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HomeMy WebLinkAboutPark Board Minutes 2002 01-14-02 Yorkville Parks&Recreation s Park Board Meeting Minutrc January 14,2002 Call to Order- chris Rollins called the meeting to bidet at 7:03 p.m. Roll Call- Chris Rollins,Dave Cathey,LiS7 Scherer, Ken Koch Absent: Bill Wedge Staff: Sue Swithin,Eric Dhuse Absent;Alderman Paul James Guests and/or City Officials- Mayor Art Prochaska,Alderwoman Rose Spears The Mayor announced the rescheduling of the Administration Committee meeting on Thursday,January 17,at 6:30 p.m. He said there is a need to clarify the roll of the Park Rnard,anal rnronragM bnard members to attend.He added that historically there have been problems between various boards and committees within the City in understanding roles and responsibilities_ Rose suggested a meeting between the Park Board and the Administration Committee to discuss concerns,roles,and responsibilities,etc.,and that relevant ordinances,statutes,and other documents be available for that meeting She!ssked for a copy of the parks ordinance,and suggested a meeting date in early February. Are recommended that residents be surveyed about current program laid park use,as well as what they would like to have added to programs and parks. The survey could provide ideas to be incorporated in a revised Master Plan. Art will speak with Ruettigcr,who is working on the city's Master Plan,to see if the Plan revision could be complered this year SuP noted them slUvey was not biitlgrrrd for this year The Board agreed it should be added at an amount not to exceed$3,200. Sue added that,with Council's approval,it could be voted on in April Art reported that in a meeting held last week with the YMCA Board and the Lions regarding the community pool,he learned the estimated cost to repair the pool is$300,000. That is with no guarantee that it would be useable for more than one season_ He shared ideas that were discussed in their brainstorming session,adding the Lions would like to do something for the City that would serve the community,and the Y is still interested in operating a pool. Chris noted the Park Board had also discussed alternative use of the.property,if the Y discontinues operation of the pool. He said funding possibilities do exist. Sue suggested the$15,000 budgeted for this year's pool operation be used to hire a consultant to help develop a plan. Approval of Minutes- Minutes of the December 10 meeting were unanimously approved following a motion by Ken Koch. Dave rathey secandrd. Bills Review- Following discussion, Lisa Scherer moved that bills be approved for payment. Ken Koch seconded. A toll-call vote was taken. Dave,Aye;Lisa,Aye;Ken,Aye;Chris,Aye.Approval was unanimous. Park Board Meeting January 14,2002 Page 2 Board Action- Sue asked for an additional$1,000 to pay basketball referees Lisa Scherer made a motion to transfer $1,000 from the General Fund to the checking account for the purpose of paying basketball referees. Ken Koch seconded. A roll-call vote was taken. Dave,Aye;Lisa,Aye;Ken,Aye; Chris,Aye. Approval was unanimous. Sue reported on the soccer sponsorship program,saying four sponsors have already come forward, bringing a total of$2,000 into the program. This money was used to purchase two sets of goals. She reported that more nioney will be needed in the coming year for additional goal replacements,and asked that a line be added to the budget for that purpose, Following discussion,Lisa Scherer made a motion for the transfer of 51,400 from Land/Cash for the purchase of one set of soccer goals. Dave Cathey seconded. A roll-call vote was taken. Dave,Aye;Lisa,Aye;Ken,Aye;Chris,Aye. Approval was unanimous. Sue read and asked for Board approval of additional revisions to the Beecher Center rental policy. She recommended increasing the non-resident rental fee to a Oat 5450,and 5350 for resident,and increasing the non-resident hourly fee by S5. Art suggested that it might be helpful if Sue could track the percentage of residents and non-residents using the facility. Sue pointed out that the number of groups using the building,at no cost,is increasing,and she would like to track that also. Chris asked for a motion to approve Revision 5 of the Rules and Regulations policy governing use of Beecher Center, which will supersede the revision of December 2001. Ken made the motion. Lisa seconded. A roll-call vote was taken. Dave,Aye;Lisa,Aye;Ken,Aye; Chris,Aye. Approval was unanimous. Sue presented her.proposed budget for the 2002-2003 budget year. She explained salary adjustments, and noted a projected S 1 5,000 in revenues for Beecher Center and an anticipated increase in program fees. Art noted that salary adjustments require approval by the City Council Sue stated that the entire budget will need to be approved by the Park Board within the next two meetings,and a final recommendation sent to the Administrative Committee. Sue reported she sent Joe Wywrot the trail standard for his review. He returned it with a recommendation to Iist the 10' trail as a primary trail and the S' trail as a secondary trail. Chris suggested additional wording referencing the Illinois state standard of 12',because there may be occasions when the larger standard is recommended. Art suggested also adding that some grants may require a certain standard,and that the standard may be modified as appropriate. The Board will draft a policy to state that the Board has that option. Art said he will follow-up with Joe Wywrot on the Board's recommendation to hire a consultant for park development,suggesting that if Joe has questions,he can call Chris. Chris stated the need to develop the criteria for consultant services before the recommendation can go to City Council. Recreation Report- 1n a follow-up report on use of the Park-view gym,Sue reported on costs for repairs,and suggested repair to the basketball equipment that is mounted at the ceiling. Lisa asked for an additional ports-potty out by the soccer field,explaining that the one at Beecher Field is a considerable distance for youngsters playing on the soccer field. Eric will check the cost of another unit and report back to the Board Park Board Meeting January 14,2002 Page 3 Sue said she would like to hire a full time rec supervisor to start May I. She also asked for the Board's input and support for hiring a full time office manager,and a full time executive secretary for the Director. Sue suggested that Lisa represent the park board at meetings and other sessions,as needed, while Bill is away. Old Business- Chris asked board members to review last year's meeting minutes, for items needing budgetary consideration. Those items will be discussed at the January 28 meeting_ Art asked that copies of position descriptions be sent to Tony Graff as new positions are created. Lisa asked the status of the skate park. Board members agreed that it has not been an asset to the department,and discussed operation alternatives. Art suggested that a risk analysis be conducted as a part of further study for continuing skate park operation. Eric explained his proposed budget,noting that he has budgeted to hire another employee later in the year. Chris asked Eric to provide a written record,of the time his staff spends doing parks work,to help the Board understand the time it takes to maintain the parks_ Lisa asked that the report be provided on a monthly basis. Sylvia Kurtz asked the stags of purchasing new Christmas decorations for the City. Lisa explained that time and cost did not allow for the purchase in 2001 Park Report- Eric reported his crew is currently repairing and cleaning equipment. The downtown parts building has been cleaned. Liaison Report-No Report Chris suggested revision of the job description for the Superintendent of Parks be tabled for another meeting. Sue suggested May 3 or 4 for the annual golf outing. Art mentioned the Chamber's art festival scheduled on that date. Sue then suggested looking at May 10. New Business- Eric also shared the proposed design for the Heartland playground,reporting that cost of equipment and installation would be$58,366. Adjournment- Lisa moved the meeting be adjourned. Dave seconded. The meeting adjourned at 9:38 p_m_ Rospcctfully Submitted, Judy lice Recording Secretary Next meeting 7:00 p.m.January 28 in the Austin Room of Beecher Center.