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Park Board Minutes 2002 08-05-02 Yorkville Parks & Recreation Park Board Meeting Minutes August 5,2002 Call to Order— Rollins called the meeting to order at 7:12 p.m. Roll Call - Chris Rollins, Dave Cathey, i.isa Scherer, Bill Wedge, Ken Koch Staff: Scott Slccrcr(Parks) Absent: Sue Swithin, Aldennan Paul James City Officiate Mayer Prochaska Approval of Minutes - Rollins reviewed the July 22 meeting minutes with the board as a refresher. The Board unanimously approved minutes of the July 22 nlecting, following; a motion by Wedge, seconded by Cathey. Bills Review - Bills were approved for payment following a motion by Wedge, seconded by Scherer. A roll- call vote was taken: Rollins, yes; Catlley, yes; Scherer, yes; Wedge, yes; Koch, yes. Approval Wits LIM1111111UUS. Introduction of Cuests and/or City Officials— Williams Architects were scheduled for a Pool survey presentation. After recent events, Williams chose to pull their free offer off the table and did not show for a presentation at this time. Board Action— Cathey brought some questions regarding the recent hiring of the Recreation Program Supervisor. C.';u11cy felt it important to make sure Swithin completed all the hiring details that are required by the city. The following should be on file. Resume, Background Check, Letter of Recommendation, and Official 'Transcript. The Board had no reservations regarding Swithin'~ request but felt for the salary upgrade in Ci months, all items should be in order to facilitate the change effectively. The Board made the following recommendation with Scherer making the motion, second by Wedge. A roll-call vote was taken: Rollins, no;Cathey, yes; Scherer, yes: Wedge, ycs; Koch, yes. Providing the following items have been done, (Resume, Background Check, Letter of Recommendation, and Official Transcript), the Program Supervisor Posting at $32,085 be amended to$33,368 in G months providing that all City Hiring Policies have been met and the previous items included. The Board's next item was discussion regarding organizational strttcUire Pertaining to the: dircctor'.,; position. Cathey had concerns with the idea of the director being under city administrator_ Rollins questioned how the city administrator could handle effective reviews without being more involved in Parks and Rec. affairs. It is felt that the,city would want it like other departments however the Board feels that due to the nature of this department, it would be more advantu�cous to have'. the director answer to the mayor and the park board. The Board .a would be interested in a day to clay communication line between the city administrator and Parks and Rec. department. It is worded in the job description in this manner, which was recently approved by city council. The ad hoc committee commented that this conversation has taken place but no decision was made. Summary of the Board's view of the director's structure: Mayor Park Board T T Director Position F—> City Administrator(day to day guidance) T T Parks Dept. Recreation Dept. Recreation Report— The Board read the recreation report submitted by Swithin and found it satisfactory. Park Report- On behalf of Muse's absence, Sleezer gave a park report to the Board. Sleezer mentioned various park improvements completed or in process of being worked on. Park personnel have painted several dugouts at Beecher Park and the block building at Riverfront.Park. Sleezer addressed a current hornet problem as well as mulching Purcell and Riverfront Parks. A lingering problem with the Rivers Edge development was brought up once again. Rollins asked about the status of the trail solution. City.Engineer Joe Wywrot and the developer are currently meeting regarding; this. Key individuals seem to favor different solution regarding the type of surface of this trail. Sleezer favors pavers while Wywrot likes a textile surface. The Board would like Dhuse to meet with Wywrot to resolve this issue. Wedge also asked how the trail would he built without a decent access point. Rollins feels access points can be used at the trail ends. Wedge asked about the type of privacy fencing being used in this project. Sleezer mentioned a split rail type, but there seems to be some questions regarding this. The Board would.like Dhuse to discuss. this with Wywrot also. There was some general discussion regarding slope: of decent getting to the trail also. Scherer mentioned the work being done at Town Square Park. The Board was concerned with the timing and if it would be completed before Home Town Days. Sleezer claimed Parks were waiting on the American Legion to finish their part but said the city would talcs over and get this finished in time. Parks may leave the shuffle board area alone until this fall. Cathey brought up a potential problem of a metal post/pipe sticking up. Cathey investigated it but found nothing. Sleezer is also unaware of this problem but will look into it. ~geezer also mentioned a problem with the Greenbriar Park. Several mature trees were damaged by children carving,on them with knives. The damage is severe and the city can not keep replacing trees. Scherer mentioned a paper article addressing the problem. Koch will take a look at this issue and report back to the board. Finally, Sleezer mentioned an idea he had of an overnight sleep over in Town Square Park. The idea would be it child with an adult camping out under the stars. The Board found the idea very interesting> and would like Swithin to look into the details and organization of it. Sleezer left the meeting at this point. Liaison Report-- Mayor Prochaska addressed several items with the board. First was the problem with baseballs being;hit into citizen's yards at Beecher Park. The city doesn't favor the idea of putting up nets along ballfields to solve this issue. Chief Martin and city attorney Dan Kramer suggest applying use conditions to the fields in question. This would Iimit the use of the fields to only sanctioned events. Sig;nage stating Thal rcg;ttlalion softball play only be applied to both north fields would • " allow the policc to enforce.. this vile. Wedge.. felt an aged specific restriction would need to be ' part of the sig na-C and Possibly some type of no hitting golf halls signs may need to he Put up also. An update on the future Ryder Park project informs the Hoard that current progress is in meeting stages between the owners and city attorney Kramer. The hoard was reminded of the comprehensive Ilan meeting;taking place August 6. It was felt that since the plan is an overall view with specifics referenced in the Board's master plan, uttendance was not mandatory. Rollins did agree to try to be present to answer any Parks and Rec. questions that may conic up. Mayor Prochaska addressed a Parks and Rec. request of securing cars for use by the department. The grce.n car, ex city administrator car, is still it viable possibility in progress and possibly an ex squad car could be made available. The thought that.this car could be used between Beecher Ccntcr anti the riverfront office with the car being kept overnight at Beecher Center as currently done with the van. Scherer raised the pool survey topic with the Board. The Board a:,; a whole was disappointed that Williams chose not to meet regarding;this issue especially with the letter each member received and the press response to this. The beard restated its intentions and felt the matter is left in the hands of city council. Mayor Prochaska stated that the status of the Board's recommendation is tabled and may have to come hack to council again. Scherer asked for urgency regarding this action. Old Business— With the upcoming; interviews for the director's position, the Board addressed some of the details of preparation. The Board viewed a handout from the city offering suggestions on interviewing etiquette and The policy for cgtial opportunity. Scherer volunteered to prepare rating sheets to allow the process to run smoothly. All information gathered on each candidate would he kept separate and scaled. Scherer will facilitate the paperwork for the Board and Rollins will ask the interviewing questions. Mayor Prochaska offered to sit in on the interviews helping; the Board streamline the process. Koch stated that lie could not attend a full day on August 12. After discussion the Board decided to spit the interviews over 2 days. Cathey will schedule them and notify the Board. The Board then selected the. interview questions from the pre-approved list. New Business— Tbe Ad Hex; committee gave all update to the Board, Scherer felt frustrated on how this committee is working. The Board fully agreed that it doesn't seem to be. progressing;as intended. nic Board agreed to continue with this until a director is in place. The next item that needs a solution is the Salary Survey. Koch will sub for Scherer at the Wednesday meeting. Adjournment— At 10:17 p.m. the motion to adiourn was mule by Wcdge and seconded by Koch. Respectfully Submitted, Ken Koch Temporary Recording;Secretary Next meeting 7:00 p.m. Aug. 26 in the Austin Room of the Beecher Community Building.