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Park Board Minutes 2002 04-08-02 Yorkville Parks&Recreation Park Board Meeting Minutes April 8,2002 Call to Order- Rollins called the meeting to order at 7:05 p.m. Roll Call- C:hris Rollins, Dave Cathey, Lisa Scherer,Bill Wedge, Ken Koch Staff. Sue Swithin, Eric Dhuse, Alderman Paul James Approval of Minutes- Scherer made a motion to approve minutes of the March 25 meeting. Wedge seconded. Approval was urtanimuus. Mayor Prochaska and Rose Spears arrived at 7:07 p.m. Hills Review- The Board reviewed mi rent bills. Scherer moved for approval to pay the bills. Kooh seconded. A roll-entl vote was taken: Rollins,ycs; Cathey,yes; Scherer, yes; Wedge,yes; Koch, yes. Approval was unanimous, Board Action- The Mayor distributed copies of the proposed Parks and Rec.budget, explaining that$25,000 budgeted for the Director's position could be used in the current fiscal year,benefits for the proposed full-time position, and for capital purchases (which could be carried into the 2002/03 fiscal year if not used in the current year). The Mayor asked the Board for a list of priority needs for the new /kcal yeir. I Ie nnted that all department heads have been asked to prepare such a list so that if dollars are available, and as dollars become available, they can be earmarked for those items. Rollins asked how to estimate possible carryovers. Mayor Prochaska said the only dollars that can carry over have to be used for capital expenditures. He noted that surplus 1 inc items go back into the General Fund to he spent as the City Council deems appropriate. Swithin noted there are inconsistencies in whether or not departments report longevity, sick and vacation day buyouts,etc. in the salaries, and recommended that a standard be established,such as all extras would be taken out in the finance budget. The department heads would communicate with Kim King each year to calculate the amounts per employees. The Rnard tabled further budget discussion awaiting Traci P1eckliam's arrival. Recreation Report- Switbin sltaicd the Recreation Dept. Annual Report, showing,goals,professional development, recreation recommendations,etc. Swithin reported she had received a call from Brent.Schalhnmer to discuss the skate park and other ideas for his property, i.e. feasibility for a pool location. He also offered to lease the property to Parks and Rec.with an option to purchase. Swithin offered to check into possible grant funding for this purpose. She also noted that Park Board Meeting April 8,2002 Page 2 Burbach(in Wisconsin) is willing to look at aerial photos of the property to help determine it's feasibility as a community pool site. The Board agreed to have Swithin contact Burbach. The Board discussed the proposed Wyndham development,The Highlands,with Swithin reporting that she recently received a call from the developer. Prochaska reported that.the Administration Committee is scheduled to review plans for The Highlands at their meeting on'Thursday.following discussion,Koch made a motion to recommend that Wyndham's Highlands development PC2001-18 include park land adiaceut to the school site, substitute Parcel 7 with a linear trail running from Parcel G to Parcels 13 & 14('with a minimum of street crossings), as well as open space. The recommendation does not include the detention basins shown on the preliminary plan. Wedge seconded the motion_ Approval was unanimous. Swithin will prepare the recommendation, and Dhuse will present it at the Administration meeting on Thursday. Park Report- Dhuse announced receipt of two bids for installation of tic handicap rails at Riverfront Park. He also reported that when the weather breaks landscaping can begin_ Liaison Report- James confirmed that the City has accepted Greenbrier fond. Ile also asked if the Board is ready to make a recommendation on Northgate and Heartland Circle developments. Rollins noted they have not yet come up for discussion. The Mayor announced that the Administration Committee would like to form an adhor. committee to discuss park-rclated issues and to formulate policies and procedures for the Parks and Rea Dept. The committee would include James, Spears, and two park board members. Rollins thanked Jaynes and Spears for volunteering to help with this effort. He also clarified that the Park Board functions as a collective, decisiun-uraking body, and as such,the Board would give final approval on any recommendations made by the committee. Tour board members were willing.to serve on the adhoc committee. Rollins declined due to limits on his time. Two names were drawn to identify those who would serve on the committee_ The results were Scherer and Wedge. The Mayor cautioned the Board on limitations established by the Open Meetings Act. He noted that a majority of a quorum of the Board cannot discuss park-related business outside of a regular meeting unless notice of the meeting and an agenda have been posted publicly. For a board of five members a majority of a quorum is two. City Attorney, Dan Kramer; suggested the Board may want to consider expanding board membership. Prochaska noted that state statute allows a maximum of nine board members. "Traci I'lecklâ–șaur arrived at the meeting, and the Board returned its attention to the proposed budget. Spears reported that the city is conducting a survey to help determine whether city salary ranges are in litre with other areas of similar demographics. Rollins said that over the last year or two the Board has been looking at position descriptions of Parks& Rec_professionals to determine necessary professional st.atfing and appropriate salary adjustrttcnts for lcical positions. Rose said the City is currently reviewing job descriptions for format, equity, and compliance among city departments. } A Park Board Meeting April 8, 2002 Page 3 Discussion of the proposed budget resumed,with questions and answers being exchanged between the Board and 1'leckham. The Board did reach consensus on the proposed budget,agreeing to a reduce the contingency by a maximum of$4,200. Cathey moved for approval of the budget with the noted reduction in contingency. Wedge seconded. A roll-call vote was taken: Rollins,yes; Cathey, yes; Scherer,yes; Wedge, yes; Koch,yes_ New Business- Prochaska asked the Board their interest in designated park space near the apartment complex at the corner of McHugh and Marketplace, a parcel large enough to accommodate only a tot lot. The Roard discussed briefly and reached a consensus that cash is preferred in lieu of the small land parcel. Wedge moved to ask the developer for a cash contribution in lieu of the park land. Scherer seconded the motion. Approval was unKniTYKAIs. Rollins shared a form recommended by 1PRA to use as a guide to certify that closed meetings comply with the Open Meetings Act. He also read examples from a list of subjects that qualify to be discussed in closed session meetings. Rollins suggested adopting use of the form temporarily until a policy is developed. Scherer so moved. Wedge seconded. Approval was unanimous. While on the suhject cif clnced the Rnard agreed to review Executive Session minutes (to determine those to be opened or to remain closed) in January and June each year. Old Business- Swithin recommended that Old Business items be tabled until the next Park and Planning meeting,due to the late hour. 'l lie Board concurred. Cathey asked if the Director's position could now be posted, since questions for candidates have been approved by City Attorney Dan Kramer. Rollins said he will circulate it to all department heads for posting in their departments. Valerie Burd, representing the Aurora'Tourism Council,presented the idea of a possible motorized trolley line to run between Aurora and Yorkville. She asked if a representative of the Board would be willing to meet to discuss feasibility and funding of such a project. Koch volunteered. Rollins shared that lie has become aware of a grant opportunity,through the state,which involves adding motorized recreational vehicle access in the trail system. The grant could provide as much as 100%funding for trails. Scherer moved to convene an Executive Session for the purpose of employee evaluation(2c(1). Koch seconded. A roll-call vote was taken: Rollins, yes; Cathey,yes; Scherer,yes; Wedge, yes; Koch,yes. The meeting adjourned at 10:00 p.m. following a motion by Cathey, seconded by Wedge. Respectfully Submitted, Judy Rice Recording Secretary Next meeting 7:00 p.m. April 22 in the Austin Room of the Becehor Community Building.