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Park Board Minutes 2001 09-10-01 S Yorkville Parks do Recreation Park Board Meeting September 10,2001 Call to Order- Meeting was called to order at 7.05 p.m. Roll Call- Chris Rollins, Dave Cathey,Bill Wedge, Ken Koch, Alderman Paul James Absent: Lisa Scherer Staff- Sue Swithin, Eric Dhuse Guests and/or City Officials- There were no guests in attendance Approval of Minutes- The Board reviewed minutes of the August 27, 2001 Park and Planning meeting. BiI1 made a motion to approve the minutes. Ken seconded. Approval was unanimous. Bills Review- The Board reviewed current bills. Discussion included a question on the purchase of checks. Sue will provide an answer at the next board meeting. Following discussion Dave moved for approval to pay the.bills. Ken seconded. Approval was unanimous following as roll-mall vote. Board Action- Playground Equipiucut Duuatiusu- Eric reported there is some retired playground equipment being stored in an area that is needed for maintenance use. He suggested donating the equipment to a local church. The Board unanimously approved the donation. Recreation Report- Dave expressed concern about loose nets on soccer goals,and the safety hazard they present to players. He also stated his discord with the fact that Sue is on the fields addressing maintenance repairs and conditions which should be the responsibility of maintenance personnel. The issue being there are not enough maintenance staff to handle all of Parks and Rec maintenance needs_ Eric agreed, and said that an additional hire was to have been added in the spring, but that did not happen. Bill asked whether there will be adequate manpower in the spring to handle maintenance requirements. Chris expressed the Board's concern over the manpower shortage, and asked Eric to document situations resulting from the shortage so the issue can be addressed with the Mayor. Chris noted That equipment and fields need to he checked and cleined prior to all games. Sue said she has marked for Eric where additional striping needs to be added on the field. Paul discussed the process for betting needs identified,and the importance of accurate time reports for task completion. This information would help to establish staffing needs. The Board offered to assist in the process. Eric will keep the board informed. Chris noted that Sue did a great job coordinating Music Under the Stars and the outdoor movies. Yorkville Parks&Recreation Park Board Meeting September 10, 2001 Page 2 Sue reported on the status of the building at River Front Park that is to be used for an additional Parks&Rec:uMce. She said she wuuld also like to be able to plan for some nature-type classes to be held there. Eric reported that the building needs to be brought into compliance with Health Dept_ standards (plumbing,etc.)_ Bill commented that the river front flag is in very poor condition,and asked who is responsible for replacement. Paul James suggested that a work order be written to replace the flag. Discussion then turned to the issue of written work orders,with Paul discussing the prucess. Chris clarified that Parks and Rec is responsible for the running of programs.,and that maintenance of fields and facilities is the responsibility of Public Works. Paul suggested that a list of needs be prepared for the next meeting. Eric suggested that Sue put together a check list to be used by crews as they prepare the fields. The Board then turned its attention to the scoreboard issue. Eric noted that conduit has been installed,but the wire has yet to be purchased,and holes need to be dug for placement of the i- beams. Sue said she will contact the baseball league regarding the I-beam installation. Sue also noted that Parks and Rec will pay for the conduit,as promised by JT Johnson. A letter will be sent to the City releasing them of any further obligation in this matter. Chris asked for an update on the new truck_ Eric reported that all it needs is to have the park logo added. Old Business - Dave asked if plans are in order yet for Safety Town. Sue noted that more funds are needed, and she will talk with Lisa about applying for another grant she has identified, for which the application deadline is September 30_ Bill asked the status of the Beecher Center sign. Sue reported that the sign is being made_ Dave asked if there has been any update about the acquisition of additional park land from the Harris Farm,along Rt. 71. Chris said he will ask the Mayor for an update and also ask him to make the Hoard aware of any other possibilities. New Business- Reporting on the requested change on the easement in the Greenbriar subdivision,Chris reported that the adjustment has been made. This provides for an 870'easement with no trail construction. but it does include a stub in the northwest corner of the development for future trail connection. This change provides a credit of$6,700, with$54,820 due from land cash, Chris noted that the expertise and suggestions provided by Jason Pettit and Joe Wywrot made this change possible. Yorkville Parks& Recreation Park Board Meeting; September 10, 2001 Page 3 The Board discussed the direction they would like to take with future park land acquisition. They agreed to begin to move away from small neighborhood parks and look toward establishing larger, community-wide or regional parks accessible by trails. This would require a revision to the current master plan. Sue suggested a review of the master plan trail system with the City Planncr and the City Council. Bill reported that he had been approached by a representative of the Sanitary District asking to meet with the Board to discuss the fiiture of Jaycee Park. Rill suggested the Board respond with a suggested meeting date. Lisa arrived at 8:23 p.m. Mayor Prochaska arrived at 8:30 p.m. Chris asked the Mayor about regional park contracts. Ile mentioned that a communication from Ed Sleezer,Chairman of the Forest Preserve District, asked for representatives from Yorkville to serve on a committee to discuss future trends. Sue expressed interest,saying she would like to meet with them to discuss open space, land acquisition,and their comprehensive plan. Lisa asked about a public meeting to be held by the Greenbriar homeowners Association. Discussion is to include whether the pond is to be owned and maintained by the I lomeowners Association or owned and maintained by the City. The Mayor also mentioned that the:park board may want to have sports fields located there, but the Board agreed the land was too close to the pond. The Mayor said lie had just come from a meeting with the Jr.Women's Club, who asked the status of the Safety Town project. They also shared a wish list for equipment in the parks,i.e. permanently mounted picnic tables, and the addition of informational kiosks. They would like a list of projects to consider for future donations. Chris asked for a motion to adjourn the mccting. Davc made the motion. Kcn seconded_ The meeting adjourned at 8:45 p.m. ltespectfu.11y Submitted, Judy Rice Recording Secretary Next meeting 7:00 p.m.September 24 in the Austin Room of the Beecher Community Building.