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Park Board Minutes 2002 10-14-02 f a 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.