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Park Board Minutes 2002 03-11-02 S Yorkville Parks&Recreation Department Park Board Meeting March 11,2002 Call to Order- Rollins called the meeting to order at 7:00 p.m. Roll Call- Chris Rollins,Dave Cathey,Lisa Scherer,Ken Koch Absent: Bill Wedge Staff: Sue Swithin,Eric Dhuse Absent: Alderman Paul James Guests and City Officials- Mayor Prochaska discussed matters relating to executive sessions,and suggested that Swithin contact city attorney,Dan Kramer, for specific information. He also recommended the Board consult Illinois state statutes on other items relating to parks and recreation. Swithin asked if there was a list of procedures at the city office that they use for their executive sessions.The Mayor wasn't familiar with anything available. Prochaska said he would like to see the Board involved in the City's Comprehensive Plan. He suggested that encouraging preservation of open space is one of the issues where he would welcome their input, and he would like to have further discussion with the Board. Cathey asked the Mayor if he had heard from the labor attorney in response to hiring questions posed by the Board. Prochaska asked Cathey to contact him Tuesday morning. In a budget-related matter the Mayor pointed out that money budgeted under land-cash requires City Council approval if it is going to be used for something other than what it was budgeted for. The Mayor left the meeting at approximately 7:35 p.m. ..Approval of Minutes- The Board approved minutes of the February 25,2002 meeting following a motion by Koch. Scherer seconded the motion. Approval was unanimous. Payment of Bills- The Board reviewed current bills. Rollins restated the purchase order process for Dhuse,who was absent from the previous meeting where the Board discussed it. Currently anything under $100 does require a purchase order. Swithin drafted a letter to the Mayor to revise the need for PO's under$100. Dhuse;Martin,and King agree and are included in that letter.The Board requests pricing(not formal bids) from three sources for items between$500 and$1,000. The Board can sign for items over$1,000 for parks. Purchases over$1,000 require three estimates, and sealed bids are required for any purchase over$10,000. 1'.r rrngvfagymq.... �YiHY. _ ,rya fir, t ( park Board Meeting w� March 11,2002 Page 2 After some discussion,the Board approved a computer purchase for parks.It was stated per meeting last week with the city attorney,that the Park Board does have the authority to set the budget, approve the bill list, oversee land cash purchases (which still need council signature) sign PO's,and adjust the account numbers if needed. Cathey made a motion to approve payment of bills as they stand,including the addition of$1,310 to Dell Marketing for a parks computer. Koch seconded the motion. A roll-call vote was taken: Rollins, yes; Cathey,yes; Scherer,yes; Koch,yes. Approval was unanimous. Board.Action: The Board discussed the proposed 2002/2003 budget for recreation, and then reviewed the proposed budget for parks presented by Dhuse including the breakdown of employee salaries. The Board then looked at the City's proposed budget for recreation and parks,line by line, looking for possible adjustments. Rollins reported that the Police Chief spoke very strongly in favor of having the skate park staffed this year. Martin was concerned that if unstaffed, it would invite increased vandalism. The Board agreed that the Recreation Dept. couldn't financially support staffing the park this year. Two suggestions for managing the park this year included a transfer from the City into the Recreation budget,or that the Police Dept. contribute the$7,000 needed to run the park. The Board continued their review of the budget, identifying possible adjustments.After lengthy discussion the Board agreed to increase the recreation revenue approximately$7,000 and decrease expenses approximately$20,000. They reduced the park capital purchases by$5,000. They would need approximately$17,000 more from the city transfer,not$49,000. Swithin will meet with Pleckham and Graff on Tuesday,March 121'to give them this revised budget. Mayor Prochaska returned to the meeting at 9:35 p.m. as the Board was wrapping up their budget discussion. Recreation Report: The Board had no questions regarding the recreation report. Liaison Report: Liaison was absent from the meeting. No report given. - Old Business: These items were tabled for a future meeting. Park Board Meeting March 11,2002 Page 3 New Business: Rollins asked board members to bring a list of specific goals to the next meeting. Swithin reported that the credit card bank recommends individual names be printed on cards, rather than just the name of the department, as a guard against possible fraud. Each employee that would be allowed to have a card would have his or her own account number. If an employee leaves or is fired,just the one account would need to be cancelled. Swithin will send this information to the Finance Director. Adjournment: The meeting adjourned at 9:46 p.m. following a motion by Scherer, seconded by Koch. Respectfully Submitted, Judy Rice Recording Secretary Neat meeting 7:00-p.m.March 25 in the Austin Room of the Beecher Community Building.