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Park Board Minutes 2002 09-09-02 r Yorkville Parks&Recreation Park Board Meeting Minutes September 9,2002 Call to Order- Rollins called the meeting to order at 7:00 p.m. Roll Call- Chris Rollins, Dave Cathey,Lisa Scherer, Bill Wedge,Kcn Koch,Alderman Paul James Staff Sue Swithin Absent: Fric Dhusc Approval of Minutes- Minutes of the August 26th meeting were unanimously approved following a motion by Wedge, seconded by Cathey. Bills Review- Wedge read a memo from Eric Dhuse explaining expenses questioned at the August 26th meeting. Poolsidu Express, for the purchase of paint for the river front fountain bottom; Kipps Lawnmower,for a string trimmer; Architectural Bronze&Aluminum,for plaques for donated trees;Yorkville Auto Parts, for park truck supplies. During a review of current bills, items questioned include:: $125 for auw detailing of a newly acquired vehicle from the city. Scherer questioned this expense,saying she could not approve it. Shc asked James to take it to the next Administration Committee meeting. Wedge asked for clarification on a horse camp expense. Wedge moved for approval to pay bills_ Koch seconded_ A roll-call vote was taken: Rollins, yes,Cathey,yes: Scherer, no; Wedge,yes; Koch,yes. Board Action- Swithin asked for approval to purchase;new soccer goals. She asked for one sct of 12'goals, for$1,300; and 2 sets of 9'goals for a total of$2,200. following discussion. Scherer moved to purchase three sets of goals using land cash funds,not to exceed$4,000,along with the stipulation that Swithin solicit additional sponsorships to help with future purchases. The motion was seconded by Koch. A roll-call vote was taken; Rollins,yes;Cathey,yes; Scherer,yes; Wedge,yes; Koch,yes. Rollins presented a proposed drab policy statement from the city regarding the reporting structure for the new Executive Director. The policy states the F.,xeeutive Director would report directly to the City Administrator,and ultimately to the Mayor. The board discussed the matter at length,expressing their opposition to the proposal. James said the city's intent is to bring unity throughout the city administrative Structure. Rollins stated the park board is a governing board, responsible for employees of the department. The board pointed out there is a job description and an ordinance already in place that clearly outline the reporting structure of the position. Rollins said the city's proposal is against state statute,and would remove the individual's accountability to the park board. Board members agreed that the Executive Director would maintain day-today communication,cooperation,and information exchange with the city without reporting directly to the City Administrator. Swithin stated that if the Director reports to the City Administrator it would have to be through a committee format,and would negate the role of the park board entirely. James said he will present the board's position to City Council at their Tuesday night meeting. Cathey suggested a formal statement from Rollins to the Mayor regarding this issue. Board members unanimously approved a motion by Scherer to not accept the policy statement as written,rather to follow the ordinance and the state statute. Wedge seconded the motion. Rollins will write a rebuttal statement to the Mayor. Swithin shared a memo from the city clerk saying Doris nick was looking for a copy of the petition given to the Plan Commission,regarding park space in the Heartland development,which she also brought to the August 26 park board meeting. Koch agreed to get a copy to her. Recreation Report- In her Rec report Swithin said she has spoken twice with the new Executive Director, Utura Brown. She said that Brown, Barb Reisinger,and Dan Hebreard,will be introduced to the board at the September 23 meeting. Swithin reported that in conversation with the Mayor last week,she was informed that the contract for a pool study by Burbach Aquatics is in place:, and she will ask for copies of the contract for Rollins and Brown. Regarding a couple of other issues,Swithin noted that contrary to what had previously been reported by Rose Spears to the Ad Hoc Committee,she had submitted information on the number of programs and the population served. Responding to another concern,she noted that her name is on the bank accounts, along with the board members'names. She updates them as new board members come and go,but she is not the sole signer on any of the accounts. She will be sure to send copies to the city in the future. She will send copies of the current resolution to the Traci Pleckham&Kim King at the city. Swithin responded to Scherees concern expressed at the August 26 board meeting relating to the golf program. She will ask the instructor to keep the class size at a maximum of 12-15. She will let him know the concerns with the lamer class size. Swithin shard that she has had conversation with an individual working on a middle school traveling soccer team,and that she offered to help him advertise it next year. Swithin reported that work on the river front building is finished,and that her office and the Director's will now be located there. She said the park staff did a great job painting the building. Shc is going to suggest to Sleezer that a diagram be drawn and the road be blacktoppcd_ Rollins agreed but questioned whether the carnival being down by the building during Riverfest will damage the blacktop. Swithin reported there is speculation about the Riverfront Foundation possibly disbanding,saying if they disband, they may give Parks& Rec money only toward trail development at the Riverfront Park. Swithin reported that she is delegating more duties to the new full-time staff and is cross training. Rollins asked that she keep the board informed as to what duties have been delegated,and to whom. With regard to questions on bills that come up in discussion at board meetings, Swithin suggested that the payment approval process would be more efficient if board members could review the bills list and call staff or the Director with their questions prior to the meeting. s A' r Rollins expressed his concern with children of board members and city employees receiving discounts to participate in Rec programs and free use of the facilities. He pointed out that such a practice can be construed as the member receiving compensation,and he strongly objects to any such practice. Swithin explained that it has been an unwritten practice that has been going on for a very long time. She asked for a policy regarding this matter. Following discussion,a motion was made by Wedge stating that until a policy is written by the park board, it will no longer be the practice of Parks and Rec to extend discounts to board members or city employes or their families for use of facilities and/or to participate in department programs. The motion was seconded by Cathey. The policy will be forthcoming. Old Business- Cathey reported that he asked for and submitted a memo from Swithin to the Ad Hoc Committee regarding pending Park and Rec salaries,and asked for a written response. Pending. Rollins asked board members to email him their five top priorities, for the Executive Director,to prepare for the meeting on September 23. The board asked if there has been any word from the City Administrator regarding the Fox Hill playground punch list. Swithin said she has not heard anything yet, but will ask Muse for an update for the September 23 meeting. Adjournment- The meting adjourned at 9:06 p.m. following a motion by Wedge,seconded by Koch. Respectfully Submitted, Judy Rice Recording Secretary Next meeting 7:00 p.m.September 23 in the Austin Room of the Beecher Community Center