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Park Board Minutes 2000 09-11-00 ' J Yorkville Parks & Recreation Regular Meeting - Park Board Minutes Sept. 11, 2000 CALL TO ORDER: ROLL CALL: Dave Cathey, John Bradstreet-7:10 Chris Rollins, Bill Wedgc. Staff' Sue Swithin, J.T. Johnson,Alderman- Tom Sowinski. Lisa Scherer-absent. GUESTS AND/OR CITY OFFICIALS: Jim Hissong, Tony Parece, Bruce Bieritz—Yorkville Youth Baseball/Softball Association. Pete Zimmermann-Soccer Traveling Team. City Official—Mayor Prochaska. APPROVAL OF MINUTES: Bill Wedge motioned to accept the minutes as presented—Dave Cathey seconded. Motion passed. GUEST ISSUES: Pete Zimmerman requested the use of the two large soccer fields at Beecher for his games on Sunday afternoon. He stated he had eleven-year-old boys from Yorkville and other communities playing traveling soccer and he needed a 50 x 100 field. The name of the group is Yorkville Spitfire. Pete stated they would use their own portable goals, and chalk the field with the lines they need. Chris Rollins stated that he is aware of the situation: his son plays on the team. Chris said he didn't have a problem with the team using the field and stripping it as long as it didn't conflict with the Recreation Department teams. It was suggested by Pete to chalk the lines in yellow so that they would not be confusing for the Recreation Department teams. Sue stated that she also was concerned about interfering with the Recreation Department teams, but agreed Lu having tyre limes chalked and not painted and having them done in yellow. Sue also asked if it could be on a trail period to make sure it was working out for both groups. Johri Bradstreet asked if the organization had insurance, and Pete said yes, similar to the Youth Baseball/Softball Association situation. The Soard agreed to let Pete use the fields on Sunday afternoon and chalk the lines in yellow. He would need to submit a schedule to the Recreation Department, similar to the Yorkville Youth Baseball/Softball Association agreement. YORKVILLE YOUTH BASEBALLISOFTBALL ASSOCIATION Tony Parece introduced the representatives and explained that he is the new President. I le wanted to explain the organization. They now have 624 children in the program, 90% of them are Yorkville kids. The have a budget of$32, 000.00 in registration fees_ They have sponsors for each team, and don't allow bars to sponsor. They pre interested in working together financially with the Recreation Dept., the School Dist.And themselves to make improvements to the city fields. See attached. They want to pay to have the fields sprayed for weeds. The want the city to agree to maintain the fields, through the summer. They feel that they haven't been kept up very well. 1 of 3 Art agreed, he does not like the condition of the fields. Art thought that the agreement with the school, YBSA, and the city needs to be reviewed. It was mentioned that the YBSA does not have the equipment to do proper maintenance to the fields. John Bradstreet stressed again that the problem lies with scheduling and not enough manpower to do the job from the park end. He said labor is the main factor. Chris Rollins stated that he also felt there does need to be a better maintenance program, and it could become a full time job to maintain athletic fields. J.T.was asked to look at costs for labor and equipment to get this done. Maybe we contract the work out. Dave Cathey agreed that the city needed to bring the fields up to useable condition_ John Bradstreet left the meeting at 8:04 p. Tony agreed to get quotes on labor to work on the fields. Tony also said the YBSA sent out surveys, he will let us know the results. JT was asked about the bell groomer Scott demo'cd this summer. He stated it could cost $9.700, possibly split three ways. A demo unit, if available might be cheaper. Tony brought up the idea about the city being in charge of the maintenance, and the groups using the facilities would be charged a fee. Sue supported that idea. She doesn't think the three-way agreement will work in the future, as programs get bigger and more involved_ The park department should purchase the proper equipment and manpower to get the job done, and charge the school district and the YBSA a user fee. The School District charges the Recreation Department to use the gyms. Tony also stated that there is still a possibility that the YBSA could transfer to the Recreation Dept. some day. Tony mention while the city was working on plans for Beecher to include a batting cage area. They would pay for this item. REVIEW OF BILLS: Bill Wedge motioned to accept the bills as presented—Dave Cathey seconded. Chris-yes, Dave-yes, Bill- yes. Motion passed. BOARD ACTION: None Beecher Update. Continue with field revision plan. Safety Town Update. The sign is up and Sue has a contact for Lisa regarding help. Sue believes that a citizen group needs to be formed to get this project done. Skate Park Update: Sue submitted a report on the revenue and participation to the Board. She said it is going very well and has a great deal of activity. Sue will submit a report to the city council at the and of Sept. Sue also shared copies of job descriptions relating to the Skate Park Manager and employees. 2 of 3 Sue asked for help from Jim to talk to Waste Management and get a large garbage container there or empty two small ones. JT didn't think the parks department should have to take care of the garbage. NEW BUSINESS: Art Prochaska was at the mooting to ask the Board for a recommendation regarding priorities about land purchase for a future park. He explained three possible locations,one being'southwest of town, and one being northeast of town and one being far north of town, The Board agreed that the first location should be southwest, by Sunflower. Art asked for a recommendation for him to write a letter of inquiry to the property owners. Bill motioned to have Art draft a letter to property owners and have the southwest area by Sunflower be the first priority. Chris seconded. Dave-yes, Chris-yes, Bill-yes. Motion passed. OLD BUSINESS: Sue asked Art about the status of the vehicle policy that she wrote and the Board recommended to the city council for approval. Art thought that it was going through some minor changes, he will look into the situation. Chris asked Art when a good time would be for a trail presentation to the council. October was mentioned and Art asked that they have notice so that they could keep the agenda short. Sue is to invite Joe Roberts from the YMCA to report on the outdoor pool activities this summer. ADJOURNMENT: Chris motioned to adjourn at 9:20 p.m. Dave seconded. Motion passed. Respectfuly submitted, Sue Swithin Next meeting Sept.25,2000 3 of 3 Proposed Field Maintenance Expenses Weed Infield Field School Spray Mix" Turface"" Total YYB city District Beecher1 $50 $700 $510 $1,260 $428 $416 $416 Beecher 2 $50 $700 $510 $1,260 $428 $416 $416 Beecher3 $50 $700 $510 $1,260 $428 $416 $416 Beecher4 $50 $70C $510 $1,260 $428 $416 $416 Van Emmon $50 $350 $255 $655 $223 $216 $216 Circle 1 $50 $350 $340 $740 $370 $370 Circle 2 $50 $350 $340 $740 $370 $370 Circle 3 $50 $3r0 $340 $740 $370 $370 Bristol North $50 $350 $340 $740 $370 $370 Total per item: $450 $4,550 $3,655 $3,416 $1,879 $3,359 Total Maintenance Required: $8,655 YYB Last Year's Field Maintenance Expenses $1,700 Schedule 1)The weeds need to be cleared from all fields. We are asking the city to remove the Beecher and Van Emmon weeds and the stool to remove the Circle and Bristol weeds. 2)Then have all fields sprayed for weeds. 3)2 weeks later, dump and spread the dirt and turface. These activities should be completed by the end of September. " tnfe'd Mix is at$350 per dump truck load. ""Turiace is at$170 per ton.