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Park Board Minutes 2001 07-09-01 r , T I ' Yorkville Parks&Recreation Board Meeting Park Bo g July 09,2001 Call to Order- Meeting was called to order at 7:06 p.m. Roll Call- Chris Rollins,Dave Cathey,Ken Koch,Lisa Scherer,Bill Wedge,Alderman Paul James Staff-Sue Swithin Guests and/or City Officials- Mayor Prochaska met with the board to discuss the city's search for a Superintendent of Parks. Lisa expressed the board's concern for a timely hiring process. In clarifying steps of the process Art stated that, according to the labor attorney, internal candidates must be given first consideration, prior to external posting or advertising. Following the selection of candidates, interviews will be conducted by the board in Executive Session. The board will then make its recommendation and will meet with the mayor to discuss salary,prior to an offer being trade. A.rt and Sue will review the job description for clarification of job responsibilities. Lisa asked whether the park board should be setting goals for the Superintendent of Parks,as they do for the Superintendent of Recreation. The mayor responded af11rmativoly. In response to the question of who will be responsible for training the new Superintendeut, if an outside candidate is chosen,Art suggested that the new Director of Parks and Recreation,when hired,would be responsible for hiring and overseeing the Superintendent of Parks. Art suggested postponing the hiring of Superintendent of Parks if the internal candidate is not chosen_ I The position is posted internally through July 13`",and candidates will be asked to submit a formal application.Lisa expressed concern for having someone to oversee maintenance of the parks so they do not suffer during the interim. Sue reported that Eric Dhuse is temporarily filling the position_ Approval of Minutes- The board reviewed minutes of the June 25,2001 park and Planning meeting. Bill Wedge made a motion to approve the minutes. Lisa Scherer seconded. Approval was unanimous. Review of Bills- The hoard reviewed current hills. Lisa made a motion that bills be approved for payment. Bill seconded. Approval was unanimous following a roll-call vote. Board Action- Chris Rollins began discussion with Tony Parece and Bruce Bieritz,representatives from Yorkville Youth Baseball. He expressed the board's concern over the lack of information being cominunieated to the park board and to parents of Youth Baseball participants concerning an individual whose desire and motives to volunteer in the program appear to be questionable. Tony reported that Youth Baseball By. Laws, specify the process to be followed when selecting managers and coaches,and that a letter was sent to all managers telling them they must use approved coaches. The individual in question wanted to coach a specific league, for ages 12 through majors. He was not selected to coach,but attends games, and has been seen associating closely with team members. Yorkville Parks&Recreation Park Board Meeting July 10, 2001 Page 2 Tony reported that they have consulted with an attorney in this matter. I-Ic said that concern had not been communicated to the park board because the activity does not take place on park property. He noted that the By-Laws are being rewritten, and the coaches request form is being revised to include a statement that criminal background checks will be conducted on prospective coaches. Lisa and Chris both expressed the board's belief in the importance of this type of information being communicated with the board as well as parents of team members. The potential for an incident to occur is too great,considering the number of children participating in community wide youth sports programs through the Parks and Rec Dept_as well as Youth Baseball. Mayor Prochaska suggested the two organizations work with the Police Dept,and put together a program tv be presented to all bpurts gw)ups,dud ilteir parcnls,witli a fucus ull putcntlal rides and Auld safety. Both organizations expressed their intent to also send information home with each child participating in their programs. Sue Swithin added that the information from the parks dept. will include im acknowledgment for parents to sign and return. New Business- Sue presented two quotes for the purchase of a new 20"floor scrubber/burnisher. She recommends the quote from Janco Supply,Inc_,at a cost of$3,763.17he board discussed the cost, agreeing that an amount not to exceed$3,600 would come out of Capital Expenditures, and the remainder from Maintenance Supplies. A fmal decision was tabled until the next board meeting,at which time Sue will share additional information on an extended service agreement. Sue presented information from Aurora Sign Company for two illuminated,double-sided signs to advertise Parks and Rec programs and special events. Signs would provide 6"letters on four Iines of signage,at a cost of$6,005 each. Discussion focused on style of sign,placement,and cost, and concluded with Lisa making a motion to use land/cash money to purchase one sign t(-.)be placed in front of Beecher Center at a cost not to exceed$6,005,and to modify the budget and table until next year the project expenditure for a second sign to be placed at town square or Rt.34/47,not to exceed$4,000. Chris seconded_ Approval was unanimous following a roll-call vote_ Sue reported that she has begun having dialogue with the Chamber for a sign to be erected on the southeast comer of the Rt.34/47 intersection after Walgreens opens. Chris suggested also having discussion with the schools on future signage possibilities. Old Business- Board discussion turned to issues relating to the pool. Sue reported that she had invited Joe Roberts to this meeting to discuss pool issues. She had indicated to Joe that the board questioned its$15,000 . donation far operating the pool, in light of complaints and concerns being expressed by residents. The board also feels the public is not well informed regarding pool ownership and operation. i Yorkville Parks&Recreation Park Board Meeting July 10, 2001 Page 3 Sue offered to write a letter to the editor explaining these facts to residents. Chris will also write a letter to the"Y"stating the board's concerns,and asking for answers to their questions. The letter will also request a copy of the pool's operational procedures/policy,and for an end-of-season report. The board agreed to forward the$15,000 donation,as promised,with the letter. Sue noted that she will meet with Joe and the Y board on Wednesday,and will discuss the pool situation_ Dave Cathey suggested,and the board agreed,that in the future they ask organizations with whom they have agreements, including financial,to submit financial requests in writing, annually. Sue reported that she has forwarded outstanding work orders to Eric Dhuse. Sue presented a list of light poles in town that could be decorated during the holidays. Lisa reported that she and Bill met and looked at areas to be decorated. They identified six"zones"and discussed a theme for Each zone. They will now review the list of poles,by zone anti theme,and estimate cost. They will make a presentation at a future board meeting. Recreation Report- During the Recreation report issues regarding the skate park were discussed. Lisa reported that she has received complaints about the park not being open for use. Sue offered to look into details of the park's operation. She noted that she has scheduled three competitions at the park—the first on July 215,and two in August. Park Report— Sue will table the Fox Hill Park change list to the next Parks and Planning meeting. Liaison Report— Paul James gave his liaison report stating he has no answer yet on the question that came up on the April 30`x'land/cash report. He expects an answer at Wednesday's meeting. Adjournment- There being no further business, Lisa moved that the meeting be adjourned. Dave seconded. Meeting adjourned at 9:07 p.m. Respectfully Submitted, Judy Rice Recording Secretary Next meeting 7:00 p.m.July 23 in the Austin Room of the Beecher Community Building.