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Park Board Minutes 2001 07-23-01 T 7. Yorkville Parks&Recreation Park and Planning Meeting-Park Board Minutes July 23,2001 Call to Order- Chris Rollins called the meeting to order at 7:00 p.m. Roll Call- Chris Rollins.Lisa Scherer,Bill Wedge. Ken Koch.Paul James—Alderman Absent: Dave Cathey Staff: Sue Swithin City Officials in attendance-Mayor Art Prochaska,Eric Dhuse Dave Cathey arrived at 7:04 p.m. Visitor Communication- Eagle Scout Project The Board heard a report by Tim O'Malley, Scout Troop 40 on an Eagle Scout project to take place on Saturday,July 28. Scouts will clear a path for a nature trail down by the rivertront. The trail will be covered with wood chips, and will be 250 ft.long,ending about 20 ft, from the creek. Sue noted that signage will be posted and a gate installed,Eric Dhuse will see that this is done. Prairie Gardens Richard Scheffmhn,of Leonard Dreas&Associates, addressed the board requesting their approval of an adjustment to the Planned Unit Development(PUD)in the Prairie Gardens subdivision. The requested change includes relocating the pedestrian path from the southeast corner of the residential area,through the center to the northwest comer, eliminating the parking lot and the perimeter path on the south and west,proposed in the original PUD. Tlie perimeter path would be 8'wide and form an"X"through the center open space,allowing for future connection to the Greenbrier subdivision.. Dave pointed out that undergrowth has grown and, in addition to the mature trees along the west side of the development, would create a nice buffer along the west and south property line. Carl Figgins explained other amenities that could be added to enhance the center as well as the perimeter of the parcel, such as picnic tables, benches, a shelter,flowers,trees and shrubs_ Art pointed out that the land-cash ordinance does not stipulate what amenities can be included. Maintenance of the area would be the responsibility of the homeowners association. The city would be credited for the portion of the path being removed from the plan, with other additions coming from land-cash- A stipulation of the land-cash ordinance requires puhlic use of the path. Rollins noted it would be easier for the board to make a recommendation if they knew the total credit and linear footage. After considerable discussion, Lisa made a motion to recommend to City Council the acceptance of an adjustment to the PUD, subject to receiving credit for the portion of the perimeter path to be built and the remainder to be paid in cash. Dave seconded. Approval was unanimous. Yorkville Parks &)[recreation Paris and Planning Meeting -Park Board Minutes July 23,2001 Page 2 Approval of Minutes- Minutes of the July 9th meeting were reviewed. Lisa Scherer moved for approval. Bill Wedge seconded the motion. A roll call vote was taken. Approval was unanimous. Review of I Us- Current bills were reviewed for payment. Items discussed include: Advertising of youth sports programs Purchase of itams for a golf class Payment for purchase of new sign Bill Wedge made a motion to approve payment of bills as presented. Lisa Scherer seconded. A roll-call vote was taken. Approval was unanimous. Old Business- City Outdoor Facility Use The board reviewed hours of outdoor field use for school district programs. During their discussion, Sue reported that.the$5,000 payment gives the Recreation Dept-the opportunity to have first right of refusal, and allows for the purchase of large equipment. She pointed out that clue to installation of a water main after soccer season this year Field No. 5 will probably not be rcady for use in the spring. Suc will speak with school administrators and will write a letter to Dr. Engler outlining requests and recommendation for improvements and equipment that could be used in Recreation Dept.programs. Bill asked for abetter tracking of costs in the future. Art suggested an annual year-end report. Sue will prepare a report to include currant and prujMted expenditures for the coming year. She asked Eric to provide an estimate of field maintenance costs as soon as possible. She will take the report to the August meeting of the school Superintendent. Christmas Decorations Lisa reported that Eric had provided a list of holiday decorations currently owned by the city. She explained that she and Bill had identified locations the city had decorated for the holidays,as well as several acw Iocations. Using that information,along with the list of poles provided by Eric and the list of zones she and Bill had compiled,she presented their suggestions for boundaries of the area to be decorated, and for additional decorations to be purchased. The boundaries identified are Club 4"7 on the north,the Shell station at Rt. 71147 on the s'6UL ' Cannonball Trail on the west, and the Ace Hardware on the East. The board also discussed decorations for Town Square Park, City Hall,the library, and Beecher Center- Items recommended for purchase from Wayne Mfg. include 4 decorated, lighted ovals for entrances/exits to the city, 12 wreath-,, and 10 banners. Art suggested that some conversation with Kathy Farren,might also be helpful. Art suggested the Ward put together a presentation to be made to the Downtown Development Committee and local business owners, asking for their financial support of this project. The board agreed. Lisa and Bill will compile a cost estimate for the project,and Sue will work on the presentation. Yorkville Parks &Recreation Park and Planning Meeting-Park Board Minutes July 23,2001 Paige 3 Floor Cleaner Sue offered additional information on the floor cleaner she recommended for purchase at the last board meeting. She reported that Janco Supply Co. does not oft'er an extended warranty. Oucc the initial one-year warranty expires,repairs are charged at$50 per service call. Discussion concluded with a motion by Ken to purchase the floor cleaner from Janco Supply Co. at a cost not to exceed$3,800=$3,600 to come from the capital fund,and the remainder from Cleaning Supplies. Lisa seconded the motion. A roll-call vote was taken. Approval was unanimous. Fox Hill Park Sue reported that she had spoken with Dick Faltz regarding the east park in the Fox Hill subdivision. Dick told her that Joc Wywrot was going to review the purchase agreement and take care of any unfinished items. Once those items are taken care of,the Parks Dept. will take over maintenance of the east park. Lisa asked about,land-cash items discussed at the previous meeting. Sue reported that every month a portion of land-cash is transferred to Capital Expenditures. Tony Graff is looking into an actual ordinance allowing a land-cash account at a bank. Sue noted that projected and actual receipts need to show in the actual reporting. New Action Items- Equipment Purchase Sue reported that numbers of uLblcs and chaos at Becchcr Center are dwindling. Shc askcd the board to approve the purchase of 10 new tables and 12 chairs,with the understanding that she will replace more tables as needed, leaving 40-45 good tables in the building. She noted that some of the older tables can be sent to the parks building to be stored, and some will be discarded. Sue also suggested that tables being used in the Beecher Center not be allowed to leave the building. Lisa asked that a policy be written to that effect. Sue will write the policy. Money for the purchase will come out of Municipal Building Capital. The purchase would be made through Adirondeck Direct, out of Long Island City,NY. Ten tables (36"X96") would cost $160 each, including freight_ Twelve chairs would cost$17 each. Sue also recommended that any carryover be set aside for future maintenance or replacement of the HVAC system at Beecher Center. A motion was made by Lisa for the purchase of 10 new tables and 12 chairs at a cost of $1,804. Bill seconded. Approval was unanimous following a roll-call vote.. Park Designation Sue shared a letter received by the city from Richard Marker suggesting naming a park, in the Heartland subdivision, in memory of Emily Lynn Sleezer. Dave suggested that Sue have additional discussion with Richard on possible wording for a sign. Sue will report back at the next board meeting. ' 1 Yorkville Parks &Recreation Park and Planting Meeting-Pack Board l2inutes July 23,2001 Page 4 Truck Purchase Eric asked for approval to purchase a tool box and fuel cell for the new F350 truck,which was purchased at a cost of$25,098. He reported that the additional cost would be under$700, keeping the total outlay for the truck within the budgeted amount. Eric said that Public Works will purchase and install the extra items. He also asked that any amount remaining of the $26,000,go toward the purchase of a light bar for the same truck- The board concurred. Dave made a motion to allow Public Works to purchase the additional equipment for the F350 truck not to exceed the$26,000 budgeted for the truck purchase,adding that park board members. ride in the truck in the parade 4. Bill seconded. A roll-call vote was taken. Approval was unanimous. New Signs Sue.reported that the sign for Beecher Center,approved at the last board meeting,would have to be installed along the south entrance drive to the building in order to connect to a stub from the library, as there is no line to allow connection in front of the Center. There would be ao cost for this connection. Sue will get permission from the library for the hookup. New Basinen- Parrkview Gym In their pursuit of finding additional space for programs,Chris suggested approaching the director of Parkview Christian Academy on the possibility of using their gym. lie noted that Parkview is conveniently located, and easy to access from the parking lot. He also reported that the Academy is presently in the midst of a renovation to their gym. While in the past they have not received many requests for use of the gym by outside groups,they have indicated that they are beginning to get requests. The board discussed the possibility of making a contribution toward the cost of the renovation in exchange for first choice in scheduling use of the gym for programs. Sue said she will discuss the cost of renovation with Parkview. The board agreed to give this suggestion further consideration. Planning Retreat Following a brief discussion,the board agreed to wait until the Superintendent of Parks and the Director of Parks and Recreation positions are filled to set a date for their annual planning retreat. Adjournment- T7ie meeting adjourned to Executive Session at 9.19 p.m.,to discuss personnel,following a motion by Dave Cathey, seconded by Ken Koch. Respectfully submitted, Judy Rice Ne,,xt meeting 7:00 p.m.August 13 in the Austin Room of the Beecher Community Buildi.ug.