and Rec Dept. standards. She
said YYBA is going to ask Harris Forest Preserve for field space,which she and Brown believe
may help with transition fields. Rollins suggested also asking developers to help develop ball
fields. James suggested involving the city attorney in negotiations.
Cathey reported that the Ad Hoc Committee reviewed the Joint Policy Statement regarding the
Executive Director's position,and that it needs park board approval. Scherer said she does not
believe the statement is even necessary. Koch asked if it would go into an ordinance. Brown
suggested that it be attached to the ordinance that established her position. Cathey said he will
take it back to the Ad Hoc Committee on Tuesday. Rollins said the policy statement isn't a
policy for the park board,but only for the city. Brown said the language is acceptable. Rollins
asked for a motion on the statement. Cathey made a motion to accept the statement,saying the
wording is acceptable to the park board as written. Koch seconded. All were in favor except
Scherer.
Brown asked that all copies of past Executive Session minutes be turned in to the office.
New Business-
Brown said she is working on a master calendar of meeting agenda topics for the Park and Rec
board meetings.
Brown then reviewed items for a Board Policy and Procedures Manual she is preparing. Once
completed,she will provide each board member with a copy.
Brown shared a list of goals and procedures to be included in the Parks and Recreation Master
Plan,designed to help manage future development and enhancement of parks and facilities.
Park Board Meeting
October 14,2002
Page 4
Brown said a first priority with the city will be the accounting software. She noted the city is
bidding out all software,and that Graff has identified funds for the upgrade. She said it is
important that computers at the river front building and Beecher Center be networked.
Brown noted the annual IPRA Conference is January 23-25,2003. She asked for approval for
her,Hebreard,and Sue to attend. The total cost would be approximately $1,915. Scherer made
the motion. Wedge seconded. A roll-call vote was taken: Rollins,yes;Cathey,yes; Scherer,yes;
Wedge,yes;Koch,yes. Swithin said she would like to add money to next year's budget allowing
park board members to attend the conference.
Scherer left the meeting at 8:39 p.m.
Brown said Swithin is working with Dan Kramer to establish employment procedures for
referees. Swithin said referees will be covered by the city's liability insurance and will fill out
timecards. Criminal background checks will be done through the city. She is currently working
on the draft.
Swithin is also working on a draft of the winter/spring program guide.
The Board discussed Swithin's request to purchase 52 new chairs,a dolly and a hand truck for
Beecher Center. She said chairs get a lot of use and abuse when used for special events,and
some do not get returned. She said the purchase will provide a total of 280 chairs. She also
noted that chairs in the Austin Room will be replaced by the Salvation Army,and the old chairs
will then be used in the banquet room. Brown asked Swithin to get the donation in writing. At
the request of the Board,Brown also offered to do a cost study for usage of the Beecher Center.
Rollins asked for a motion to approve the purchase for a total of$1,085.10. Wedge so moved.
Koch seconded. A roll-call vote was taken:Rollins,yes;Cathey,yes;Wedge,yes;Koch,yes.
Brown presented a recommendation for authorization to get signatures needed to complete an
Illinois First/DCCA grant survey for phase one of the Safety Town project,renovation of the
Beecher Parking lot,and for construction of a path from the parking lot to the ball fields. She
also asked for authorization to use land cash funds to supplement the grant funds and to authorize
staff to complete project specifications and identify contractors for completion of the project.
The grant is for$100,000. $51,000 for Safety Town,$50,000 for the parking lot renovation,and
$15,000 for the Beecher Field path. Brown suggested that$14,900 may be obtainable through
electrical supplier donations. Brown also shared brochures she has prepared to help sell the
project to prospective suppliers. She said the target date for completion is November 2003.
Cathey made the motion. Wedge seconded.A roll-call vote was taken: Rollins,yes;Cathey,
yes;Wedge,yes;Koch,yes.
James left the meeting at 9:00 p.m.
Park Board Meeting
October 14,2002
Page 5
Brown introduced a proposal to close one of the Parks&Rec bank accounts used for building
rentals and rental refunds,to reduce fiscal responsibility and exposure to deposits by staff. Koch
moved for approval of the recommended changes. Cathey seconded. A roll-call vote was taken:
Rollins,yes;Cathey,yes;Wedge,yes;Koch,yes.
Swithin shared a report on current Park and Rec bank account updates and signatures made with
the approval of the Board.
Brown presented a consumer survey for the Board's review and approval,to be conducted
through NIU at a very low cost. Cathey made a motion to approve the survey. Koch seconded.
A roll-call vote was taken: Rollins,yes;Cathey,yes; Wedge,yes;Koch,yes.
Swithin and Brown also discussed other types of surveys with the Board,to be conducted in-
house. They asked for approval to search funding for the surveys. Koch so moved. Wedge
seconded. Approval was unanimous.
Rollins asked for an update on the status of the Burbach pool study. Brown responded that the
study will provide a survey of five pools as well as a timeline with analysis.
Adjournment-
Koch moved the meeting be adjourned. Cathey seconded.The meeting adjourned at 9:38 p.m.
Respectfully Submitted,
Judy Rice
Recording Secretary
Neat meeting 7:00 p.m.October 28 in the Austin Room of Beecher Center.