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Park Board Minutes 2001 11-26-01 r i . Yorkville Parks&Recreation Park.Board Meeting November 26,2001 Call to Order- Chris Rollins called the meeting to order at 7:02 p.m. Roii Call- Chris Rollins, Dave Cathey, Bill Wedge,Ken Koch Absent: Lisa Scherer Staff: Sue Swithin, Eric Dhuse,Alderman Paul James Guests and/or City Officials- Art Prochaska, Nathan Good-Eagle Scout candidate Nathan reported on his Eagle Scout project, landscaping around Beecher Center. The project began in March 2001,and was completed September 29. It involved 30-35 people in all. Nathan shared before and after photos of their work, which included foundation plants and shrubs,as well as mulching the beds and all of the trees around Bcccher. Ground Efforts donated two yards of mulch. On behalf of the Park Board, Chris expressed thanks for Nathan's work on the project. Mayor Prochaska also thanked him for the work,saying"I'he scouts can accomplish things for the City that otherwise might not be done_" Sue photographed Chris with Nathan for newspaper publication. Art reported that Ken met with him earlier last week to discuss adding a line item for development of a land use plan. He explained that land use should be a part of the city's comprehensive plan, for which money has already been budgeted. Ile recommended using the services of Mike Schoppe to develop a written document for park standards, and that the park board consult with Mike Schoppe and Joe Wywrot to get some criteria in place before hiring a consultant. He said a revised budget will be voted on by the City Council on Thursday, acrd rcyuc,ts for added line items should be presented at that time. The Mayor also addressed the matter of hiring a consultant to assist with the hiring process for the Director of Parks and Rec position. Ken reported that he received an estimate of$4,200 from the 1PRA to conduct the Director search,which includes advertising.the position,establishing a search committee, presenting seven candidates, conducting background checks,etc. Chris stated that he felt starting with 1PRA posting at approx. $100.00 would be the way to begin the search. i Bill ackPd Art the status of money budgeted for the Park Superintcudent pusitiutr. Art explained that money budgeted for positions with the City is in one fund and that, as a position is filled, the salary is their tntnsferred to the line supporting that position.He said some of the money was used to hire a Foreman forr water, sewer,parks,and streets. Chris expressed the Board's concern with the matter, saying that earlier this year the Board asked and received a response confirming that there was still money in the budget for the position. Chris then stated the Board's understanding of the status of the Superintendent and Director positions,adding that there are additional staffing needs within the Department yet to be addressed. Art suggested the Board send a recommendation to the City that a line item be added to the budget to cover expenses included in the hiring process. I°le said he will also try to get a paragraph added, explaining the purpose of additional line item. Yorkville Parks & Recreation Park Board Meeting November 26. 2001 Page 2 Paul explained that the recommendation should go first to the Administration Committee,then to the Committee Of The Whole, and finally to the City Council for approval. He noted the next Administration Committee meeting is scheduled for the second'Tuesday in December. He suggested the Board ask to be put on the agenda for that meeting to present their recommendation. He added that posting requirements for positions with the City will be voted upon at Thursday's City Council meeting. If approved the Director of Parks position could be posted the following week. Approval of Minutes— Minutes of the November 14 Park Board meeting were unanimously approved following a motion by Dave Cathey. Bill Wedge seconded the motion_ Bills Review— No bills reviewed. Board Action— Sue presented the annual Salvation Army contract, for their use of Beecher Center,for Board review. The Board agreed the contract should be renewed. Sue will send it to the Mayor for signature. Sue then passed cards for updating bank signatures of Board members. Recreation Report— Sue again oxpresscd cuncern for needed staff,and asked for Board support in taking the matter to the next level. Chris agreed that it is time for the Board to consider staffing needs and to formulate a proposal. I Park inspection Report- Eric reported that the water main project is nearing completion, awaiting a final grading and chlnrinarion testing. He also reported that Christmas decorations are being hung. Dave asked if them could be an addition to next year's budget to hire Upland Design to help with the Safety Town project. Chris noted that$1,400 is in the budget for the project, and suggested Dave speak with Lisa,who is heading the Safety Town project. Sue reported that the scoreboard for the Beecher ball fields has been installed,but has not yet been connected to electricity. Chris rioted that he has been getting favorable comments from citizens on the new sign in front of Beecher Community Building. Liaison Report— No report given Yorkville Parks &Recreation Park Board Meeting November 26, 2001 Page 3 Old Business— Bill asked for an update on work to be done to the river front building. The Board noted that money is available,and asked Eric to proceed with directing that the work begin. Eric noted that the roof work has been scheduled. New Business— Chris asked Paul about the possibility of joint use of fields at Fox Highlands by the School District and Parks and Rec. He would like to have a committee formed to begin the planning process. Adjournment- Chris asked for a motion to adjourn the meeting. Bill made the motion. Ken seconded. The meeting adjourned at 8:14 p.m. Respectfully Submitted, Judy Rice Recording Secretary Next meeting 7:00 p.m. December 10t°in the Austin Room of the Beecher Community Building.